Guide to the Submission Third-party Data using the Connect Direct Channel

Table of Contents

Summary

The purpose of this webpage is to guide the Technical Users, Technical Administrators and Business Administrators in uploading third (3rd) party data using the Connect Direct channel. The guide also demonstrates how to enrol, activate and delete a technical user, administrator and business administrator on eFiling.

Introduction

South African Revenue Service (SARS) implementation of a 3rd Party Data Platform enables taxpayers to submit 3rd party supporting data to SARS via the following channels:

  • eFiling (via a data submission form with a limited volume only)
  • SARS branch manual capturing (limited volume only)
  • Direct Data Flow (by using the Connect: Direct™ technology). Taxpayers are required to enrol and activate for this channel (refer to the Connect: Direct™ Guide for how to use this channel)
  • Direct Data Flow (by using the Secure Web: https). Taxpayers are required to enrol and activate for this channel.

Direct Data Flow channel reduces the overall administrative burden of large volume data transfer, shorten data processing cycle times and provide for faster feedback. Taxpayers who want to use the Direct Data Flow channel must have eFiling profiles to enrol for this channel and activate it on eFiling.

Taxpayers choosing to use the Direct Data Flow channel need to be in possession of a security certificate to ensure secure file submission. Taxpayers will also be required to declare the accuracy of the data submitted to SARS by authorising the data submission. To enable SARS to administer these security certificates and to authenticate file submission, 3rd party data providers must request security certificates as part of the enrolment and activation process.

Taxpayers will only be able to activate the Direct Data Flow Channel for the tax data types below, due to the fact that the taxpayer must be issued with a security certificate to be used with every file submission and that SARS must be able to authenticate file submissions.

  • Dividends (Withholding) Tax,
  • VAT201 supporting data,
  • IT3 (b), (c), (d) (e), (s) and (t)
  • Foreign Tax Information (FTI) and CRS.

Third-Party Data Submission Process

  • Third-Party data submission process pertains to the following operational segments; registration, activation, enrolment, submission, and the declaration of submitted data. Registration, activation, and enrolment are vital for the use of eFiling, however once successfully completed, submission and declaration are the two operational segments that should be followed during the required periodic third-party data submissions. Connect Direct digital platform where bulk data can be submitted to SARS.
  • The electronic data file submissions should be structured and uploaded as described on the file specifications detailed in the External BRS. Upon successful structuring of the file, the file should then be submitted via the Connect Direct platform.
  • To ensure that the data/certificates are received and processed by SARS, submitting entities tax administrators are required to validate the activation of the third-party data type on eFiling. Additionally, tax administrators are to review their submitted data/certificates on the pre-populated IT3-02 return and once reviewed and in agreement with the summary data, they are to declare by submitting the IT3-02 return to SARS via eFiling.

Important to note:  

  • For more information on eFiling registration, activation, and enrolment, refer to the following guide.
  • For more information on eFiling Submission and declaration, refer to the following guide.

Enrolment on eFiling and Submission of 3rd Party Data to SARS

Non-eFilers wishing to use the Direct Data Flow channel should register for eFiling at www.sarsefiling.co.za

To manage 3rd party data submission, the taxpayer must have the following three types of users allocated in the enrolment and submission of 3rd party data to SARS.

  • Business Administrator – This user is the same as the current eFiling full administrator. The role of this user is to enrol the legal entity/organisation that will be submitting data to SARS and the Technical Administrator. The taxpayer is not required to allocate new eFiling administrators for the purposes of 3rd party data submissions if one already exists.
  • Technical Administrator – The role of this user is to request the security certificate and to enrol technical users. If the taxpayer decides to change the Technical Administrator, a new Technical Administrator must be added before the existing one can be removed. There must always be at least one Technical Administrator for each enrolled organisation.
  • Technical User – The role of this user is to submit the data files to SARS via the Direct Data Flow channel. An organisation can have multiple Technical Administrators and Technical Users to allocate work according to the organisation’s requirements. The technical user must be a different person from the technical administrator.

Important to note: Once enrolment of the organisation is completed, the person who enrolled the organisation becomes the Business Administrator. This implies that he/she (the Business Administrator) cannot be enrolled as a Technical Administrator or a Technical User.

