Managing Mail in HowNow

Processing ATO Documentation 


Status in Records

Process

  • The ATO document goes to the CSA
  • The CSA scans the document into HowNow with a status of Mail-In (ensuring that all appropriate people are completed on the profile i.e. Partner, Manager, Signatory). This will allow partners, managers to see the Mail-In electronically at any time

Note: In some systems, the Partner and Manager fields can be drawn from the Practice Management System.

  • The CSA creates a merge letter 
  • When the letter is completed the CSA links the letter and the form and changes the status to Review
  • The CSA emails the Accountant that the letter and ATO form are ready for review  

OR

  • The CSA prints the letter and attaches the form and puts in the Accountant’s tray for signature

  • The Accountant reviews the letter on screen, makes any changes if required and changes the status to Approved
  • The Accountant notifies the CSA that the letter has been reviewed – the CSA then prints the letter and attaches the form 
  • The CSA reviews the letter to ensure formatting is correct, prints the final letter 
  • The letter and ATO document are given to the Signatory for signing 
  • Signatory signs and puts the letter and ATO document into the mailing tray 

OR

  • The Accountant signs the letter and puts it in the Mail Tray

  • The CSA changes the status of the letter and ATO document to Mail Sent and mails the original letter and form to the client
  • No paper copies are kept

 

A Mail Register report can be created if required

 

Note: You may need to set-up an additional status for Mail-In (Standard Status) and Mail Sent (Final “Read Only” Status).

 

  

 

Processing Non-Standard Documentation 

Status in Records

Process

  • The CSA scans the mail into HowNow with a status of Mail-In (ensuring that all appropriate people are completed on the profile i.e. Partner, Manager, Signatory). This will allow partners, managers to see the Mail-In electronically at any time

Note: In some systems, the Partner and Manager fields can be drawn from the Practice Management System

  • The Partner/Manager can reassign the document to the appropriate team member and email the team member a HowNow Smartlink with any instructions
  • The team member actions the document, takes appropriate action e.g. prepares a letter, attaches the document to the job 
  • When appropriate the status of the document is changed – this could be Review/Final, depending on the nature of the document

  • If there is a letter to be reviewed, then this will be reviewed and then the status changed to Approved
  • The documents are picked up by the CSA and printed where appropriate

  • The CSA changes the status of the document(s) to Mail Sent and mails the original letter and any attachments to the client
  • No paper copies are kept

 

A Mail Register report can be created if required

 

Note: You may need to set-up an additional status for Mail-In (Standard Status) and Mail Sent (Final “Read Only” Status).

 

  

 

 

 

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