How do I submit supporting documents through SOQS instead of eFiling?

Direct answer

Use the SARS Online Query System, or SOQS, to submit supporting documents only when SARS has issued a formal request to submit them. Select the supporting-document upload query, enter the required case and taxpayer information, attach the requested documents and keep the email that confirms the submission status.

SOQS is useful where the applicable SARS service is available online and you do not need to use your eFiling profile. It is not a general place to send records before SARS asks for them.

What this means in practice

Start with the SARS correspondence. It should identify the case, tax type and the records SARS needs. A request can relate to verification, an assessment or another case. Uploading unrelated material can make it harder to show that you supplied the right evidence.

SARS says the SOQS supporting-document query can require taxpayer demographics, tax number, requester details and query-specific documents. Have the case number, tax type and tax reference number ready before opening the form. These details must match SARS records. SARS says it may email you to resubmit if the case number and tax number do not match, or if it did not receive the documents because of a technical error.

You can generally use pdf, doc, docx, xls, xlsx, gif, jpg, jpeg, bmp or png files. Each upload may be no larger than 5MB. A submission may include up to 10 documents, and SARS limits submissions against a case number to 10. Files must not be blank, password protected or encrypted. SARS also says file names must not contain an apostrophe or an ampersand.

Step-by-step

1. Read the SARS request first.

Confirm the case number, tax type, period and precise documents SARS has asked for. If you cannot identify the case, do not guess. Find the original letter or official account message.

1. Prepare clean copies of the requested evidence.

Use readable files and name them clearly without prohibited characters. Split a large scan into sensible files if needed so that each file stays within the size limit. Do not password-protect the documents.

1. Open SOQS from the SARS website.

Use the SARS Online Query System and select the supporting-document upload query. SARS lists SOQS as a channel for online requests, queries, reporting and submissions where that service is available.

1. Complete the mandatory fields carefully.

Enter the taxpayer and requester details, case number, tax type and tax reference number exactly as required. Check the details against the SARS request before continuing.

1. Upload only the documents that answer the request.

Attach the records identified in the correspondence. Check that each file opens, is complete and belongs to the relevant case. Keep within the document-count and size limits.

1. Submit and retain proof.

Submit the query and retain the email or other notification showing the status. If SARS asks you to resubmit because the details did not match or there was a technical issue, correct the stated problem and use the official request details.

Documents and records to keep

• The SARS letter or notice requesting documents.
• Case number, tax type and tax reference number.
• Copies of every uploaded file.
• The submission confirmation or email status notice.
• Any later SARS request to resubmit.

Important limits and exceptions

SOQS document upload is permitted only after a formal request to submit supporting documents has been issued. Do not use this article as a reason to upload records just because you expect SARS may ask for them later.

Submitting documents does not decide a verification, assessment or refund. SARS may need more information, or the case information may need correction. This guide also does not cover Customs and Excise SOQS procedures.

Keep original records securely. An uploaded scan is evidence of what you supplied, but it does not replace the original document or the underlying reason for a claim.

When to get tailored advice

Get tailored help if the request is unclear, the evidence is incomplete, the case concerns a material assessment or you think documents belong to a different tax period. Help is also useful if the SOQS status shows repeated technical problems.

TaxProof can help organise evidence against the SARS request and prepare a clear record list. SARS decides whether the submitted material resolves the case.

Related TaxProof guides

• When should I use SOQS instead of calling or visiting SARS? (B03-ADM-003)

Sources

• SARS, How do I upload or submit supporting documents?
• SARS, Guide to the SARS Online Query System