(Contents)(Previous)(Next)

What do you want to do or be advised about?

The internet processing summary

The summary is listed here. For each step more detailed advice may be found in the help file for the menu option.

  1. Ensure the Internet processing check list within the internet menu help file has been followed.

  2. Once the regular period payroll processes have been completed print for each leaver a P45 and issue them to the leaving employees.

  3. Use the Leavers/joiners reports menu option called Extract P45/P46 data to extract the data from the employee and payroll records. This results in intermediate records being created that remain on the system after the payroll is selected into the next payroll period. This option is ideally run by the user who has access to all or the majority of payroll types since it may be run globally. The main stages here are as follows:-

    Click the Selected column of the payroll type selection grid for those payroll types to be internet filed and click OK. Note that the Selected column will default to a tick if the payroll type is confirmed.

  4. Use the Leavers/joiners reports menu option called Live P45/P46 submission to validate the data and report any errors. If there are no errors it will then prepare the internet submission file and either advise you to contact the software support department for the software supplier to continue an agent process or for the internet submission file to be sent to the HMRC using the Government Gateway. The main stages here are as follows:-

    Choose the PAYE references to be submitted by ticking the Selected column and click OK. Note that the Selected column will already be ticked if data has been extracted and not yet submitted.

    If a message referring to Unable to generate P45/P46 returns due to business validation errors, tax reference ###/XXXXXXXXXXXX see error report is shown at this stage you will have to review the error report as advised and correct the data using the source data followed by re-extraction.

    If the Quality standard validation built into the system has been passed you should click OK to a message advising that the file has been successfully generated.

    If the PAYE reference has been set up for Agent type submissions at this stage you will be asked to log an APAG type software support call and to quote the PAYE reference and APAG reference.

    If you are submitting the internet file yourself and not using an Agent you will next be asked to confirm the Stunnel IP address, this should however be correctly defaulted in. Enter the Stunnel address and click OK.

    If the system reports a timed out status follow the on screen advice and either run a Data request or Delete request option. If the system reports errors contact the software support department. The system otherwise will report the submission request has been successfully sent and processed.

    Check the report of the submission printed to the selected printer. It will contain a communication log. Keep this report for your records as proof of submission.

  5. If you earlier were shown a timed out message such as Submission request (type) timed out while sending a submission poll, tax reference ###/XXXXXXXXXX. Continue processing via the data request option you should now use the Leavers/joiners reports menu option called Live P45/P46 data request. This should be run an hour or two after the submission attempt. This option will in a similar manner to the submission option prompt you for payroll types and Stunnel address and return a submission status message that should be followed. If you do not receive a successful submission response within a day of the submission you should log a software support call.

  6. If you earlier were shown a timed out message such as Submission request (type) timed out while sending a delete request, tax reference ###/XXXXXXXXXX. Continue processing via the delete request option you should now use the Leavers/joiners reports menu option called Live P45/P46 delete request. This should be run an hour or two after the submission attempt. This option will in a similar manner to the submission option prompt you for payroll types and Stunnel address and return a submission status message that should be followed. If you do not receive a successful submission response within a day of the submission you should log a software support call.

  7. Use the Leavers/joiners reports menu option called Log files to view on screen the communication log. If you have earlier used an agent to submit your in year data your agent will contact you by Email or telephone and advise you to use this option in order for you to have proof of submission. Within this option you have to choose the tax district/employer reference, tax year, sequence and log file origin - SR is the main submission request, LR is the List or data request and DR is the delete request used following a timed out message.

  8. Use the Leavers/joiners reports menu option called Delete end of year return data to remove old P45 and P46 records. Within this option you have to choose the tax district/employer reference and sequence. It is recommended you keep the data on your system for at least seven years after the submission.

Internet submission issues, error messages

The individual help files for the internet options will advise in detail on the general processes to be followed whilst using the internet in year filing options. However, there are various scenarios that are best detailed outside the main help files and referred to for guidance. These are listed below.

Issue/MessageUser Information and Action
No issues are yet known.

Contact software support on 0845-3031300 if you have a query concerning in year internet filing.

Leavers/joiners reports Menu

The leavers/joiners reports menu contains options to print P45's for leavers or left employees and also an option to print details of all of the current year leavers. Options may also be present to allow for P45 Parts 1 and 3 and P46 to be submitted using the internet.

The internet options are shown on the menu if the system parameter called In year movements via the internet is ticked.

Note: The P45 formats may be user defined within the General - 1 TAB of the payroll type parameters should there be alignment issues with the standard supplied formats. See Payroll type parameters for a further explanation.

LEAVERS/JOINERS REPORTS Menu

The LEAVERS/JOINERS REPORTS menu is displayed when you select the Leavers/joiners reports menu option from the PR REPORTS AND ENQUIRIES menu.

(Contents)(Previous)(Next)(Top of the Page)