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SARS Tasks

The SARS Tasks table is in the Tax Department. This is a manual table. It helps you to keep track of SARS-related deadlines, such as updating a public officer, contacting the SARS call centre, customs renewals, etc.

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Written by L'Mri Erasmus

Many interactions with SARS fall outside of standard tax return submissions. These can include verifications, registrations, public officer changes, objections, supporting document requests, call centre follow-ups, customs matters, and various compliance-related applications.

The SARS Tasks table provides a structured way to manage these interactions, track deadlines, store supporting documents, monitor SARS turnaround times, and maintain visibility across your team.

The goal is simple: never lose track of a SARS interaction again.

What Are SARS Tasks?

The SARS Tasks table can be found under:

Task Departments → Tax Department → SARS Tasks

Unlike many other DataGrows services, SARS Tasks are primarily a manual tracking tool designed for SARS-related work that falls outside standard recurring compliance processes.

Typical examples include:

✅ Public Officer Changes

✅ SARS Verifications

✅ Customs Renewals

✅ Objections

✅ SARS Registrations

✅ SARS Deregistrations

✅ Supporting Document Requests

✅ SARS Call Centre Follow-Ups

✅ Tax Directive Applications

✅ Ad Hoc SARS Queries

In total, DataGrows supports tracking more than 70 different SARS-related processes.

Why Use SARS Tasks?

Many SARS matters involve:

  • Multiple steps

  • Supporting documentation

  • Internal deadlines

  • SARS turnaround times

  • Escalation procedures

Without a structured system, these matters can easily be forgotten or delayed.

SARS Tasks help firms:

✅ Track progress

✅ Store supporting documents

✅ Monitor deadlines

✅ Manage escalations

✅ Create audit trails

✅ Improve accountability

✅ Keep SARS matters visible

Creating a SARS Task

To create a new task:

  1. Navigate to Tax Department → SARS Tasks

  2. Click Add Record

  3. Select:

    • SARS Task Type

    • Client

    • Accountant

    • Manager or Partner (if applicable)

  4. Select a Status

  5. Save the record

After saving, DataGrows automatically generates the relevant supporting information for that SARS process.

Automatically Populated Supporting Requirements

One of the most powerful features of SARS Tasks is the automatic generation of required supporting documents.

After saving a SARS Task:

Navigate to:

SARS Subtasks

DataGrows automatically displays:

✅ Required supporting documents

✅ Submission checklists

✅ SARS forms

✅ Online submission links where applicable

✅ Supporting templates

This helps ensure staff know exactly what SARS requires before submitting.

Accessing SARS Subtasks

Open the SARS Task and select:

SARS Subtasks

You may then:

  • Download templates

  • Access SARS submission links

  • Track required documents

  • Record progress against each requirement

As documents are completed, they can be marked accordingly.

Click on the icon (shown in the image below) in the Template Download Link column to download SARS Documents from the SARS website or to go to a SARS online submission link.

Once you have requested or received a document, you can mark it accordingly by selecting the checkbox to the left in the SARS sub task tab. Then go to Actions and select the option that applies. This will mark the field with today's due date.

Attaching Supporting Documents

Supporting documents can be stored directly within DataGrows.

Examples include:

  • Proof of address

  • Identity documents

  • Resolutions

  • Verification responses

  • SARS correspondence

  • Submitted forms

Documents can be uploaded against:

  • The main SARS Task

  • Individual SARS Subtasks

This creates a complete record of every submission.

Managing SARS Verifications

Many compliance processes trigger SARS verifications.

Examples include:

  • Individual Income Tax Returns

  • Corporate Tax Returns

  • VAT Returns

When a verification checkbox is selected within the original task:

✅ A SARS Task is automatically created

✅ Internal reminders are scheduled

✅ Follow-up requirements become visible

✅ Supporting documents can be tracked

This prevents verification requests from being overlooked.

Capturing SARS Case Numbers

Once submissions have been made to SARS, you can record:

SARS Case Number

This creates a reference against the task and assists with:

  • Follow-ups

  • Escalations

  • Client communication

  • SARS call centre interactions

Monitoring SARS Turnaround Times

One of the most unique features of SARS Tasks is the turnaround-time tracking.

After uploading documentation:

  1. Enter the Uploaded Date.

  2. Save the record.

The system recognises that:

✅ Your submission is complete.

✅ The next action is required from SARS.

Working-Day Tracking

DataGrows measures SARS turnaround times using:

  • Working Days

  • Public Holidays

  • Weekends

This prevents teams from escalating matters too early.

You can clearly see:

  • Days elapsed

  • Days remaining

  • Approaching escalation dates

This makes it easier to hold SARS accountable to their documented turnaround standards.

Escalation Tracking

Sometimes SARS fails to respond within its prescribed turnaround period.

The Progress field can be used to track:

  • Submitted

  • Awaiting SARS

  • Follow-Up Required

  • Escalated

  • Complaint Logged

  • Resolved

This provides a full history of interactions throughout the lifecycle of the case.

Integration with SARS Correspondence

SARS Tasks work closely with the SARS Correspondence module.

This allows firms to:

✅ Download correspondence from SARS

✅ Link correspondence directly to a SARS Task

✅ Attach verification letters

✅ Maintain a central audit trail

✅ Keep all supporting information together

This is particularly useful for verifications and document requests.

All Tasks Due Integration

Internal Due Dates and SARS Appointment Dates automatically generate reminders in:

All Tasks Due

This ensures:

  • Deadlines are visible

  • Follow-ups aren't missed

  • Escalations happen on time

  • Team members remain accountable

Everything feeds into a single centralised task view.

Completing a SARS Task

Once the SARS matter has been finalised:

  1. Open the SARS Task.

  2. Change Status to: Completed

  3. Save the record.

The task will move into:

SARS Tasks Archive

All supporting documents and history remain available for future reference.

Best Practices

Save Documents Immediately

Attach supporting documents as soon as they are received.

Capture SARS Case Numbers

This makes future follow-ups significantly easier.

Monitor Turnaround Times

Use working-day tracking to identify matters ready for escalation.

Link Correspondence

Keep SARS letters attached to the relevant task.

Use Internal Due Dates

Create reminders before SARS deadlines expire.

Check All Tasks Due Daily

This helps ensure SARS matters don't remain unattended.

Key Takeaways

✅ SARS Tasks help track more than 40 SARS-related processes.

✅ Supporting document requirements are automatically generated.

✅ Templates and SARS links are provided where applicable.

✅ Verifications can automatically create SARS Tasks.

✅ Supporting documents can be attached directly to tasks.

✅ Case numbers and submission dates can be recorded.

✅ Working-day turnaround tracking helps manage escalations.

✅ All reminders flow into All Tasks Due.

✅ Completed tasks are archived while retaining a full audit trail.

Remember: The real value of SARS Tasks isn't simply recording what was submitted to SARS. It's creating a structured system for managing deadlines, documentation, follow-ups, and escalations so that nothing gets forgotten and every SARS interaction remains under control. 🛡️📋✅

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