e@syFile Employer V6.7.5

(2017/08 Recon Period)

Ayanda TakelaSARS eFiling and e@syfile

Specialist(Gauteng, Free State & Northern

Cape Region)

Overview• Updating e@syFile to latest version

• Audit functionality to receive and manage Audit letters and requests for EMP201’s and EMP501’s – letters received in Notification centre and Action Centre

• Action Centre to enable users to manage Audit cases (EMP201’s and EMP501’s)

• Correct procedure to resubmit reconciliation

• 2017/08 Enhancements

• FAQs

Always accept e@syfile updates-Latest version 6.7.5

E@syfile set up file can be downloaded from eFiling

Select “Download for Windows “ Option

EMP201 can be completed on e@syfile

NB!!!EMP201 Amendments not possible after submitting the EMP501

Message displayed on eFiling if attempt is made to submit EMP201

Risk and Audit function-Synchronise e@syfile to retrieve letters

Action Centre-Actions required where Audit letters have been issued

Audit letters-LEPAYE 21 working days to action once first letter has been issued

Notification centre

•

Easy scan built into e@syfile to convert documentsto the correct format

Message displayed after submitting supporting documents to SARS-All audit letters will have case numbers for follow up

Correct Procedure to do a reconciliation Full resubmission

Re-import Payroll File and OR re-save manual certificatesSelect option “Utilities-full resubmission request”

Submit recon as per norm-SARS will receive this submission and override all previous ones for

this period

2017/08 Bi-Annual Enhancements

Process Updates:EMP 501 Request Process - Periods:1. User selects reconciliation period 02 where the current

reconciliation period is 08 an error message will be displayed stating “You have selected a reconciliation period in the future. Please confirm the selection.” With the option to continue or cancel where a different period can be selected

EMP 501 Request Process – Missing Payroll Software:1. User selects the option to view or request an EMP501.2. e@syFile will check whether the employer has a payroll software captured.3. If the employer does not have Payroll Software captured, e@syfile willdisplay a message to the user “Please select the correct Payroll Softwareunder employer admin.” With the option to select OK.4. When the user select OK, the user will be navigated to the employer admin screen.

EMP 501 Request Process – Previous request greater than 30days:1. User selects the option to view or request an EMP501.2. e@syfile will check whether the form pre-population is older than 30(configurable) days from the current date.3. If the date is greater than 30 days from the current date e@syfile will displaya message to the user “The last pre-population was requested more than 30days from today. Please request new pre-populated data from SARS” Withthe option to select OK to refresh or cancel to remain on the screen.4. When the user select OK, the user will be able to request a new pre-populatedreturn.

EMP 501 Pre-Populate Process – OWN VALUES:1. User selects the option to request an EMP501.2. e@syFile displays a choice for online pre-populate request or use of "own values".3. User selects “Own Values”e@syFile will check whether the user has EMP201’s for all of the relevant reconciliation periods.-if the user has EMP201’s for all of the periods, the figures will Pre-populate on the EMP501 with the data as found on the local EMP201’s.

EMP 501 Submission Process Pre-populated:

User submits the EMP501.-e@syFile will verify if the submission is for an ATP pre-populated EMP501 or for an e@syFile pre-populated EMP501.-IF the EMP501 was ATP pre-populated the submission willcontinue as per the current process. The Process will then end.

Certificate Screen

Added:Employment date –•Optional • Cannot be later than Date Employed From • If the certificate type is ITREG this field must not be completed

ETI Validation rules

ETI screen (Before 2018 YOA)

ETI Screen (YOA 2018)

12 Month Period Indicator is mandatory and MUST be selected for all periodsAdded:•12 Month Period Indicator•Wage Paid

ETI Message

4118 must be captured if ETI is captured

4118 must be equal to the ETI captured values

EMP501 - Offline

EMP 501 – 201 check

SARS documentation

• Use the information available to you on www.sars.gov.za – select

Tax Types – Pay As You Earn

• Business Requirement Specification (BRS) updated before every

reconciliation period. Understanding CSV files, format and content

• Release Notes – available with each update of the application,

listing changes included in new version

FAQS

•Resubmission of older years-always use SARS current validation rules so that recon passes pre-submission validation

•SIC and SEZ codes (industry and employment zone) compulsory on certificates and employer details

•Making e@syFile back-ups -The importance (Utilities-database utilities-back up DB directory)

NB!NB! Making e@syFile Back-up

• Select utilities

• Database utilities

• Back-up DB

Java version to use-Java 7 64 or 32 bit (Windows 10), Java 8 (64 or 32 bit) Windows 8 (My Computer-right-click-Properties)

Please note that on employee admin only previously submitted recon years will appear on drop-down

ETI Rejection errors

•Letters will be issued on e@syfile to provide reason and/or list of error. SARS Contact center can also be contacted to find out of errors

EMP501 submitted for 2018/02 by mistake/accidentally

•Users advised to wait for 2018/02 recon period to open on the 1st

April 2018 to correct

Merge Process

•Primary purpose-To get one single employer file into another e@syFile database without overriding current data

•Secondary purpose-to eliminate corruptions on current database

e@syFile Employer

V 6.7.5

Exceptional cases were clients will need to merge backup

When specific paye number has been corrupted eg: getting error code #1009 /# 3123 when selecting employer

When 2 machines were used to capture certificate for one paye number

When a tax practitioner takes on a new company and wants to combine (merge) the new company with their existing client base

Steps .....when getting error #3132 #1009

NB : Make a backup of you current e@syfile beforebelow process is followed> My Computer> Local C> Users> Your name> App Data> Roaming> E@syfile employer with long numbersLocal store , delete he paye number giving you theerror

Login to e@syFile; click on Utilities ; Database Utilities ; Merge

Before merging files ensure that Backup has been unzipped Steps on unzipping file Right Click on the backup

You should be able to now merge DataBase file CLICKING ON THE RELEVANT PAYE NUMBER

Enter login name and password belonging to the backup you are merging

e@syfile Questions ?

Ayanda Takela

SARS -eFiling and e@syfileSpecialist

(Gauteng, Free State & Northern Cape Region)