1 Easyfile 2008 - Getting Started

Easyfile also allows you to submit in year movements P45.1, P45.3 and P46, as well as receiving inbox messages for P6, P9 and other updates. These are not discussed in this document but in a similar way.

1.1 Installation

Select the latest “Easyfile 2008” installer and save it to your desktop or Run it directly from the website. (If you already have a previous copy of Easyfile you will need to UNINSTALL this first.)

If running on Vista you may be asked to allow the installer to run…

Select More options and “Always run software from “Creative Business Systems Ltd”

Accept the License Agreement!

Click Next to accept the defaults (recommended)…

On Widows Vista you may be asked to allow other installer components to run…

Click to Continue…

On Windows VISTA, Windows does a lot of security checks! Before the installation completes on Windows Vista it is necessary to Allow dasetup.exe to run. The icon shown will flash on the status bar.

Select and Allow.

See the latest release notes http://www.cbiz.co.uk/ef2008/ef2008_Readme.txt to be aware of any issues. Ask your IT staff if in doubt!

2 Using Easyfile for the first time...

To start the software, Double-click the desktop shortcut or select Easyfile from the Programs menu or select the desktop icon...

If you have not used Easyfile before you will be prompted to select the database you wish to use. Unless you have good reasons to use an existing Microsoft SQL Server, it is best to install a local database. This database will then be managed by Easyfile. Click Next.

Easyfile will then download and install the standard Microsoft SQL Server desktop database software. (MSDE (2000) on Windows 2000 and XP) (Express (2005) on Windows Vista)

This may take a few minutes to download.

You will then be prompted for the PAYE company name and for a user name and password to use

The database component may take some further minutes to install.

When installed you will be prompted to test the new connection.

A successful test completes the installation.

Click Finish to conclude the setup.

Easyfile will remember your login details.

Click OK to login…

3 Required Company Identification

The first time you use Easyfile you are prompted for identifying details, like address and PAYE details...

See the Employer and PAYE Online details tabs

If you have you do not have your PAYE online registration details yet then you may leave these fields blank, and return when you do. (You can still use Easyfile tom prepare forms)

4 End of Year Options

It is possible to send your end of year submission in a tow alternative ways. The options available from the HMRC and within Easyfile are:

4.1 Complete Submission

The Complete submission is the simplest and comprises a full set of employee P14 and a single company summary P35 sent all together in a single submission.

4.2 Multi-Part Submission (P14 Parts + P35)

Multi-Part submissions allow you to submit one or more batches of P14’s known as P14 Part followed by a single P35 only form, the P35 Part. With mult-part filing you may re-submit the P14 Parts as many times as you need to with changes if required until, the P35 Part is filed. Once the P35 Part is filed the submission is regarded as complete.

5 End of Year (P14 and P35) Submission Quick Start

Easyfile allows you to manually enter P14 and P35 submissions, however the quickest way to get the data into Easyfile is to import it from a tab delimited text file taken from your payroll. This section details just what you need to know to import your P14 records and get Easyfile to prepare and submit your End Of Year P14 and P35 submission.

5.1 Import Your P14 details

To import your P14 details first select the P14 list. To do this, expand the “End of Year” folder and select P14.

Locate the text file containing your P14 details extracted from your payroll (see Appendix for file format details)

A message is shown to confirm the number of P14 imported.

The P14 are listed. Selecting a P14 allows you to see the details in the Preview Pane.

5.2 Change the P35 Submission Type to “Complete”

You wiil see a P35 entry for the “Batch” you have imported. P35 entries within Easyfile include both real P35’s and P14 Part headers used to identify a batch of P14’s to be submitted as part of a multi-part submission. By editing the form, you can change its Submission Type as required.

If you wish to make a single complete submission then you need to change the P14 Part to a P35 and complete the required declaration details. To do this scroll to the right of the preview and click Edit.

The details that are editable are shown in highlight, enter or edit the batch name

Change the Submission Type from P14 Part to Complete as shown below

5.3 Fill in the P35 details

Use the scroll bars to move around the P35.

The onscreen P35 resembles the paper form closely...

Totals from P14 are already completed.

Fill in and check the P35 fields.

Be sure to tick all boxes as required in section 3 – Checklist.

