Introduction to Importing Data

This document is designed to help you through the importing process when working with the P11D Organiser. Although the software is very flexible and powerful, it is best to ensure that files are correctly prepared before starting the process. There are a number of things to consider:


Import File Preparation 


File Type

The system can import data in numerous file types but a CSV (comma separated values) file recommended, it removes the complexities of Excel formulas and formatting. 


Header row

The header row is used by the system to automatically select the correct import target field to match for import. It is therefore recommended to use the exact naming convention so as to remove the need to have to manually select the appropriate system target field.  Click the link to download the software Import header row TEMPLATES  



Square block of data

Try to remove all data above header row, below the last record and after the last column of data. This just helps the software interpret the data correctly during the importing process. 


Consistent data

The final column of data should contain consistent data i.e. a value in every cell. This ensures that the software moves to the ‘next row’ at the correct time. As you can select the data that is imported, it is sometimes wise to simply paste a column of ‘xxx’ on the far right to provide an import end. 


Formatting

The format of some of the data to be imported is very important – the following pages clearly show what data and formats the software is expecting to import.


Key field

ALL data imported must contain a Key field - NI Number or Payroll Number for employees and Registration Number for cars – this is necessary to ensure that data can be married up correctly. Key fields are clearly highlighted in the table. 


Column Order

The column order in the spreadsheet is not important, as the P11D Organiser will automatically map as many fields as it can, and will remember the settings made during the import process as a configuration file for future use. 


Compulsory Fields

Certain other fields must also be included in order for the import routine to correctly allocate/calculate benefits particular to individual import routines. These Compulsory fields are also clearly highlighted in the tables. 


Optional Data

The remainder of data that can be imported is categorised as Optional and is displayed in standard type.


File Format for each import routine

You can see what content each import file type requires below.


Employee Information

Information

P11D Field code

Type

Field Length

Inclusion

Pre-Format

Address line 1
ADR_1

Character

50

Optional

 

Address line 2
ADR_2

Character

50

Optional

 

Address line 3
ADR_3

Character

50

Optional

 

Address line 4
ADR_4

Character

50

Optional

 

Cost Centre
COSTCENTRE

Character

10

Optional

 

Department
DEPARTMENT

Character

15

Optional

 

Director
DIRECTOR

Character

3

Optional

Yes/No

Date of Birth
DOB

Date

8

Optional

dd/mm/yyyy

Date of Commencement
DOC

Date

8

Optional

dd/mm/yyyy

Date of Leaving
DOL

Date

8

Optional

dd/mm/yyyy

E-mail address
EMAIL

Character

30

Optional

 

Exempt from Class 1A
EXEMPT

Logic

1

Optional

T/F

Fax Number
FAX

Character

15

Optional

 

Forename
FORENAME

Character

20

Optional

 

Initials
INITIALS

Character

5

Optional

 

Location
LOCATION

Character

15

Optional

 

Mobile Phone Number
MOBILE

Character

15

Optional

 

NI Number
NI_NUMBER

Character

10

Key field

 

PAYE to date
PAYETODATE

Numeric

10

Optional

 

Payroll Number
PAYROLL

Character

20

Key field

 

Postcode
POST_CODE

Character

10

Optional

 

Region
REGION

Character

30

Optional

 

Salary

SALARY

Numeric

10

Optional

 

Sex of employee
SEX

Character

1

Optional

M/F

Surname
SURNAME

Character

20

Optional

 

Telephone Number
TELEPHONE

Character

15

Optional

 

Title
TITLE

Character

5

Optional

Mr/Mrs/Miss/Ms

User defined field
USER_1

Character

15

Optional

 

User defined field
USER_2

Character

15

Optional

 




Section A - Assets transferred 

Information

P11D Field code

Type

Field Length

Inclusion

Pre-Format

Value Of Benefit

CASHEQV

Numeric

10

Compulsory

 

OpRA Cash Foregone    

CASHFGONE

Numeric

10

Optional



Benefit Date

DATE

Date

8

Optional

dd/mm/yyy

Description of Benefit

DESCRIPTIO

Character

50

Compulsory

CARS or OTHER 

Amount Made Good

MADEGOOD

Numeric

10

 Optional

 

Value of asset at transfer

MKTVALUE

Numeric

10

Optional


NI Number

NI_NUMBER

Character

10

Key Field


Additional description

NOTES

Character

30

Optional

 

Payroll Number

PAYROLL

Character

20

Key Field

 

Payrolled benefit    

PAYROLLED

Numeric

10

Optional






Section B - Payments made on behalf of the employee 

Information

P11D Field code

Type

Field Length

Inclusion

Pre-Format

Value Of Benefit

CASHEQV

Numeric

10

Compulsory

 

