Below is a quick guide to using the P11D Organiser system, and is intended to get you up and running as quickly as possible. All of the icons and tools in the system have “tool tips” enabled which clearly describe their functions.
When opening the software you will be presented with the logon screen. Here you can view your licence registration details and select the tax year in which you wish to work.
If this is the first time you have used the software, use the initial password provided with your activation information and you will be invited to set a new password after clicking the OK button. If you forget your password, click the Forgotten password link and you will be sent a reset password to the email address you supply on the reset page.
There are three toolbars that allow you access to navigate to different parts of the system. These toolbars are docked at the top of the main window and much like Office, they will change depending on the screen you are on.
The icons to the right (the 'Benefits Bar' represents which benefits have been allocated at an employer or employee level. Allocated benefits are coloured or lit up - unallocated sections to an individual are grey and unlit at the employee level.
NB: The toolbar will only show the P11D sections already allocated to employees within the company..
Additional sections can be exposed and added by clicking the drop-down Section List
Adding Employer Records
If this is the first time you are using the software after initial installation, you will be presented with the Add Employer screen, which is where you set up your Employer details – simply fill in the required details and click OK.
Having saved the employer details, you will then be asked whether you want to start adding employee details. You can amend or add new employer records by clicking on the "Employer" Icon from the Primary Toolbar.
Adding Employee Records
This screen allows you to manually enter the relevant information you wish to store relating to an employee. There are additional tabs on the left navigation pane where further employee information can be entered should that be required. If you have a lot of employees you can use the systems import functionality to import this data.
To obtain a full list of all employees for the employer click on the Build "list of all employees" icon found in the secondary toolbar (see below).
The most common method for getting information into the P11D Organiser is via data import. The P11D Organiser uses an ‘Import Wizard’ to walk you through the import process for any kind of data. See this link for some importing assistance and templates. You can import data from CSV files, or Excel files (XLSX)
The import process is very similar for all types of data, the data is validated with errors being flagged and removed where possible. The system requires a key piece of information to ‘link’ all the relevant imported data together (either a National Insurance Number or a Payroll Number) – we’d recommend a payroll number as it can be guaranteed to be unique.
There is a wide range of information that can be imported about an employee, but you must include your employee's name and National Insurance number or if you don't know the employee's National Insurance number, you must provide their date of birth and gender.
Using the Import Wizard to add data
When at the employer level, select Import Wizard from the file menu or select the import wizard icon from the toolbar, you will then be presented with a screen which details all of the import routines available.
Select the required import routine or P11D section, and click “next” to be taken to a screen where you can select the file you want to import.
You will then be presented the ‘data mapping’ window, with the columns from your spreadsheet displayed on the left, and the mapped system columns on the right. The P11D Organiser will try to map these automatically, but should you need to map some data manually, just double click the relevant line (or click Map Data Columns button).
Select from the available target fields.
Click OK when finished mapping to return to the overviews.
Clicking Next will take you to the screen of the import wizard where you can choose the ‘key field’ from the top drop down, and any issues will be flagged.
Once complete, clicking the “Finish” button will commit the data to the data base.
Clicking on the Find Employees icon in the toolbar will allow search for an individual person (or a group of people) by various criteria, the main ones being Surname, National Insurance Number and Payroll Number. You can choose your favoured search criteria by clicking on the drop-down next to the Find Label. Then start typing the first few characters of what you are searching for.
List of Matching Employees
After executing a search you are presented with a list of all matching employees. This list is called the active lookup and you can further refine this list by going back to the Find screen and applying fresh search criteria to this active lookup. You can move through the list by clicking on the arrow keys in the lower right hand toolbar.
You can assign benefits and expenses records by using the Benefits Toolbar from the Employee level of the system (either from the Employee Screen or the Employee List Screen).
If a P11D benefit has previously been assigned to another employee within the same employer, then a ‘dimmed’ benefit icon will appear to reflect the overall benefit profile of the company. You can then either click on the icon representing the benefit you wish to add or if this has not previously been used you can choose the P11D section by clicking on the Benefit Letter Drop-down. (as pic below)
Example: Assigning a Company Car Benefit to an Employee
Click the Company car icon or select F from the Benefit Letter Drop-down. This takes you to the company car and car fuel overview screen. Click the Add button to go to the Company Car setup screen.
The Type of Car will almost always be “Cars and Car Fuel - Main Company Car” as this represents an employee having only one company car at any time. Once the information has been entered click SAVE to move to the car screen, this is where the vehicle is allocated to an employee.
Company Car Setup Screen
The first step in adding a car is to describe the vehicle properties; these are fixed attributes of the company car such as:
- Registration Number
- Make and model
- Fuel Type
- List Price
- CO2 emissions figure
- Electric Range (where appropriate)
Once these details are completed and the car is created, you will be taken to the screen to complete the allocation (dates etc):
Cars and Car Fuel Overview Screen
Clicking Save will return you to the company car and car fuel overview screen which now shows the company car that has just been allocated. You can add a new car, edit an existing car allocation or delete a car entry from this screen.
The system will not allow for any overlapping dates of car allocation and will pop up message prompts warning you of such occurrences. Wherever possible the message prompts will ask you whether you wish the system to make automatic adjustments for you.
Benefits Profile Screen
The benefit profile screen is used to display the existing benefit records held in the system. It can be accessed at employer, employee or find levels of the system and has particular functionality for each of these three areas
From the Employee Level
By clicking on the £ icon from the employee level you can obtain an overview of the current benefits assigned to an employee.
By clicking on the £ icon from the employer level you obtain an overview of the current benefits assigned to all employees
The available reports are categorised into various specific areas:-
The screen above shows the Employee reports - Employer and Benefit reports can be accessed via the left navigation.
File By Internet (FBI)
The system has the facility to file your return to HMRC via the internet through the Government Gateway. To access the File By Internet screen, navigate to HMRC Filing> 3. EOY filing by internet - FBI or go to the Employer level and click on the FBI icon in the Employer’s secondary toolbar.
You organise your submission before you submit it live by clicking the Prepare Submission button. Once prepared and when you are ready to perform a live submission, click on the Send Submission button.
NOTE: HMRC only allow one end of year gateway submission opportunity, please be sure to use the Prepare Submission option first and ensure that the return is as intended and as complete as possible before using the Send Submission option to make the live submission to the HMRC Gateway.
The Government Gateway details needed for submission are located on the Employer Screen: