The Live or Test amendment submission option is a part of the internet end of year returns system, the Live or Test amendment submission option will only appear on the PR INTERNET EOY RETURNS menu if you are a priority 8+ user.
The test amendment submission option will appear on the PR INTERNET EOY RETURNS menu only if not in the first seven weeks or two months or last tax period of the PAYE year, the live amendment submission option will otherwise be shown on the PR INTERNET EOY RETURNS menu.
The main function of the Live or Test amendment submission option is to transmit changes for each PAYE reference and PAYE year the P14 and P35 data to the HM Revenue & Customs using an HTTPS connection to the Government Gateway. A whole series of amendments are allowed however with proper use there should not be a need to submit amendments.
To access Live or Test amendment submission:-
The Payroll Password form is displayed.
Enter your payroll password.
The PAYROLL menu is displayed.
Select the Reports & enquiries option.
The PR REPORTS AND ENQUIRIES menu is displayed.
Select the Year-end reports menu option.
The PAYROLL YEAR-END REPORTS menu is displayed.
Select the Internet options option.
The PR INTERNET EOY RETURN menu is displayed.
Select the Live amendment submission option for a live amendment transmission or select the Test amendment submission option for a test amendment transmission.
The Live or Test amendment submission form is displayed.
If you are using a Windows PC (instead of the Kerridge server) based version of the Stunnel product in order to use 128 bit encryption Secure Socket layer between your Stunnel location and the Government Gateway you should first determine the IP address of the PC that has the running Stunnel. Use from the DOS command prompt the ipconfig command if you are unsure of your current PC IP address, note, it is possible your IP address is different each time you switch on your PC and access the Kerridge payroll system.
The Live or Test amendment submission form is displayed when the Live or Test amendment submission option is selected from the PR INTERNET EOY RETURNS menu.
Live amendment submissions are not allowed for defined test companies, attempting this shows an error message Live generation of EOY return not allowed for test companies.
A Kerridge user will first have the option to change the type of submission, it will default to live or test depending on the menu option selected. If the type of submission is changed it is necessary to also confirm the change when shown the message similar to Are you sure you want to change from test to live mode?.
A table of each unique tax year and PAYE office/reference is shown with other details:-
Tax year: The amendment tax year for which the Create amendment option has been used. For example for the 2005-2006 PAYE year the tax year is 2005.
Sequence: The most recent amendment sequence.
Accessible: Set to Y if you have enabled access to all payroll types for the current PAYE reference being processed.
Amended: Set to Y if the payroll type status is A - Amended.
Selected: Set to Y if the access status is Y, Amended status is Y, internet set up status is Y and the test mode status matches the status found on the internet parameters.
As soon as a payroll type is detected with the access status of N, amended status of N or different tax year the process of building the file list for the current PAYE reference is aborted since the submission only deals with complete submissions as recommended by the HM Revenue & Customs.
Payroll types at Amendment status with no non initial sequence record are detected with the warning message Payroll type found with internet EOY status 'A', but no amendments exist
Companies detected without the internet option set up are warned about with the following message:-
Error: EOY return via internet flag not set, company CC
Such companies require the set up of internet end of year submission and should be reported to the software support department.
Once the payroll types have been selected click OK, the internet parameters, P35 record and associated P14 records are now each processed in turn starting with the validation process using the business validation rules from the HM Revenue & Customs, if any error occurs a message is shown:-
Unable to generate EOY return due to business validation errors, tax reference OOO/RRRRRRRRRR see error report where OOO is the tax office number and RRRRRRRRRRRR is the tax reference.
If this occurs the transmission to the HM Revenue & Customs is aborted and the report should be checked. The report either shows general errors such as ECON number invalid or errors specific to a quoted employee.
Internet parameters and extracted data records need correction and then use the Live amendment submission or Test amendment submission option (whichever is appropriate) again.If the extracted data has passed the business validation process you are advised with the following message to which you should select OK.
Submission request file (type) successfully generated, tax reference OOO/RRRRRRRRRRRR where OOO is the tax office number and RRRRRRRRRRRR is the tax reference.
If your system has been set up for agent processing, that is, an agent such as Kerridge Computer Company transmits your data on your behalf then you will be advised with the message Submission request not sent for the following PAYE references because the sender type is set to agent, the process should be continued by your agent. Log a software support call type APAG quoting both the PAYE references and APAG references.. The references are shown below and also printed on the report produced when using the live or test amendment submission option. Select OK to return to the PR INTERNET EOY RETURN menu and contact your agent to request the submission be performed.
You are next prompted for the location of the Stunnel product used to achieve a Secure Socket Layer with 128 bit encryption between your Stunnel location and the Government Gateway, this will default to the last used location for the current PAYE reference and current PAYE year, you should at this point either enter localhost or the server IP address if the Stunnel has been installed on the payroll server or enter the IP address of the PC where Stunnel is installed and operating in the ###.###.###.### format.
