This document will help you go through the process of archiving employee and benefit data as well as merging benefit data from the previous tax year to the current one.
Initiating the Create New Year Process
Whilst already logged into the system, select Tools>Year end>3. Open new tax year
or... select the "new" Tax year (20xx/20xx) on the log-on screen and enter your user name and password as usual.
Either of these methods will initiate the "create new year" process and invite you to archive the old year and merge into the newly created year any Benefit In Kinds that cross tax years - e.g Cars, Medical Insurance, Loans, Relocation Expenses, etc.
The aim of archiving is to clean up the system databases per tax year and then roll employee & benefit data into the following tax year. The archive screen gives you the option to defer this process until you have finished preparing the previous tax year's return.
NOTE: Archived years records CAN still be accessed and changes CAN be made to them. (A warning pop-up message will be displayed only)
To proceed with the process...
1. Select "Yes" to answer the warning question.
2. Click to select "Backup DATA folder" (optional but recommended)
3. Click OK
Note: The option to "Backup DATA folder" is a recommended precaution as it will provide you with a snapshot of your system's data before the archive runs should you ever need to restore back to the data set from that point in time.
Backup screen is displayed...
4. Enter some text to describe the reason for the backup file (optional) and Click OK
5. Click "Yes" to the confirmation pop-up message (backup confirmation)
6. Click "Yes" to the confirmation pop-up message (successfully written)
7. Click "Yes" to the confirmation pop-up message (archive all P11D data)
The "Archive" stage of this process is now complete and the system will then proceed to the "merge" step/functionality.
Merge (roll forward) benefits from previous tax year
Having successfully run the archive routine, the system will then offer to roll forward benefits from the previous Tax year and the Merge Benefit screen will be displayed.
1. Select an Employer from the drop-down list of employers that is displaying the most benefit categories. (the list of benefits may vary from Employer to Employer)
2. Select the first type of benefit that you want to merge. (e.g. Cars and car fuel)
3. Select the checkbox to "Merge this benefit type for all employers"
4. Click "Merge"
Note: By default, the system will check the box to "Check date of leaving DOL" - this will mean that any employee who has a date of leaving set in their employee record will NOT be rolled forward into the "new" Tax year, but will remain in the previous year.
5. Click "Yes" to the confirmation pop-up message (Merge benefits)
The system will then display the updated list of benefit types for you to select and merge the next type.
Repeat this merge process for each benefit type if required. (some users prefer to merge only company cars to facilitate P46 (car) reporting in the new Tax year) and as such can elect to click FINISH an this stage to exit the merge process.
If you do wish to merge the remaining benefit types...
6. Select the remaining benefit type and click "Merge"
7. Click "Yes" to the confirmation pop-up message (Merge benefits)
The merge and final stage of the process is now complete, the system will display the "Find employees" screen - this will confirm the "new" Tax year, and the lit benefit icons will reflect the existence of the records that have successfully created by the process.
The system will have merged benefit records that are of a fixed type (cars, vans, medical insurance etc.) Any such records that were allocated on the 5th April of the preceding Tax year, are reallocated for the whole of the new Tax year. (from 6th April to 5th April in the new year)
Merge (roll forward) benefits from the previous tax year for a single employee only
Beyond the general merge option which runs at employer level, the software can also roll forward/merge benefits at employee level. This is particularly useful where the global employer merge routine has already been completed and there have been subsequent changes in the previous tax year to individual employee/benefit records.
Example; benefits have already been merged forward globally but employee had a replacement car provided and the record was added after the year end & merge has been carried out.
The current "merged" car record already existing in the system as shown below:-
A replacement car record was subsequently added in the previous tax year as below:-
From the tax year you wish to bring benefits into, select the merge tool from the system toolbar
A screen will pop-up asking you to select which benefit you want to merge for that employee. Click "Merge" when you selected the correct benefit.
Confirm "Yes" to the resulting pop-up to again merge the benefit record
The individual merge routine is now complete in this example, the system has replaced the vehicle record from the previous car record (Company Car 2) with the revised amended/corrected car (Company Car 3)