account edge payroll eoy guide 2011-12

8/2/2019 Account Edge Payroll EoY Guide 2011-12

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AccountEdge - End of Year Payroll Guide 2011/12

End of Year Payroll Guide 2011/12 Mamut Software Limited Page 1 of 22

Suitable for Mamut AccountEdge Plus & NE 2011 & 2012

If youre using the integrated Payroll within AccountEdge Plus, you must Start a New PayrollYear before you can process pays for the new payroll year starting 6 April 2012. Completingthe tasks in this guide will help ensure that this process is successful and accurate.

Note: We recommend all clients to visit www.mamut.com/uk/mac/support for the latest

advice, support notes and news. The pages are updated daily and provide an efficient method

of resolving any issues you may experience.

Which Version of AccountEdge Plus to Use?

We recommend that you install the new Mamut AccountEdge Plus 2012 or MamutAccountEdge Plus NE 2012 before using this End of Year Payroll Guide.

If you prefer to use your existing 2011 product with this guide, you may do so. However, youmust install Mamut AccountEdge Plus 2012 in order to calculate payments in the new payrollyear, dated 6 April 2012 onwards.

6th April 2012 Tax Tables are included in the AccountEdge Plus 2012 products only.

Before installing AccountEdge 2012, please check that your computer(s) meet the newminimumsystem requirements.

How to use this End of Year Payroll Guide

We recommend you print and follow this guide through from start to finish in order:

1. Section 1 Page 2 Preparing your file for year end activities.

2. Section 2 Page 4 Print P60s and submit online P14/P35 forms.

3. Section 3 Page 13 Starting the new payroll year for 2012/13.

What if Im not ready to produce end of year reports or e-fileP14/P35s but I do want to calculate pays for the new year?

The Start New Payroll Year process removes all 2011/12 employee payment records in orderfor the new year to begin afresh. As a consequence, pre-year end tasks such as printing P60sand online filing of P35s and P14s cannot be completed in a post year end file.

Some clients may find that they would like to calculate pays dated 6 April 2012 onwards butare not yet ready to complete the end of year reporting and e-filing process for 2011/12.After all, HMRC allows you to perform your e-filing tasks up to and including 19 May.

If this affects you, then follow this guide in the following order:

1. Appendix A Making a pre-year end copy of your 2010/11 payroll company file.

2. Section 3 Starting the new payroll year for 2011/12.

Then, at your leisure (but before 19 May)

3. Section 1 Preparing your file for year end activities.

4. Section 2 Preparing P35 and P14/P60 forms for online filing.

Note! AccountEdge Plus prints to P60 Single Sheet 2011-2012 Laser Printer forms, which can

be ordered from HMRC at the following page:

http://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htm
http://www.mamut.com/uk/mac/supporthttp://www.mamut.com/uk/mac/supporthttp://www.mamut.com/uk/mac/system/http://www.mamut.com/uk/mac/system/http://www.mamut.com/uk/mac/system/http://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.mamut.com/uk/mac/system/http://www.mamut.com/uk/mac/support


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Section 1

Preparing your file for year end activities

This section of the guide shows you how to prepare your payroll file for 2011/12 end of year

activities.

1. Finish all Current Payroll Periods.

Complete the last paycheque of the payroll year ending 5 April 2012 for all employees.

If one or more current employees has been intentionally unpaid in the final period, pleaserefer toAppendix B Missing Paycheques at the end of this document.

2. Prepare Employee Cards

Open each employee card in the Card List and ensure all employees have a separate firstname and last name in their profiles First Name and Last Name fields.

Also ensure each employee has an NI number in their Payroll Details> Taxes window,

example shown below. If you have not been supplied an NI number, contact HMRC for advice.

Note! Check your employee records meet all HMRC requirements by visiting:http://www.hmrc.gov.uk/paye/payroll/year-end/errors.htm#x3

3. End of year Payroll Reconciliation

From the main Payroll Command Centre, click Reports.The Index to Reports will appear. From the index, print the following as a minimum:

The normal monthly payroll reports such as the P32 and P11's, printed for the whole year. Register Summary report Shows the pay history of your employeesActivity Summary report Shows the paycheque amounts recorded. Note that this reportdoes not include any manual adjustments (for example, opening pay history balances) thatwere entered in the Payroll Details tab of the Employee Card Information window.