5.4 Check P35 and Correct Errors

When done click the Check button as shown

Clicking Check performs basic data validation checks on both the P14 and P35 data. Any basic data format errors such as missing entries will be identified. This check is the same as that performed by the online systems and allows you to detect basic data errors before making a submission.

5.5 Check P35 and Correct Errors

Some example error messages relating to NN number that may be displayed are shown below:-

You must correct the errors before the P35 document can be Checked successfully. Checked documents are then ready to Send.

5.6 Correcting P14 Errors

To locate a specific P14 and correct its errors; right mouse click on the P35 and select “Show Related P14”. This will list the P14 on this form.

To locate a specific employee amongst a large selection you must filter the displayed forms. To do this type either the Surname, NINO or Works Number directly into the filter box, and hit the TAB key:-

It is possible to enter more detailed specific filters...

Example specific filters are:-

Emp_Surname = ‘Brown’

NINO = ‘NM010203D’

WorksNumber = ‘EMP010278’

More selective filters may be formed by combining multiple filters with ‘AND’.

When you have located the form of interest click Edit

Make the required edits and then click Complete to validate the P14 or just Save to save any changes you have made.

5.7 Sending the P35 Form

When you have successfully completed the P35 and associated P14’s you are raedy to Submit the form to the Inland Revenue. From the P35 form click Submit.

5.8 Activation Check

If your PAYE scheme is not activated yet you will see the message below...

Easyfile has saved the P14 and P35 details and you can return later to send the forms when your activation is confirmed.

Before sending live forms to HMRC, you must Activate your PAYE scheme by contacting your payroll provider or Creative Business Systems Ltd. customer.services@cbiz.co.uk

5.9 Outbox

When the document is initially sent, the document Status will change to Outbox. You will see one of two possible messages:-

Acknowledged forms are received by HMRC but not accepted yet.

Errors may be returned in some cases.

In both cases, it is possible to go directly to the Outbox to see the document. Right mouse click and select “Show Sent Submission”.

Outbox entries with status ACK – Acknowledged are not “done and dusted” yet, it is necessary to do a “Send and Receive All” to get a firm update to the status as either SENT or ERR.

From the Outbox do Send and Receive all from the Tools menu...

If the status remains as ACK you will need to come back later and repeat the “Send and Receive All” task to confirm the status as either SENT or ERR.

In most cases a firm results as SENT or ERR is returned within a few minutes. Occasionally if HMRC systems are busy it will be necessary to allow a day or more.

5.10 Reviewing Returned Submission Errors

The validation performed by the HMRC systems is comprehensive and imposes a number of business rules. If your submission is rejected it will be shown in the Outbox as having a DocStatus of ERR. Clicking the document in the Outbox will display any error details returned.

One or more errors may be listed!

You must correct the errors and submit the P35 again. For questions relating to business validation you may contact the Online Services Helpdesk on 0845 60 55 999.

When sorted you may delete ERR submissions from the Outbox if you wish to (Right Mouse Click, delete).

5.11 Successfully SENT Submissions

Successful Submissions can be seen in the SENT Items folder.

6 Appendix 1 – P14 Import File Format

Easyfile can import information for P14 records from a headed TAB delimited text file. The exact order of columns does not matter but the headers must be specified exactly to identify the data. You may import a subset of columns if you wish. The file may be created directly from your Payroll or via Microsoft Excel. Field data are tab separated without any other value delimiters.

6.1 Imported Columns

The table below lists the available P14 columns and includes a not regarding the values. The column names map directly to values on the P14 form. The notes are taken from the Inland Revenue documentation.

