EASYFILE : USER GUIDELINES TO EXPLAIN IMPORT OF AFRICLOCK FILE AND PRINTING OF IRP5/IT3 CERTIFICATES AND EMP501 CERTIFICATE

Transcription

1 EASYFILE : USER GUIDELINES TO EXPLAIN IMPORT OF AFRICLOCK FILE AND PRINTING OF IRP5/IT3 CERTIFICATES AND EMP501 CERTIFICATE 1. LOGIN: Use your registered username and password to login to the Easyfile. The following screen will appear: Page 1 of 29

2 2. Important: Please make a backup of your Easyfile database before proceeding to update the Easyfile software. Although this feels like unnecessary effort, imagine losing your Easyfile data. Save the backup away from your computer (e.g. Dropbox, Google Drive or OneDrive). 3. Click on: UTILITIES. On the following screen choose: Database Utilities. Click on: BACKUP DB DIRECTORY. Choose the folder where you require the backup to be saved to (computer s hard drive). Click on : SAVE. The following message will appear: Page 2 of 29

3 Then, proceed to download the latest version of the Easyfile software. Click on: HELP Update, for updating the software. After updating the software, the backup that was made, might need to be restored. Do not do this unless you really believe that you have lost data! Click on: UTILITIES Database Utilities. Page 3 of 29

4 Click on: RESTORE EASYFILE DB to restore the backup that was saved to your hard drive. 4. In instances where more than one company is registered on Easyfile, you must indicate with which company you will be working first. On the following screen, you can make your selection. See example below: Make your selection and click on: CONTINUE. 5. The Company detail also needs to be updated, as follows: Click on: EMPLOYER ADMIN Add/ Edit Employer. The following sub-title information should be updated, as applicable: o Employer Information o Employer Address and Phone Information o Employer Bank Information o Employer Contact Details Representatieve o Employer Contact Details Contact Person Page 4 of 29

5 o Employer Contact Details Tax Practitioner Complete all fields as required and click on: UPDATE EMPLOYER. 6. Proceed to import the payroll file by clicking on: IMPORT Import/Export Payroll File. Page 5 of 29

6 You will be promted to select from the options as displayed on the screen. Click on: IMPORT PAYROLL FILE Only CSV files saved to your hard drive can be imported. The process therefore is to firstly generate the CSV file in AfriClock and save it your desktop from where you will be able to import the file. The following screen will appear: Click on: OK Select the correct file and click on: OPEN. Page 6 of 29

7 7. One of the following messages will appear: 7.1 Payroll File imported successfully; or Page 7 of 29

8 7.2 Payroll File failed validation; or 7.3 Payroll file passed Validation, with WARNINGS; A payroll file that passed the validation test, with warnings, can still be imported, by clicking on: IMPORT. Click on: CANCEL, to cancel the process; or Click on: EXCLUDE, to exclude the certificates which may have a penalty. 8. To view the status of the file that was imported, either successful or unsuccessful, you can click on: UTILITIES Import Payroll File Log. Page 8 of 29

9 In the event of a payroll file that failed the validation test, the status will be indicated as failed. By double-clicking on the line, you will be able to view the file. The failed report can be exported as a.txt file. Click on: SAVE REPORT to save the report to your computer s hard drive, from where it can be printed, if required. Page 9 of 29

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11 FAILED means that the payroll file will not be imported at all. WARNINGS mean that the file will be imported, but need attention with regards to the warnings that was given. For example, outstanding tax numbers of employees that need to be completed. PASSED : the file passed the validation test and will be imported. Where a file did not pass the validation test at all, you will need to fix the problems in the Africlock system. Ensure that all outstanding employee information is up to date and completed in full as required by SARS. That would include: personal details, banking details, tax number (if applicable), postal and physical addresses. 7.1 Registration of employees A possible warning might be where employees tax numbers are still outstanding. Registration of employees and the obtaining of individual tax numbers from SARS, are of importance in order to ensure successful import of your payroll file. To apply for tax numbers, click on: EMPLOYEE ADMIN View/Edit Employees Page 11 of 29

12 Select if the registration needs to be done for an individual employee only or for all employees ( Add Employee of Bundled IT Reg ). Page 12 of 29

13 In the event of more than one employee, choose: BUNDLED IT REGISTRATION. Then choose between: ALL (on page), or SELECTED (on page). Click on: REGISTER. You need to be registered for E-filing to be able to proceed with this specific action. The following screen will appear: Insert the username and password, as required. LOGIN. The following screen will appear: Page 13 of 29

14 Select the option: TAXPAYER INCOME TAX REGISTRATIONS. Click on: SYNC. Tax numbers will be issued, as applied for. 7.2 Export of tax numbers to Africlock payroll Upon successful registration of tax numbers for the employees, the numbers need to be exported to Africlock. In Easyfile, click on: IMPORT Import/Export Payroll File Select: EXPORT PAYROLL FILE. The following screen will appear: Choose the correct company, as well as the tax period. NOTE: Example: The 2016 tax year STARTS in March 2015 and ENDS in February Click on: EXPORT. Follow the steps as indicated to export the file and save same to your computer s hard drive, from where the import to Africlock can be done. After the import of the tax numbers, as well as completing all of the outstanding employee information as required (personal details, bank details, addresses, etc), the IRP5 electronic file for SARS need to be re-generated and exported into Easyfile. Page 14 of 29