Review these reports to spot potential issues or concerns. Look for figures that seem out ofthe ordinary or unexpected.
http://www.hmrc.gov.uk/paye/payroll/year-end/errors.htm#x3http://www.hmrc.gov.uk/paye/payroll/year-end/errors.htm#x3http://www.hmrc.gov.uk/paye/payroll/year-end/errors.htm#x3


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NOTE: If you have solely used AccountEdge Plus to calculate pays during the course of thepayroll year, your Activity Summary report and Register Summary report will balance.

However, if you started using AccountEdge Plus to calculate pays mid-yearand entered thepay histories (opening balances) of each employee when you started using the product, thenyour Register Summary report will differ to the Activity Summary report. This is due to theopening balances not being included in the transactions used to produce reports. Take thisinto account when commencing the following procedures.

Additionally, you'll also need to edit your P14's/P60 and P35 to take this into consideration.For more information on how P14s/P60s can be edited and modified to correctly print theseamounts, see Section 2 - Print P60s and Submit P14/P35 Forms below.

i) Reconcile HMRC Payments

Once youve recorded the final employee pays for the tax year you should determine the valueof PAYE and NI liabilities due and payable for the current period. You should then reconcile

your year to date PAYE and NI figures. This is to check that you have paid the full amount ofPAYE and NI that was collected and due for payment to HMRC during the payroll year.

Refer to your payments made to HMRC, total all the payments that have been made.This information can be obtained from the yellow payment book you complete toaccompany your payment to HMRC.

Total Payments Made to HMRC _________________________

Total on Activity/Register Report _________________________

Variance ___________NIL__________

Should the AccountEdge Plus payroll reports state a different annual tax figure than shownwhen you total your payment records, youll need to reconcile the PAYE and NI account on amonthly basis. E.g. check the tax paid in April 2011 and so on until you find the discrepancy.

Next you should compare the total Wages on the reports with your Wages expense account(s)on your profit and loss. If the two figures do not match, use the Payroll summary report andthe P&L statement for each month comparing the total wages for all employees in each month.

ii) Reconcile P35 amounts to P11 NIC and P11 PAYE reports andP14's/P60's

You should always check that the P35 amounts reported at the end of year for each employeematch the amounts reported in your P11 NIC and P11 PAYE reports, and importantly to theamounts printed on your P14's/P60's.

If you started AccountEdge Plus payroll midway through your payroll year, see Section 2 Print P60s and Submit P14/P35 Forms below about how P14's/P60's can be edited andmodified to correctly include pre-AccountEdge amounts. You will need to add your previousNIC and PAYE amounts to AccountEdge Plus' P35 reported amounts.


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Section 2

Print P60s and Submit P14/P35 Forms (online e-filing)

This section of the guide shows you how to prepare your payroll file for 2011/12 end of year

e-filing.

Note: Before you can e-file P14 and P35 information, youll need to register for HMRCs PAYEOnline for Employers service. To ensure you meet the filing deadline, you should start theregistration process at least seven days prior to the 19 May.

For more information on e-filing or to start the registration process, go tohttp://www.gateway.gov.uk/.

Note: AccountEdge Plus will remember information entered made in the following screens;

you can go in and out of the following screens without fear of losing your work.

1. Click on PreparePayroll Tax Forms from the Payroll Command Centre, as shownbelow.

Note! AccountEdge Plus prints to P60 Single Sheet 2011-2012 Laser Printer forms, which can

be ordered from HMRC at the following page:

http://www.gateway.gov.uk/http://www.gateway.gov.uk/http://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.gateway.gov.uk/


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2. The End of Year Tax Form Assistant will appear. The first window within the assistantis the Select Filing Method window, shown below.

Click I want to prepare my P35 and P14/P60 forms for e-file using my AccountEdgePlus software.

3. Click Next. The Review P11 Reports window appears, shown below:

4. If you want to review the P11 payroll information used to generate your P35 forms, clickDisplay Report next to each P11 report.


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5. Click Next. The Prepare P14 & P60 Forms window appears (shown below) with a list ofyour companys employees.

Note: The employees listed in this window may include inactive or past employees stillcontained on your employee card list. Do not be alarmed; these employees will not beincluded in any e-filing submission to HMRC from your AccountEdge Plus software.AccountEdge Plus will only submit forms for employees who received payments in the payrollyear 2011/12.