*Column Name*	*Type*	*Inland Revenue Notes*

Form_LegalTaxYear	Integer	1. 2008
Emp_Forename_1	Text	1. First character must be alpha. 2. Remaining characters must conform to the designated character set.
Emp_Forename_2	Text	1. If present, first character must be alpha. 2. Remaining characters must conform to the designated character set.
Emp_Surname	Text	1. First character must be alpha. 2. Remaining characters must conform to the designated character set.
Emp_Addr_1	Text	1. If present, first line is mandatory and the remaining lines must conform to the designated character set.
Emp_Addr_2	Text
Emp_Addr_3	Text
Emp_Addr_4	Text
Emp_Postcode	Text	1. If present, designated character set.
Emp_Country	Text	1. If present, designated character set.
WorksNumber	Text	1. If present, designated character set.
NINO	Text	1. The NINO should be in the format - characters 1 & 2 must be alpha and must be one of the issued National Insurance Number prefixes. (see appendix 3) - characters 3 - 8 must be numeric. - character 9 must be alpha in the range A -D, F, M, P or a space.
BirthDate	Date	1. Must be completed if the National Insurance number is not known. 2. Must be a valid calendar date in the appropriate format. 3. Must be today or earlier. 4. Where a date of birth is not known a default of 01/01/1901 should be used
Gender	Text	1. Must be completed if the National Insurance Number is not known. 2. Must be Male or Female in the appropriate format. 3. Must be completed where "SMP" field greater than "0".
SSP	Decimal	1. Numeric characters in the appropriate format. 2. For original returns, minimum value of “0”.
SMP	Decimal	1. Numeric characters in the appropriate format. 2. For original returns, minimum value of “0”. 3. Must be “0” when Gender is Male.
SPP	Decimal	1. Numeric characters in the appropriate format. 2. For original returns, minimum value of “0”.
SAP	Decimal	1. Numeric characters in the appropriate format. 2. For original returns, minimum value of “0”.
Prev_TaxablePay	Decimal	1. Numeric characters in the appropriate format. 2. For an original return, minimum value of “0”.
Prev_Tax	Decimal	1. Numeric characters in the appropriate format. 2. For original returns, minimum value of “0”. 3. Must be equal to or less than the “Pay In Previous Employment(s)” field.
This_TaxablePay	Decimal	1. Numeric characters in the appropriate format. 2. For original returns, minimum value of “0”.
This_Tax	Decimal	1. Numeric characters in the appropriate format. 2. Negative amounts must be expressed in the appropriate format. 3. For original returns, must be equal to or less than the “Pay in thisEmployment” field. 4. When “tax deducted in this employment” field is negative, the “Tax deducted in previous employment " field must be greater than, or equal to the positive value of "tax deducted in this employment" field.
This_StartDate	Date	1. If present, must contain a valid calendar date in the appropriate format.
This_EndDate	Date	1. If present, must contain a valid calendar date in the appropriate format.
This_StudentLoan	Decimal	1. Numeric characters in the appropriate format. 2. For original returns, minimum value of “0”. 3. Must be in whole pounds
This_TaxCredit	Decimal	1. Numeric characters in the appropriate format. 2. For original returns, minimum value of “0”.
This_TaxCode	Text	1. Characters in the appropriate format - see appendix 1. 2. Must be completed if "Tax deducted in this employment" is non-zero.
This_TaxCode_W1M1	Text	1. If present, designated character set. 2. Must be completed if Week1/Month1 forms part of the Final Tax Code.
This_Week53Indicator	Integer	1. If present, numeric entry in the appropriate format. 2. Values 53,54, or 56
This_WidowsAndOrphans	Decimal	1. Numeric characters in the appropriate format. 2. For original returns, minimum value of “0”.
NIC_01_Letter	Text	1. There must be between 1 and 4 NIC table letters shown on each P14. 2. Valid table letters are ; A, B, C, D, E, F, G, H, J, K, L, N, O, P, Q, R, S, T, V, W, X against these letters. 3. If “Employees Gender” is Male the “NI Category” must not contain “B”, “E”, “G”, “K”, “O” or “T”.
NIC_01_Earn_AtLEL	Decimal	1. Numeric characters in the appropriate format. 2. Minimum value of “0” for original returns. 3. Must be whole pounds 4. Must be “0” when “NI Category” field is “P” or “X”. 5. If “NI Category” is “A”, “D”, “F”, “H”, “J”, “L”, “N”, “Q”, “R”, “S”, or “V” the “Earnings at the LEL where earnings reach or exceed the LEL” field must be greater than “0”. NB This rule will not apply in aggregation cases. 6. Must be greater than “0” when “Earnings above the LEL up to and including the earnings threshold (ET)” is greater than “0” for the following NI Category letters: “A”, “D”, “F”, “H”, “J”, “L”, “N”,“Q”, “R”, “S”, or “V”. NB This rule will not apply in aggregation cases.
NIC_01_Earn_LELtoET	Decimal	1. Numeric characters in the appropriate format. 2. Minimum value of “0” for original returns. 3. Must be whole pounds 4. Must be “0” when “NI Category” is “P” or “X”. 5. Must be greater than “0” when “Earnings above the ET up to and including the Upper Earnings Limit (UEL)” is greater than “0” for the following NI Category letters: “A”, “D”, “E”, “F”, “G”,”H”, “J”, “K”, “L”, “N”, “O”, “Q”, “R”, “S” or” V“. NB This rule will not apply in aggregation cases.
NIC_01_Earn_ETtoUEL	Decimal	1. Numeric characters in the appropriate format. 2. Minimum value of “0” for original returns. 3. Must be whole pounds 4. Must be “0” when “NI Category” is “P” or “X”. 5. Must be greater than “0” when the “Total of Employees and Employers Contributions Payable” field is greater than “32p" for the following NI Category letters: “A”, “D”, “E”, “F”, “G”,”H”, “J”, “K”, “L”, “N”, “O”, “Q”, “R”, “S” or ” V". 6. Must be greater than “0” when the “Employees Contributions Payable” field is greater than “16p” for the following NI category letters “A”, “D”, “E”, “F”, “G”,”H”, “J”, “K”, “L”, “N”, “O”, “Q”, “R”, “S” or ” V”.
NIC_01_PayableByBoth	Decimal	1. Numeric characters in the appropriate format. 2. Negative amounts must be expressed in the appropriate format. 3. Must be “0” when “NI Category” field is “X”. 4. Must be greater than “0” when “NI category” field is “P”. 5. For original returns, must be equal to or greater than the “Employees Contributions Payable” field for the following NI Category letters: “A”, “B”, “J”, “R”, “T” or “Q”. 6. For original returns, must be equal to or greater than “0” for the following NI Category letters: “A”, “B”, “C”, “J”, “Q”, “R”, “T” or “W”.
NIC_01_PayableByEmployee	Decimal	1. Numeric characters in the appropriate format. 2. For original returns, minimum value of “0”. 3. Must be “0” for the following NI Category letters: “C”,”P”, ”W” or “X”. 4. For original returns, must be equal to or less than the “Total of Employees and Employers Contributions Payable” field for the following NI Category letters: “A”,”B”, “J”,”R”, ”T”, or “Q”. 5. For original returns, " Must be greater than “0” when the “Earnings above the ET up to and including the UEL” field is greater than “0” for the following NI category letters: “A”,”E”, “G”, ”J”,”K”,”O”, “Q” or ”R”
NIC_01_SCON	Text	1. Must only be completed for each occurrence of the NI Category letters “F”, “G”, “H”, “K”, “S”, or “V” present within the submission. 2. Character 1 must be alpha with a value of "S". 3. Character 2 must be one of the following values: “0”, “1”, “2”, “4”, “6” or “8”. 4. Characters 3 – 8 must be numeric. 5. Character 9 must be alpha. 6. Modulus 19 check

