Updating/Modifying Benefit Information

Background

The P11D Organiser allows you to update and modify benefits in several ways after initial entry/import. These are:

• Updating with new data
• Updating and appending with additional data
• Updating, adding and optionally deleting data
• Appending data only

Benefit Descriptions

To understand the above processes, it helps to have a little understanding of how benefits are stored within the P11D Organiser. Any benefit (in any section) is defined by its description – as an example, think of Private Medical as a benefit description in Section I.

Every benefit in the P11D Organiser has a ‘treatment’, this is a screen that shows how the system will deal with the benefit – think pro-rating or assigning Class 1A (there is an example treatment screen below):

Whenever you create a benefit description in the system, you will be taken to the treatment screen to setup how that benefit will behave, be that via manual entry or import.

Modifying Existing Data

Although most customers import their data and everything is OK, there are times when data needs to be updated or modified. It is key to remember that the benefit description will affect how the system process a new import file – if the benefit description is a match to an existing description, the system will offer a range of update options, if it is not a match, the import file will be added as a new benefit. We have pulled out a few examples of the update options below.

Scenario One – Incorrect Values

You have imported your benefit data and then (for example) you find out that the values are incorrect. In this scenario, if the import file has the same benefit description, by default the system will offer to replace all the values in the system with those within the file. In the example below this is a straight replacement of values (there are 495 employees in the system and I’m updating all 495 employees).

Scenario Two – New Values & Additional Employees

Very similar to the above, you have a file to import that updates the values for existing employees, but there are some additional employees in the file. As you can see from the screenshot below, the system will update all the information in the system but also add the new values (there are updates for 488 employees, but an additional 7 benefits in the file).

Scenario Three

Again like Scenario One, but this time the new import file has additional employees as well as some employees that you had provided the benefits to previously, who are no longer in the file. In this instance, the screenshot shows that the software will update 476 employees, add 7 benefits, and optionally offer to delete the benefit from the 12 employees that no longer have it.

Scenario Four

In the final example, you have a file that you want to ‘add’ to existing employees – for example, you get a monthly figure that you want to import and append. In this example, on the final screen of the import process, you would need to check the little tick box asking the system to append the new benefit (see below).

It is important to realise that the P11D Organiser will only offer these options if the benefit description matches.

In this last scenario, to enhance clarity for employees, we’d normally recommend that you use a different benefits description each month – for example Private Medical (Jan).