Enrolling the Organisation

  • Once logged into eFiling, on your Organisation’s work page, click on Services in the top menu bar. From the side menu options, select Enrol 3rd Party Data.
  • Under the Enrol 3rd Party Data option the following sub-menus are available:

  • Select Enrol Organisation.
  • The following screen, containing the organisations details will appear.

Note: If the Income Tax, PAYE or VAT Reference number for the company is not pre- populated on the textbox, enter the number on the textbox before you proceed to the next step.

  • Click Enrol Organisation to retrieve the organisations details.
  • The following screen will be displayed.

  • Once you click on Ok, the following screen will be displayed.

  • Once an organisation has been enrolled, i.e., the Status is Legal Entity Enrolled; the Business Administrator will be able to enrol the Technical Administrator(s).

Note:

  • Users can now switch from using Connect Direct to Secure Web (https) and vice versa. This requires users to enrol for the use of both Connect Direct and Secure Web (https).
  • To enrol for both channels, once having enrolled for Connect Direct, follow the same procedure as above, however when selecting the preferred channel, select Secure Web (https). This will result in the user being enrolled for both Secure Web (https) and Connect Direct channels.

  • The status will initially read as Legal Enrolment Requested. The status will later change to Legal Entity Enrolled. The organisation can only enrol a technical administrator if their status reads Legal Entity Enrolled.
  • The status will only change once the user has refreshed the screen.

Managing Technical Administrator

Enrolling a Technical Administrator

  • To enrol a Technical Administrator,
    • Select Enrol Technical Admin from the side menu options, on your Organisations work page the Enrol 3rd Party Data menu will be displayed.

  • Click Find Technical Administrator to search and select a Technical Administrator.

  • Complete the information required and click on Search. The user can complete one of the fields and click on search. If no values are entered in the above fields, click on Search and all the registered eFiling users for the relevant organisation will be displayed.

  • The screen with the user’s details will be displayed. Select the user to be enrolled as the Technical Administrator.

  • The screen with the details of the selected user will be displayed as confirmation. Select Enrol Technical Administrator, to submit the request.

  • By selecting the Enrol Technical Administrator button you will be redirected to the grid page.
  • In the Status column, the status Enrolment Requested indicates that SARS is still processing the enrolment. The status Link Enrolled will be displayed once the enrolment of the user as the Technical Administrator has been confirmed.
  • To replace one Technical Administrator with another Technical Administrator, the first enrolled Technical Administrator must have a status Link Enrolled. The Business Administrator must then enrol a new Technical Administrator. Click Find Technical Administrator and once a new Technical Administrator has been enrolled, the other Technical Administrator can be deleted.

Note:

To delete all Technical Administrator(s), all associated Technical Users and certificates need to be deleted first. Refer to the section on Enrolling a Technical User for a description of how to delete technical users.

Viewing details of a Technical Administrator

  • To view all the Technical Administrators, click Enrol Technical Admin.

  • All the Technical Administrators with the associated status regarding their enrolment and activation will be displayed. Click Open next to a Technical Administrator to view the details of a Technical Administrator.

  • Details of the Technical Administrator will now open.

Deleting a Technical Administrator

  • To delete a Technical Administrator, click Open next to the Technical Administrator that is to be removed.

  • Click Delete Technical Administrator to remove the Technical Administrator.

  • You will be prompted to confirm that the user must be deleted. If you select confirm, the Technical Administrator will be deleted. To cancel the deletion, select Cancel.
  • To delete all Technical Administrator(s), all associated Technical Users and certificates need to be deleted first. Refer to paragraph ‘Enrolling a Technical User‘ for a description of how to delete technical users.

  • If you attempt to delete the only enrolled Technical Administrator without having deleted all the Technical Users first, this message will be displayed.

Security Certificate from SARS

Requesting a security certificate

  • Once a Technical Administrator has been enrolled successfully, the Technical Administrator can request the security certificate from SARS. This security certificate is required for submission of data via the Connect: Direct channel.

  • To request the security certificate from SARS, select Request Certificate from the side menu options, on your Organisations work page under the Enrol 3rd Party Data menu.

  • The Request Certificate screen will list all certificates that were issued for that taxpayer. Initially this list will be empty. Click Request New Certificate to start a new certificate request process.

  • You will be requested to accept the Terms and Conditions (T&C) that govern the use of this service by ticking the box next to I have read and accept the above conditions. Once the terms and conditions have been accepted, click Continue and Request. Please note that unless the terms and conditions are accepted, you will not be able to proceed to the next step.

