For a video tutorial on how to import benefits into the P11D Organiser please click on the link below:
Importing benefits
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: I - Private medical treatment or insurance 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 FIELDUsing 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 NEXTNOTE: 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 KEY 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)
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 from the import 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, Change, Edit or Delete 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 to save and proceed. The benefit profile properties that can be set include:-
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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 CHANGEThe 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 ERRORSEXIT IMPORTIf 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. ERROR HANDLING Any records removed during the validation process will be saved as an “Error file” SaveAS will allow you to save the error file to open and edit from File Explorer. The STATUS column (N) displays a code to explain the reason why the record was rejected, in the example above, we can see that:- The record for employee with PAYROLL PR0007 was removed as the benefits available "TO" date was less than the expected date range (the TO date is incorrectly stated as 01/12/2014) The records with PAYROLL in the status column cannot be imported as the employees PAYROLL number was not found in the system (the employee record should always be imported first!) The records with PREMIUM in the status column cannot be imported as the benefit records PREMIUM value is invalid (e.g. 0 or negative values) The records with MADEGOOD in the status column cannot be imported as the benefit records MADEGOOD value is invalid (e.g. 0 or negative values) |
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