Select OK once the Stunnel address has been entered.The status of each transmission is shown on the message line of the screen as it progresses through the various stages listed below. Polling and delete requests show a count down timer so you know how long it is before the next message is sent. A % remaining indicator is shown as each message is sent.
A typical amendment submission process is as follows:-
Client-----------------------------------------------Gateway
Step 1 Submission request -------------------------->
<--------------Submission Acknowledgement Step 2
Step 3 Submission poll-------------------------------->
<--------------Submission Acknowledgement Step 4
Step 5 Submission poll-------------------------------->
<------------------------Submission Response Step 6
Step 7 Delete Request -------------------------------->
<---------------------Delete Acknowledgement Step 8
Step 9 Delete Request -------------------------------->
<-----------------------Submission Response Step 10
Submission request
This is where a message consisting of P14 and P35 is sent from your server to the Government Gateway.
Submission Acknowledgement
This message is sent back from the Government gateway to your server advising they have received your submission request but not yet processed it.
Submission poll
Following a Submission Acknowledgement message this is a message sent from your server to the Government gateway to check on the latest status of your submission request. A submission poll message is sent after the minimum required time. This is quoted in the earlier submission acknowledgement subject to a 30 second minimum requested by HMRC. The polling time is incremented by 200% until successful or timed out due to a failure to detect a submission response from the Government gateway. The total poll time out interval is currently set on the internet parameters as 300 seconds.
Submission Response
This message is sent back from the Government gateway to your server advising they have now processed your submission request and it should now be deleted.
Delete Request
This is a message sent from your server to the Government gateway requesting you delete the messages relating to your submission request. A delete request message is sent after the minimum required time. This is quoted in the earlier submission response subject to a 30 second minimum requested by HMRC. The polling time is incremented by 200% until successful or timed out due to a failure to detect a delete response from the Government gateway. The total time out interval is currently set on the internet parameters as 300 seconds.
Delete Acknowledgement
This message is sent back from the Government gateway to your server advising they have received your delete request but not yet processed it.
Delete Response
This message is sent back from the Government gateway to your server advising they have now processed your delete request and all messages relating to your submission request have been deleted.
If the transmission has been successful you are advised with the message Amendment submission request (type) successfully sent and processed, tax reference OOO/RRRRRRRRRRRR where OOO is the tax office number and RRRRRRRRRRRR is the tax reference.
If there has been a data problem you are advised with the message Amendment submission request (type) failed due to invalid data, tax reference 000/RRRRRRRRRRRR. Check the data and resubmit the return where OOO is the tax office number and RRRRRRRRRRRR is the tax reference. In this case, see the error report sent to your selected printer.
If the submission has exceeded the maximum poll time whilst sending poll messages you are advised with a message Amendment submission request (type) timed out while sending a submission poll, tax reference OOO/RRRRRRRRRRRR. Continue processing via data request or submission poll option where OOO is the tax office number and RRRRRRRRRRRR is the tax reference. The status of the payroll types will in this case be updated to T = Timed out. You should shortly afterwards use the Live data request or Test data request option on the PR INTERNET EOY RETURNS menu.
If the submission has exceeded the maximum poll time whilst sending a delete request you are advised with a message Amendment submission request (type) timed out while sending a delete request, tax reference OOO/RRRRRRRRRRRR. Continue processing via delete request option where OOO is the tax office number and RRRRRRRRRRRR is the tax reference. The status of the payroll types will in this case be updated to D = Delete timed out. You should shortly afterwards use the Live delete request or Test delete request option on the PR INTERNET EOY RETURNS menu.
Any other errors are likely to be communications related and you are advised with the message Amendment submission request (type) failed due to communications problem, tax reference OOO/RRRRRRRRRRRR. Retry later or Amendment submission request failed due to communications problem, tax reference OOO/RRRRRRRRRRRR. Check Stunnel is running and configured properly where OOO is the tax office number and RRRRRRRRRRRR is the tax reference. If the later message is received refer to Stunnel documentation.
A P35 summary showing the latest submission values and the PAYE year total to date and a log file showing the transmission status are printed following the transmission. Check the log file refers to a LIVE transmission and that it shows a successful transmission with the message End of year return successfully sent and processed if that is what you believe you have just performed. This print out should be kept as evidence that you have carried out the transmission since it also contains the unique document identifier for your transmission.
When a test transmission is run you are prompted on screen so you are aware that a LIVE transmission has not been run.
YOU HAVE JUST RUN A TEST TRANSMISSION - THIS IS NOT A LIVE TRANSMISSION.
Check your email in tray for the email address declared when registering for PAYE returns by internet, a confirmation message should be present too.
Your next step in the internet payroll process assuming an earlier successful submission is to use the Year-end reports menu, Internet options menu option called Log files to view on screen the communication log and P35 or P14 parts that have been transmitted and earlier printed. For the first amendment submission the sequence will be 1, for the 2nd amendment submission the sequence is 2 etc.