6. If you would like to examine or amend an employees P14 / P60 details, click the whitezoom arrow to the left ofthe employees name, as shown above.

The P14 & P60 Employee Information window appears, similar to the one shown on thefollowing page:

Note! All figures used in examples and screenshots below are for demonstration purposes only.


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Note!Avoid common errors on your P14s by usingHMRCs help site, here:http://www.hmrc.gov.uk/paye/payroll/year-end/errors.htm#x4

If you need to amend or complete a value, simply type your required figure in thecorresponding Amount column.

Most employees will only require Row 1 figures, similar to the example shown above.Additional rows are used when an employee has changed their NI Table letter during thepayroll year.

Note: To restore the employees original values, click the Recalcbutton at the bottom leftof the window.

Click OK. The Prepare P14 & P60 Forms window re-appears.

Complete the process for each employee, if necessary.


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7. In the Prepare P35: Part 2 window (example shown below), enter your P35 informationinto the relevant fields. For detailed field help, click Help for this window.

Note!Avoid common errors on your P35s by usingHMRCs help site, here:http://www.hmrc.gov.uk/paye/payroll/year-end/errors.htm#x5

Click Next to continue filling in your P35, Part 2.

Click Next


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The Prepare P35: Part 2 window will appear, example shown below:

8. Complete as requires and click Next. Progress through the Prepare P35 windows until youreach the Enter Company Information window, shown below:

Specify the First Name, Last Name, Telephone and E-Mail of your primary contact.

Complete the tick box for Agent Information if applicable.

Important Note!

Your e-filing will fail if you do not check the following:

Ensure that there are no spaces before or after the information you enter into thesefields. For example John, or John.

If you tick I am an agent acting on behalf of the employer, ensure that nocommas are entered into the fields presented to you.


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13. Click Next. The Print Forms & Reports window appears (shown below) which will allowyou to print employee P60s for your employees records:

Click the Print P60 Forms button. The Review P60s Single Sheet Before Printingwindow appears, shown below:

Type the number of copies you want to print per employee in the Print [] P60 Singlesheet form(s) per Employee field.

Tick / Mark the print column to the left of the name of each employee for whom you wish toprint a P14/P60 form.

Click Print to print your forms.

Note! AccountEdge Plus prints to P60 Single Sheet 2011-2012 Laser Printer forms, which can be

ordered from HMRC at the following page:

http://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htm


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14. Return to the Print Forms & Reports window.

If you wish to review and print the payroll information to be used in the submission of yourP14 and P35 forms, use the two Review buttons, as shown below.

15. Click Next. The Finish window appears, shown below:

16. In the User ID and Password fields, type the User ID and Password that you received

from HMRC when you registered for the PAYE Online for Employers service.Note! Ensure there are no spaces before or after your entries in these fields.
http://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htm


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17. When youre satisfied the information you have provided is correct, tick/mark thedeclaration checkbox. Alternatively, you can return to a previous window to review or changeyour payroll information by clicking the Back button.

Submit a test version of your data

If you wish, you can submit a test version of your return. Test returns can be used to test thevalidity of your data, prior to sending your official return. When you submit a test return, you

will receive the same response from HMRC as if you had filed an official return, including

validation messages, alerts and notification of successful filing. However, your test submission

does not update any records in the HMRC system and you must submit your official return at a

later time.

You can submit test returns as often as you wish.

Note: We advise you to perform a backup (via the File> Back Up option) before submittingyour official payroll tax forms. This is because once a submission has been made, only an amended

submission can subsequently be performed from the file.

A full re-submission will require you returning to an unsubmitted backup. Full re-submissionsshould only be performed if requested by HMRC.

Additionally, P60s can only be reprinted from an unsubmitted backup.

Notes about backing up:

Ensure that the backup file has an easily distinguishable, unambiguous name that clearly

identifies itself as the payroll P14/P35 pre-submission backup for the year 2011/12. Forexample Abc&CoPreFile11-12

Take a note of the exact name and location of the backup file you create.

Make at least three copies of the backup: save one on the computer, keep one in the officesafe and one in an off-site safe or online location.

Speak to your computer administrator if you are unsure about how to make a backup.

Remember, you can never have too many backups!

For more information about backup & restore, pleaseclick here.

