The Extract Data option is a part of the Internet menu, the Internet menu option will only appear on the PAYROLL YEAR-END REPORTS menu if you are a priority 6+ user and not in the first or second months or first six weeks of the PAYE year.
The main function of the Extract Data option is to take the data from the employee record and payroll modules to create intermediate P14/P38 and P35 records that are in turn used on the internet submission following successful verification.
The extract data option will not be shown on the internet menu if in period 1 or 2 of a monthly payroll or in a period before period 7 on a weekly payroll. This is in order to avoid an incorrect extraction taking place.
To access the Extract Data option:-
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 Extract data option.
The Extract data form is displayed.
The Extract data form is displayed when the Extract data option is selected from the PR INTERNET EOY RETURN menu.
A file list for all valid payroll companies - if used from a live company only live companies are selected, if run from a test company, only test companies are selected. Companies are sorted in the order of their tax year, PAYE office, PAYE reference, company number and payroll type.
Only those payroll types that you have enabled access to and have been confirmed may be selected, you will be warned if not in the final payroll period but may select the data for testing. In order to assist in testing, Kerridge users only may extract data when the payroll period is not in the final payroll period of the tax year whilst not confirmed once the confirm message Period payroll has not been confirmed, company XX, payroll type X. Do you wish to select anyway? has been responded to with Yes or Yes, do not warn again.
Kerridge users testing the data may tick the check box on the bottom left of the form called Select all to include all payroll types in the test submission.
Kerridge users will be allowed to submit data for testing whilst the payroll type is not in the last payroll period. This is achieved by clicking OK to the warning Current period is not last in year, company XX, payroll type X. Also, by clicking the check box called Do not show this message again the message will not be shown again for further payroll types that are not in their last payroll period.
You should tick to choose payroll types, if already at Extracted status a warning is given Internet EOY return already extracted before a re-extraction occurs.
Each payroll type has a software release security parameter checked to ensure the latest software is loaded and the conversions relevant to the software release have been run. If an incorrect status is found you will be prevented from using the extract data option for the payroll type and warned with the message WARNING: Incorrect software release. Contact software support to check your system for an upgrade. Internet extraction is not permitted for the above tax reference.
A Kerridge user will be instead warned with the message WARNING: Incorrect software release. Press the Continue button to use this option for training or test purposes only. Do not use the current software for live submissions.
Once you have chosen your payroll types - ideally all are selected for extract in one go, press OK.
Next shown is a SSP claim table, normally there will be no SSP claimed however you may choose to claim any SSP allowed to be claimed by ticking each PAYE month on the table, this will have a bearing on the SSP gross figures reported. Press OK to continue.
A first P14/P38 record will be created for each employee that is either an existing employee or left during the current PAYE year. A P35 totals record is also created for each PAYE office, PAYE reference combination.
Employees who have no P11 reported values are printed since they do not have a P14 produced.
Your next step in the internet payroll process once all payroll types are extracted is for a priority 8 user to use the Maintain P35 records option to complete the P35.
