The Payroll history option will only be seen on the Payroll System maintenance menu if the payroll is in set up mode and you are a priority 8 payroll user. The payroll type is in set up mode if the General - 1 TAB field called Setup mode is ticked in the System maintenance menu option called Payroll type parameters.
The payroll history option may be used to Create or Amend P11 history records. Unless the employee is a director for NI purposes and has had a change of NI code there will be one P11 history record created every time select new period is run for each employee.
Warning: It is not normal for a mid PAYE year payroll set up to create P11 history records manually due to the quantity of data involved in such a set up. If you do not create the P11 history on a mid PAYE year set up you should not use within the first PAYE year the Miscellaneous options menu, Utilities options menu option called Verify P11 details since the P11 history will not verify with the payroll records.
Note: If you only want to Display payroll history this may alternatively be achieved using the Miscellaneous options menu option called Display payroll history.
To access the Payroll history option
The Payroll Password form is displayed.
Enter your payroll password.
The PAYROLL menu is displayed.
Select the System maintenance option.
The PR SYSTEM MAINTENANCE menu is displayed.
Select the Payroll history option.
The Payroll history form is displayed.
Payroll history Form
The Payroll history form is displayed when you select the Payroll history option from the PR SYSTEM MAINTENANCE menu.
What do you want to do or be advised about?
Summary of the P11 history records
P11 history records are created every time a user closes a payroll period using the main payroll menu option called Select new period.
The P11 history file contains a mixture of Statutory data fields and optional fields recording the status of the employee during a payroll period.
The P11 history does not contain a detailed breakdown of gross pay for a payroll period, if this is required the General - 2 TAB payroll type parameter called Detailed history needs to be ticked.
The payroll year end process may optionally be set up to archive the current payroll P11 history records. The archive is set up if the End of Year TAB payroll type parameter called Archive at year end is ticked.
The P11 history records should be printed off as a P11 report as a part of the payroll year end process and kept for a minimum of 3 years if the payroll year end does not include an archive of the data. This should be printed if required when the P60 forms are printed. This is achieved using the Payroll Reports and Enquiries, Employee reports menu option called P11 report from log.
Display of the payroll history record
The payroll history record consists of three TABs.
Payroll history 1 Tab
The Payroll history 1 form is displayed when you select the Payroll history 1 TAB from the Payroll history records form.
Employee number: The six digit employee number.
Tip : Click the Ellipsis button
to search for an employee number from the P11 history file.
Company number: The two character company identifier. This is normally the current payroll company identifier. If only one payroll company is used for the employee the payroll company will be pre-filled for you. The payroll company identifier may be different to the current payroll company identifier if the payroll Miscellaneous options, Utility options menu option called Change employee company/type has been used.
Tip : Click on the Drop down
to select.
Tax year: This will default to the word Current since the Display history option from the Miscellaneous options menu only refers to the current tax year.
Period: The tax period number. This will be filled in for you if there is only one period to choose from.
Tip : Click on the Drop down
NI source: This will in the vast majority of cases be 0 and if this is the only used NI source for the chosen payroll period the NI source will be pre-filled for you. It may however be either 1 or 2 if a NI history record has itself been amended for an employee who is a director for NI purposes and who has changed NI code during the tax year.
Tip : Click on the Drop down
Payroll type: The one character payroll type identifier such as M = Monthly or W = Weekly. This is normally the current payroll type. If only one payroll type is used for the employee for the chosen payroll period and NI source the payroll type will be pre-filled for you. The payroll type may be different to the current payroll type if the payroll Miscellaneous options, Utility options menu option called Change employee company/type has been used.
Tip : Click on the Drop down
The Payroll history 1 TAB shows various statutory and other details for a payroll period. For the Gross pay fields the payroll year to date brought forward and period values are stored. For a further explanation of the fields see the Payroll record Totals TAB and the Payroll record Tax credit information TAB.
Court order payments: This is the total amount of court order payments made within the payroll period.
What do you want to do?
Payroll history 2 Tab
The Payroll history 2 form is displayed when you select the Payroll history 2 TAB from the Payroll history records form.
The Payroll history 2 TAB shows various statutory and other details for a payroll period. For a further explanation of the fields see the Payroll record Static 1 TAB and the Payroll record Totals TAB.
What do you want to do?
Audit Tab
The Audit form is displayed when you select the Audit Tab from the Payroll history records form.
The audit data TAB is system maintained and may be used to check when and by who a payroll history record has been created or amended. A more detailed audit of amendments to the data is automatically maintained if the Change control log option is set up on the system. The change control is set up if the General - 2 TAB payroll type parameter called Change control log file used is ticked.
The following fields are displayed on the Audit Tab. All of these fields are self-explanatory and thus no explanation is supplied.
Date created
Time created
Created by
Creation terminal
Date amended
Time amended
Amended by
Amendment terminal
What do you want to do?
PUSH BUTTONS:
Exit: Returns you to the PR SYSTEM MAINTENANCE menu.
Help: Displays help on the current application in your default company browser.
Display of previous tax year P11 history records
P11 history records from a previous tax year may only be displayed if the payroll year end process has been set up to archive the P11 history records for the tax year being closed. The archive is set up if the End of Year TAB payroll type parameter called Archive at year end is ticked.
Archive payroll P11 history records may be viewed within the Payroll, Miscellaneous options, Archive options menu option called Display payroll history. The functionality within this option is similar to that seen in the current P11 history record option.
Amendment or creation of the current tax year payroll history records
P11 history records for the current tax year may only be amended if the General 1 TAB payroll type parameter called Setup mode is ticked. Amendments should only be used as a last resort to correct previous payroll period data.
Current tax year payroll P11 history records may be amended within the Payroll, System maintenance menu option called Payroll history. The functionality within this option is similar to that seen in the current P11 history record option.
If P11 data is amended and the change control audit log facility is switched on an audit will automatically be created as seen on the Audit TAB of the payroll P11 history record. The change control is set up if the General - 2 TAB payroll type parameter called Change control log file used is ticked.
You should always use the Payroll Miscellaneous options menu option called Verify P11 details after amending P11 history records.
Amendment or creation of the previous tax year payroll history records
P11 history records for the previous tax year may only be amended if the General 1 TAB payroll type parameter called Setup mode is ticked. Amendments should only be used as a last resort to correct previous payroll period data.
Previous tax year payroll P11 history records may be amended within the Payroll, Miscellaneous options, Archive options menu option called Archive payroll history. The functionality within this option is similar to that seen in the current P11 history record option.
If P11 data is amended and the change control audit log facility is switched on an audit will automatically be created as seen on the Audit TAB of the payroll P11 history record. The change control is set up if the General - 2 TAB payroll type parameter called Change control log file used is ticked.