18. When you are satisfied that you want to submit your official return, untick/unmark thetest submission option and click Submit. Your payroll tax forms will be sent online to HMRC.When the transmission is complete, a confirmation message will appear.

Confirmation Email from HMRC

Separately but not necessarily immediately, you should receive an email from HMRCconfirming the receipt of your end of year submission. Please ensure you check your JunkMail or Spam folder if the email does not appear in your inbox. Keep this email safe for yourrecords!

Online Filing Errors

If you encounter an error whilst performing online filing, it is likely that you can overcome theproblem by following the tips in Appendix C Resolving Online Filing Errors, at the end ofthis guide.
http://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.hmrc.gov.uk/paye/forms-publications/onlineorder.htmhttp://www.mamut.com/uk/support/search/faq.asp?lcid=2057&id=02024681http://www.mamut.com/uk/support/search/faq.asp?lcid=2057&id=02024681http://www.mamut.com/uk/support/search/faq.asp?lcid=2057&id=02024681http://www.mamut.com/uk/support/search/faq.asp?lcid=2057&id=02024681


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Submission of Amended End of Year Forms

If you have already submitted an original return and you need to change the details yousubmitted, you can use the End of Year Tax Forms Assistant to prepare an amended return.

Once a successful submission has been made, you will find that the opening window to thePrepare Payroll Tax Forms facility (see page 5) will change to I want to prepare anamended P35 and P14

The process for amending a return is the same as for submitting the original return. However,the information that you entered when you first went through the assistant will already appearin the assistants fields, and you will need to enter only the amended amounts in these fields.

Amended printed P60 forms show only the amount of change reported on amended returns.

HMRC requires that only the difference between original and amended amounts be included onamended P14 and P35 submissions. When you submit amended forms using your software,the calculation of the difference between your original and amended submission is performedfor you.

Resubmitting a full end of year return

Full re-submissions of your original P14/P35 end of year forms should only be performed ifrequested by HMRC.

A full re-submission will require you returning to an unsubmitted backup of your company filein order to do so, hence the importance of creating a pre-submission backup as described onpage 14.

Section 3

Start a New Payroll Year For 2012/13

This section of the guide shows you how to perform the Start a New Payroll Year process.

Start a New Payroll Year only when all tasks in previous sections above have been completed,or after you have made a pre-year end copy of your company file (see Appendix A Making ayear end copy of your payroll company file).

1. Go to the File menu at the top of your screen and choose Start a New Year followed byStart a New Payroll Year.

If you receive the following message:

then please refer to Appendix B Missing Paycheques, at the end of this guide.


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If all is well, you will receive the following window:

2. Click Backup and follow the instructions in the windows that appear.

Notes about backing up:

Ensure that the backup file has an easily distinguishable, unambiguous name that clearly

identifies itself as the payroll year end backup for the year 2011/12.For example: Abc&CoPayYrEnd11-12

Take a note of the exact name and location of the backup file you create.

Make at least three copies of the backup: save one on the computer, keep one in the officesafe and one in an off-site safe or online.

Speak to your computer administrator if you are unsure about how to make a backup.

Remember: you can never have too many backups!

For more information about backup & restore, pleaseclick here.

3. Click Next. Read the following important information window.

When you are ready to move on, click Next.
http://www.mamut.com/uk/support/search/faq.asp?lcid=2057&id=02024681http://www.mamut.com/uk/support/search/faq.asp?lcid=2057&id=02024681http://www.mamut.com/uk/support/search/faq.asp?lcid=2057&id=02024681http://www.mamut.com/uk/support/search/faq.asp?lcid=2057&id=02024681


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4. Ensure the New Payroll Year Ends5th April2013.

NOTE! Starting a New Payroll Year will:

Clear the Payroll History from the employee cards for the payroll year 2011/12. Afterthe Start New Payroll Year process has finished, the only way to view your 2011/12payroll history will be to restore a pre-year end backup of the company file;

Prevent you from printing payroll history reports for the payroll year 2011/12 (Notethat you can still print activity based payroll reports until you roll over your separate

financial year);

Clear any employee entitlement balances that do not have the Carry Remaining LeaveOver to Next Year preference set in the employees Entitlement Payroll Categorywindows.

Click Next to complete the Start New Payroll Year process.


