At FACTX we have a number of standard bookkeeping procedures that we expect clients to follow. These procedures help you comply with ATO record keeping requirements. They also help us keep your accounts up to date.

If you are a bookkeeping client, we require you to use Dext to record and electronically store supplier tax invoices and receipts. We will set up your Dext account and explain how to use it.

The basic rule is to upload your supplier invoices and receipts to Dext as soon as you pay them. We have different procedures for clients who use an Accounts Payable system (for instance, if you pay suppliers monthy based on statements).

Please also note the guidelines below.

Send all paid bills & receipts to Dext.

• Whenever you pay a bill, send the tax invoice to Dext. You can email the supplier’s bill or capture an image of a receipt through the Dext App.

• This includes payments to suppliers, payments by credit and debit card, and direct debits.

• When you use the Dext App, make sure you capture the Supplier ABN and the total amount.

• If your suppliers send a link to an invoice, make sure you download the actual tax invoice and send that to Dext.

Be organised with bank payments.

• Set up all your main suppliers as Contacts in your internet banking.

• When you pay a bill by bank transfer, always include details in the Description field. Add a few characters so the supplier name and invoice number are included.

• Do not batch payments unless a matching batch has been created in your accounting software.

Supply missing paperwork promptly.

• Watch your Dext App for notifications of ‘Missing Paperwork’. This notifies you of transactions for which we can’t locate a tax invoice.

• If you receive a Missing Paperwork notification, promptly send the tax invoice to Dext.