NIC_02_Letter	Text	As with NIC_01_* May repeat up to 4 NIC groups 01..04
NIC_02_Earn_AtLEL	Decimal
NIC_02_Earn_LELtoET	Decimal
NIC_02_Earn_ETtoUEL	Decimal
NIC_02_PayableByBoth	Decimal
NIC_02_PayableByEmployee	Decimal
NIC_02_SCON	Text

6.2 Imported Column Format

The default data formats are:-

*Type*	*Format*	*Example*
Date	DD/MM/YYYY	24/02/2005
Decimal	#######0.00	1820.45
Integer	#######0	214

To help import data in different formats, the column headings may be qualified with a a suffix to indicate the data format being imported:-

*Qualifier*	*Note*	*Example*
:pence	Assumes the value is a whole number of pence. Divides by 100 on import to get Pounds.	This_Tax:pence
:yyyymmdd	Numeric date format where dates are specified like 20050224	BirthDate:yyyymmdd
:ddmmyyyy		This_StartDate: ddmmyyyy
:get_firstword	first word	Emp_Forename_1:get_firstword
:get_lastword	last word (even if it is the same as the first word)	Emp_Surname:get_lastword
:get_middlewords	any other words not including the first and last word

Some P14 test data as tab delimited text is available to download at http://www.cbiz.co.uk/ef2008/P14sample.txt, you can view this in Excel to check the format of your own data and try out the Easyfile P14 import...

It is easy to import some data to test with and then delete it afterwards when you feel confident.