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Update Employee Tax Codes & NI Table Letters For the New Year

The Start New Year Procedure will not automatically adjust tax codes for individualemployees. These will need to be changed in each employee card, as shown below, ifrequired.

The same is true of employee NI Table Letters, which this year may need to be amendeddue to the Governments plan to abolish contracting out of the additional State Pension (alsocalled State Second Pension) on a defined contribution basis from 6 April 2012.

This will mean that employees will no longer be able to use a contracted-out money purchase(COMP) occupational pension scheme to contact out.

Therefore the National Insurance contribution (NICs) category letters F, G and S will beobsolete. If you have any employees using these letters, you will need to change them beforeprocessing payroll.

Please read the Employer Factsheet at www.dwp.gov.uk/docs/emp-contracting-out-factsheet.pdfor visit HMRCs websiteherefor more information.

Note: The Tax Code and NI Table Letter used in the example below are for demonstrationpurposes only. If you are in any doubt about which tax code to use, please refer to HMRC

guidelines or contact HMRC directly.

Install Mamut AccountEdge Plus v12 (2012)

If you have not already done so, you must now install Mamut AccountEdge Plus 2012or Mamut AccountEdge Plus NE 2012 in order to Load Payroll Tax Tables and processpayroll transactions dated 6 April 2012 onwards.

6th April 2012 Tax Tables are included in the AccountEdge Plus 2012 products only.

Before installing AccountEdge 2012, please check that your computer(s) meet the newminimumsystem requirements.

If you have not yet purchased or renewed your annual service agreement, required to upgrade

to Mamut AccountEdge Plus 2012, please contact our Customer Service team on 0800 0325616.
http://www.dwp.gov.uk/docs/emp-contracting-out-factsheet.pdfhttp://www.dwp.gov.uk/docs/emp-contracting-out-factsheet.pdfhttp://www.dwp.gov.uk/docs/emp-contracting-out-factsheet.pdfhttp://www.hmrc.gov.uk/http://www.hmrc.gov.uk/http://www.hmrc.gov.uk/http://www.mamut.com/uk/mac/system/http://www.mamut.com/uk/mac/system/http://www.mamut.com/uk/mac/system/http://www.mamut.com/uk/mac/system/http://www.hmrc.gov.uk/http://www.dwp.gov.uk/docs/emp-contracting-out-factsheet.pdfhttp://www.dwp.gov.uk/docs/emp-contracting-out-factsheet.pdf


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Load Payroll Tax Tables

Load the 2012/13 payroll tax tables into your company file by clicking the Setup menu at thetop of your screen, then Load Payroll Tax Tables.

Click through the windows to load the new tax tables.

Once complete, check that all is ready and correct by going to Setup> General PayrollInformation, example below:

Automatically Check For Updates

We recommend all clients ensure that their AccountEdge Plus product is always up to date byselecting the Automatically Check For Updates option in the Setup> Preferences>System window.

Congratulations! You are now ready to process pays for the new payroll year 2012/13.


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Appendix A

Making a pre-year end copy of a company file

If youre using the integrated Payroll within AccountEdge Plus, you will need to Start a New

Payroll Year before you can process pays for the new payroll year starting 6 April 2012. Thisprocess removes all 2011/12 employee payment records in order for the new year to beginafresh. As a consequence, pre-year end tasks such as printing P60s and online filing of P35sand P14s cannot be completed in a post year end file.

However, some clients find that they need to calculate pays dated 6 April 2012 onwards butare not yet ready to complete the year end reports and e-filing for 2011/12.

If this affects you, we recommend that you make a pre-year end copy of your companyfile, which you will be able to come back to at a later date to produce your reports and e-filingrequirements. The notes below describe in easy steps, how to make a pre-year end copy ofyour company file.

1. Open your company file as normal, go to the Accounts Command Centre and choosethe Company Data Auditor. A window similar to below will be displayed:

Take a note of your companysFile Name and File Location, examples are shown above inred.

2. Click the File Location's search button, circled blue above, to view the contents of thecompany file's folder. Locate your company file in the folder.

Note for AccountEdge Plus NE users: The screen above will not display the File Location.Instead, your company files will reside on the host computer in the following location:

[Mac HD]\\Library\Application Support\AccountEdge NE\Databases


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3. Hold down the ctrl button on your keyboard and click once on your company file. A menuwill appear. Release the ctrl button and choose the Duplicate option.