15 9. When the file has been successfully imported into Easyfile, the following message will confirm the successful import (Refer to item 6.1 above): Click on: OK The Company s full detail also need to be updated (Refer item 4 above). To complete outstanding detail, click on: EMPLOYER ADMIN Add/ Edit Employer and follow the steps to complete all required data. 10. Then, proceed to complete the Declaration. Click on: RECONCILIATION - DECLARATION: Select the company the Declaration needs to be completed for, as well as tax year applicable: Page 15 of 29

16 On selecting the correct company, the total value of the tax certificates will reflect on the Declaration. 11. Important: In instances where Employment Tax Incentive are being claimed, the following steps with regards to the completion of the Declaration, should also be followed: Mark the block at the left bottom corner of the screen: Does this Declaration require ETI? (See example below): Page 16 of 29

17 Click on: Add ETI. Click on: YES, to confirm that ETI should be regarded as applicable : On the screen that follows, you can click on CLOSE, without completing anything on that screen: Page 17 of 29

18 12. Important: Compare the ETI totals on the employees certificates with the ETI totals on the EMP501 Return: Click on: EMPLOYEE ADMIN : View/Edit Employees. Select the correct company and tax year applicable. The selected year s employees will be displayed in a list. In the example below, it was declared that ETI was calculated for the period May to February for employee, L April. Click on VIEW next to L. April s name to open his Employee Details: Page 18 of 29

19 The employee s details will be displayed and certificates previously issued will be listed on the right hand side of the screen. See below: Page 19 of 29

20 Click on the latest certificate that needs to be viewed. The employee s certificate detail will be displayed on the following screen. Where ETI was declared and claimed, the ETI details will be reflected on his Tax Certificate. To view the ETI that was calculated, click at the bottom of the screen on: ADD ETI. See example below: The screen that follows, will reflect the monthly income of the employee, as well as the ETI calculated for each individual month: Page 20 of 29

21 Important: Use the above figures (ETI Calculated) and compare same with the ETI totals on the EMP501 Return printed in AfriClock. (Should there be any difference, contact AfriClock). Click on: SAVE and then CLOSE, to exit this specific page. 13. If satisfied with the ETI totals, you can accordingly proceed to complete the Declaration : Select the correct company and tax year applicable. Complete the PAYE Liability, SDL and UIF as declared on your EMP201 on a monthly basis. Also supply the total that was actually paid to SARS. Please note not to use decimal figures; rands only. Amounts must be rounded off to the nearest RAND-value. The amounts with regards to PAYE, SDL and UIF that was declared monthly by printing the EMP201, can also be found on the summarized EMP501 Return: Then again, click on: ADD ETI and indicate that ETI should be calculated. Complete the required information on the screen that are being displayed. The PAYE as completed on the previous screen are automatically being transferred to the PAYE Liability coloumn on this page. See example below: Page 21 of 29

22 Use the ETI Calculated coloumn to indicate the ETI that was calculated each month, as well as the ETI deducted from the PAYE due every month and accordingly not paid over to SARS ( ETI Utilised ): Page 22 of 29

23 Click on SAVE before exiting the screen. 14. Returning to the the Declaration-screen. Click on: SELF ASSESS (at the bottom of the page on the far right hand side of the screen) to finalise calculations: Should there be a difference in the annual totals and the certificate totals, your will be prompted to supply a reason for the difference. Complete the reason for difference and click on: OK. Page 23 of 29

24 Click on: SAVE, to save the Declaration, should you decide not to submit same to SARS immediately. (Click on: READY TO FILE, if you wish to proceed with the submitting of the Declaration to SARS). When, at a later stage, you are ready to submit the Declaration to SARS, follow the steps below: Click on: SUBMISSION Submit to SARS. The following screen will appear on the right hand side: Page 24 of 29

25 Select the correct Declaration that needs to be submitted, and click on: SUBMIT (right top corner). Select the submission type: If registered for E-FILING, choose: Via the Internet (efiling Login Required). Click on: SUBMIT. Complete the E-FILING username and password to proceed. If not registered for E-FILING nie, choose: Via SARS Branch (Electronic medium). Select which IRP5/IT3 file should be saved. Click on: SUBMIT. Page 25 of 29

26 Select the folder on the PC where you need the file to be saved to, and click on: OK 15. The success of the Declaration that was submitted, can be monitored as follows: Click on: UTILITIES Status Dashboard. 16. Upon successful submission of the reconciliation, you can proceed with the printing and distribution of the IRP5 and IT3 certificates. 17. To print the IRP5 and IT3 certificates, follow the steps below: Click on: UTILITIES. On the right hand side select: Generate IRP5 / IT3(a) PDF s: A list of all completed submissions for which PDF certificates can be generated, will be displayed: Page 26 of 29

27 Mark the checkbox for those submissions for which you would like to generate PDF certificates. Then, click on: GENERATE. You will be asked which certificates you would like to generate, and where you would like these certificates to be saved on your PC, from where you will be able to print same. PLEASE NOTE: For the interim reconciliation, employers must not issue IRP5/IT3(a) certificates to employees. Therefore no PDF certificates will be generated for this period. A final certificate for an employee can be viewed and printed by selecting View Certificate within the View/Edit Employees function. Where a final certificate needs to be printed for an employee who has for example left the services of the company, you can do this as follows: Click on: View/Edit Employees : Page 27 of 29

28 Choose the correct employee and click on: VIEW: A screen displaying the employee s details will be displayed. On the right hand side of the screen, a list of all previous certificates issued, will be displayed. See example below: Page 28 of 29

29 By clicking on CREATED, the certificate details will be displayed: Then, click on VIEW CERTIFICATE at the bottom of the page, to view the certificate. The certificate will be displayed, from where it can also be printed or saved. Page 29 of 29