  • Capture the Node Name, IP Address, Buffer size and Number of Concurrent Sessions.
  • Number of Concurrent Sessions is the number of simultaneous file transfer connections available at any time. Refer to the relevant netmap definitions for Connect: Direct to obtain this number.
  • Select either the Electronic or Manual options for issuing the security certificate.

Electronic Request Process

  • To generate the security certificate request electronically, select Electronically This means that the eFiling system will automatically generate the security certificate request and will send the request for fulfillment. Once the security certificate has been issued, eFiling will assist in the installation of the security certificate.
  • To use the electronic request process complete the screen as per the example above and once you are done, click Continue.

  • SA Java Applet widget will load on the screen.

  • Once the Java Applet widget has loaded the screen above will be displayed. Click Browse to locate the directory for the certificate to be exported and then click Export cert.

  • A message will appear confirming that your certificate has been successfully installed.

Manual Request Process

  • To use the manual process to request a security certificate, select Manually and click Continue.

  • A request string will be issued to the IP Address provided. Copy the request string into the textbox. Once you have done this, click Request Certificate.

  • Please note that a typical request string will look as displayed.
  • You will now have the option to download the security certificate and then install it on the relevant server or to reinstall the security certificate.

Deleting a Certificate

  • Revoke Certificate – You have the option to revoke a security certificate. If Revoked Certificate is clicked, the certificate will be revoked and the status of the security certificate will change to indicate that it was cancelled. The revoked security certificates will remain in the list of certificates.
  • Renew Certificate – Security certificates are only valid for 12 months from date of issue. The Renew Certificate button will only be available 30 days prior to the expiry date. 

Managing Technical Users

Enrolling a Technical User

  • To enrol a technical user, select Enrol Technical User from the side menu options, on your Organisations work page under the Enrol 3rd Party Data menu.

  • Click Find Technical User to search and select a Technical User.

  • Complete the information required and click Search. If no values are entered in the above fields, click Search and all the registered eFiling users for the relevant organisation will be displayed.
  • Select the user to be enrolled as a Technical User.

  • To enrol the selected user, click Enrol Technical User.

  • You will be redirected back to the grid page.
  • In the STATUS column, the status Role Enrolment Requested will be displayed while SARS is processing the enrolment. The status Role Enrolled will be displayed once the enrolment of the user as a Technical User has been confirmed.
  • A Technical User can only be deleted once their Status is Enrolled.

Viewing details of a Technical User

  • To view all the Technical Users, click Enrol Technical User.

  • All the Technical Users with the associated status with regard to their enrolment and activation will be displayed on the screen. To view the details of a Technical User, click Open next to the relevant user.

  • Details of the Technical User will be displayed. The Source Identifier field must be used in all files submitted by that Technical User on the Direct Data Flow Channel using the Connect:Direct technology.

Deleting a Technical User

  • To delete, On the Enroll Technocal User for 3rd party Data Submission screen, click Open next to the Technical User that is to be removed on the Enrol Technical User for 3rd Party Data Submission page.

  • Click Delete Technical User to remove the Technical User.

  • You will be prompted to confirm if the Technical User must be deleted. Selecting OK, will delete the Technical Administrator. To cancel the deletion, select Cancel.
  • You will re-directed to the following screen:

  • In the Status column, the status Delete Requested indicates that the request to delete the user as a Technical User has been submitted to SARS. The status User Deleted will be displayed once the enrolment of the Technical User has been cancelled on SARS’s systems.
  • The deleted Technical Users will not be displayed on the screen. 

Submission Dashboard

  • The user must be logged in as a Technical Administrator or Technical User to be able to view the Submission Dashboard.

  • To access the Submission Dashboard, select Submission Dashboard from the side menu options, on your Organisations work page under the ‘Enrol 3rd Party Data’ menu.

  • In the Search Criteria, you will not be able to enter the From Date and To Date You will have to click Refresh to ensure that the latest status information is displayed on the dashboard.

Definitions, acronyms and abbreviations

The definitions, acronyms and abbreviations can be accessed here – Glossary webpage.

Legal disclaimer: In the event of conflict or inconsistency between this webpage and the PDF version of the guide, the latter shall prevail.

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