A duplicate of your file will be created; the duplicate will have the word copy appended to thefile name you now have two identical pre-year end files.

In steps 4 & 5 below, well assume were working with a company called Widgets. Pleasesubstitute your own file names as appropriate.

4. Rename the original file to something like 'Widgets LIVE.myo'. This is the file on whichyou are going to perform the Start New Payroll Year procedure, use on a daily basis andprocess the new years pays; it is your live file, hence the name.

5. Rename the duplicate copy file to something like 'WidgetsPreYrEnd2012.myo' . At atime of your choosing (but before 19 May!), open and use this file to perform your pre-yearend tasks such as printing P60s and submitting your online P14/P35s, described in earlier

sections of this guide. Once these tasks have been completed, the file can remain on yourcomputer as an easily accessible backup of your 2011/12 payroll.

Please contact your computer or network administrator if you are unsure of how to completesteps 2 - 5.


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Appendix B

Missing Paycheques

During the Start a New Payroll Year procedure (Section 3, above) you may encounter the

following message:

The message indicates one or more of three possibilities:

A. You have not yet recorded a final period payment for one or more of your employees. Auseful report to aid spotting such employees is the P11 PAYE report which can be found bygoing to the Index to Reports> Payroll tab. Complete any final period payments asnecessary.

B. You have not entered a leaving date into one or more of your former employees records.

C. For one reason or another, a current employee was intentionally unpaid in the final period.If this is so, then a temporary leaving date of 05/04/2012 should be entered in the employees

card. This leaving date should be removed once the new payroll year has been started.

In cases B and C the leaving date can be entered in the Payroll Details section of theemployees card, as shown below:


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Appendix C

Resolving Online Filing Errors

When performing end of payroll year online filing, you may receive error messages indicating

that there is a problem with the information being submitted.

The messages returned by the HMRC gateway are not formatted in a particularly helpful

manner but it is still possible to work out where your problem is by carefully reading the

message presented to you. For example:

At first glance this message may seem difficult to understand, however the two sections

underlined indicate that the Principal Contact Forename contains an invalid character.

To resolve our example problem, we would simply need to check the information wed entered

in the Primary Contacts Information in the previous Company Information window.

It is important to fully note any errors that appear; preferably take a screen image to remind

yourself of what it is you need to check and amend.

Summary of most common e-filing errors

1046: fatal - Authentication Failure: The supplied user credentials failed validation for the

requested service

Solution: Check that your Tax District Number and Tax District Reference are correct in the

Setup> General Payroll Information window. Also double check you have correctly

entered your HMRC User ID and Password. Ensure that there are no spaces before or after

the characters you entered into any of these information fields.

For example "Smith ", or " Smith".


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5012: schema-validation: A field contains an invalid character.

Solution: An example of this error can be seen above. The information provided to HMRC

must be UK, alpha-numeric only. Commas, full stops, hyphens, or any 'foreign' characters

such as , , , will not be accepted by the HMRC gateway. Extraneous spaces at the start of

end of a field will also cause this error, for example "Smith ", or " Smith".

This is one of the most common e-filing errors and examination of the message will likely

indicate to you which field requires amendment.

7540: business-rule: Invalid NINO

One or more employees has an incorrect National Insurance number.

The correct format for an employee's National Insurance number is two letters followed by six

numbers followed by one optional letter (the final letter is always A, B, C or D). An example is

AB 12 34 56 C.

Usethis tableto check your National Insurance numbers are valid.

Additional Information

The following link will take you useful HMRC online filing information:

HMRC Online Filing - Common errors to avoid on form P14 & P35
http://www.hmrc.gov.uk/paye/payroll/year-end/errors.htm#x7http://www.hmrc.gov.uk/paye/payroll/year-end/errors.htm#x7http://www.hmrc.gov.uk/paye/payroll/year-end/errors.htm#x7http://www.hmrc.gov.uk/paye/payroll/year-end/errors.htm#x4http://www.hmrc.gov.uk/paye/payroll/year-end/errors.htm#x4http://www.hmrc.gov.uk/paye/payroll/year-end/errors.htm#x4http://www.hmrc.gov.uk/paye/payroll/year-end/errors.htm#x7

account edge payroll eoy guide 2011-12

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