Section H - Loans - Importing

Modified on Wed, 27 Mar at 10:35 AM

Data elements/fields available for importing into this section

Please refer to the guide - Importing data - What fields of data are available to import

Step by step guide to importing data

STEP 1 – IMPORT

Select FILE > IMPORT WIZARD (or use the system IMPORT icon to go to the Import wizard)

STEP 2 – ROUTINE

Select the Import routine to run: H - Interest free and low interest loans and click NEXT

STEP 3 - SELECT SOURCE FILE TO USE

Select the file from the list that you wish to import. If the file does not appear in the list click 'Browse' to navigate to the file location. You can use .CSV, .XLS and .XLSX files to import.

If you have multiple sheets in your file, simply select which sheet you want to import and press OK.

STEP 4 – MAP SOURCE DATA TO TARGET FIELD

Using the import template provided, the system will automatically configure and select the matching target field for the source data on the source file (header row displayed on the left will match the correct target field displayed on the right)

TIP: Use the "Reconfigure P11D Organiser target field name" button to assist with this "mapping" process.

Click NEXT

NOTE: If you are not using the template then you will need to manually select the correct target fields using the “MAP DATA COLUMNS” button. (These will initially be un-selected and displayed as ** EXCLUDED ** in the TARGET FIELD column) -

CLICK HERE TO DOWNLOAD THE TEMPLATES

For more information on the mapping screen, please refer to the help article Importing Data

STEP 5 – TARGET FIELD & DATA VALIDATION

The system will display the data in a table. A key ID selection of must be made between either PAYROLL number or NI Number (unique reference for employee)

GREEN	entries are EXISTING benefit records in the system that will be updated/replaced (recognized by their DESCRIPTION and PAYROLL)
WHITE	entries are NEW records being added to the system benefit database (recognized by their PAYROLL number and DESCRIPTION)
YELLOW	entries are NEW Benefit descriptions records/categories being added the system benefit database. (not recognized by their DESCRIPTION)
PURPLE	entries are NEW employees so cannot be assigned benefits during this import process (not recognized by their PAYROLL number)

Clicking the NEXT button, the system will begin to validate the data and any records failing validation rules will be referred to in a series of pop-up messages. Any resulting invalid records will be removed and saved to an error log file at the end of the import process.

STEP 6 – BENEFIT DESCRIPTION CATEGORIES & PROFILE VIEW

The system now displays the total number of records being imported for each displayed description and provides an opportunity to Add, Edit or Exclude the benefit records displayed.

Any NEW benefit categories (not recognized by DESCRIPTION) will need to be added and defined - click Add to be do this to be able to continue to the next stage of the import process.

STEP 7 - CONFIRM & SAVE BENEFIT PROFILE

The new benefit description will be added and saved, additional properties such as Class 1A NIC settings or pay-rolled benefits can be defined here, once complete click OK save and proceed.

The benefit profile properties that can be set include:-

Description of loan/benefit	Editing existing loan "Descriptions" will rename (recalculate) and existing records named as such.
Class 1A NIC	Ordinarily system pre-set and unchangeable (greyed out) as being clearly defined by legislation (Brown or Blue boxes on the P11D form). Although for certain sections of the P11D, the setting can be user-defined so as to set to either “Pay” or “Not pay” Class 1A NIC for a specific benefit type. e.g. “Overseas Medical Insurance” = Class 1A NIC setting “NO”
Calculation method	A drop-down to select the default loan type setting (e.g Actual Monthly, Actual Daily)
Available From & To dates	An option for setting available FROM & TO dates for all matching benefit descriptions. The dates are then applied and used in conjunction with a pro rata setting to automatically calculate benefits based on the dates available. i.e. setting FROM date to 01/01/2014 and TO date to 31/12/2014 in the 2013-14 Tax year would calculate a total of 95 days availability of that benefit and then be used to calculate a benefit-in-kind value as such. e.g. a £750 annual premium divided 365 x 95 = £195.21

STEP 8 - BENEFIT DESCRIPTIONS SUMMARY

The system displays a summary of the total number or records for each benefit description in the import. If you are happy with using the revised benefit categories and total of entries as shown, click Next

STEP 9 – COMMIT DATA CHANGE

The system will now commit the data & create the benefit records. The system will confirm the numbers of records to be added & updated and the total number of records from the source file.

If you would like to input some notes on the import you can do so in the Notes box inside of the window. Those notes will then be visible in the 'Log Files' screen.

CLICK FINISH

STEP 10 – EXIT IMPORT ROUTINE OR DEAL WITH ERRORS

EXIT IMPORT

If your file contained no errors that need to be re-imported, simply click CANCEL to exit from the import wizard and return to the main P11D Organiser system.

ERRORS HANDLING

Any records removed during the validation process will be saved as an “Error file”
These error files can then be viewed and saved in MS EXCEL. Having made the necessary corrections and changes to the invalid records contained in the "error file" it can be used as a new source file to import the corrected records and complete the import for ALL RECORDS (initial load plus the subsequent "fixed" error records)

SaveAS will allow you to save the error file to open and edit from File Explorer.