OpRA Cash Foregone

CASHFGONE

Numeric

10

Optional



Benefit Date

DATE

Date

8

Optional

dd/mm/yyyy

Description of Benefit

DESCRIPTIO

Character

50

Compulsory

 

NI Number

NI_NUMBER

Character

10

Key field

 

Additional description

NOTES

Character

30

Optional

 

Payroll Number

PAYROLL

Character

20

Key field

 

Payrolled benefit

PAYROLLED

Numeric

10

Optional





Section C - Vouchers and credit cards 

Information

P11D Field code

Type

Field Length

Inclusion

Pre-Format

Value Of Benefit

CASHEQV

Numeric

10

Compulsory

 

OpRA Cash Foregone

CASHFGONE

Numeric

10

Optional



Benefit Date

DATE

Date

8

Optional

dd/mm/yyyy

Description of Benefit

DESCRIPTIO

Character

50

Compulsory

 

Amount Made Good

MADEGOOD

Numeric

10

Optional

 

NI Number

NI_NUMBER

Character

10

Key field

 

Additional description

NOTES

Character

30

Optional

 

Payroll Number

PAYROLL

Character

20

Key field

 

Payrolled benefit

PAYROLLED

Numeric

10

Optional





Section D - Living Accommodation 

There is currently no import wizard for this section of the P11D – records must be keyed in using the system user interface.



Section E - Mileage allowance (Privately owned cars)

Vehicles - Privately Owned Vehicles

Information

P11D Field code

Type

Field Length

Inclusion

Pre-Format

Cubic Capacity

CC

Numeric

10

Compulsory

 

Car Description

DESCRIPTIO

Character

50

Compulsory

 

Optional Extras

EXTRAS

Numeric

10

Not Required

 

Type of Fuel

FUEL

Character

1

Compulsory

A = All Other

D = Diesel 

= RDE2Diesel

E = Electric

L = Euro4

H = Hybrid

P = Petrol

B = BiFuel

C = Retro

NI Number

NI_NUMBER

Character

10

Optional

Check only

Payroll Number

PAYROLL

Character

20

Optional

Check only

List Price

PRICE

Numeric

10

Not Required

 

Date car first registered

REGISTERED

Date

8

Not Required

dd/mm/yyyy

Registration Number

R_NUMBER

Character

10

Key field

 



Mileage Allowance - Privately Owned Car business mileage payments

Information

P11D Field code

Type

Field Length

Inclusion

Pre-Format

Expenses value

EXPENSES

Numeric

10

Optional

 

Available From Date

FROM

Date

8

Compulsory

dd/mm/yyy

Business Mileage value

MILEAGE

Numeric

10

Compulsory

 

Mileage Rate Scheme

MILESRATE

Numeric

1

 Optional

 

NI Number

NI_NUMBER

Character

10

Key Field

Check only

Notes (text)
NOTES

Character

50

Optional


Payroll Number

PAYROLL

Character

20

Key Field

Check only

Private mileage value

PRIVATE

Numeric

10

Optional

 

Registration Number

R_NUMBER

Character

10

Key Field

 

Available To Date

TO

Date

8

Compulsory

dd/mm/yyyy




Section E - Mileage allowance (Company cars)

Company Car Business Mileage

Information

P11D Field code

Type

Field Length

Inclusion

Pre-Format

Expenses paid

EXPENSES

Numeric

10

Optional



Mileage from Date

FROM

Date

8

Compulsory

dd/mm/yyyy

Business Mileage value

MILEAGE

Numeric

10

Compulsory

 

Mileage Rate

MILESRATE

Numeric

1

Optional

 

NI Number

NI_NUMBER

Character

10

Key field

 

Additional Notes

NOTES

Character

30

Optional

 

Payroll Number

PAYROLL

Character

20

Key field

 

Private Mileage value

PRIVATE

Numeric

10

Optional

 

Registration Number

R_NUMBER

Character

10

Key field

 

Mileage to Date

TO

Date

8

Compulsory

dd/mm/yyyy





Section F - Company cars and car fuel

Vehicles - Company Car Details

Information

P11D Field code

Type

Field Length

Inclusion

Pre-Format

Cubic Capacity

CC

Numeric

10

Compulsory

 

Grams of CO2 per Km

CO2

Numeric

10

Compulsory

 

Car Description

DESCRIPTIO

Character

50

Compulsory

 

Optional Extras

EXTRAS

Numeric

10

Optional

 

Fleet Number

FLEETNO

Character

15

Optional


Type of Fuel

FUEL

Character

1

Compulsory

D = Diesel = D
E = Electric = A
L = Euro4 = D
H = Hybrid = A
P = Petrol = A
B = BiFuel = A
C = Retro = A
G = GasPetrol (LPG) = A
F = RDE2 Diesel = F
A = All Other


National Insurance Number

NI_NUMBER

Character

10

Optional

ONLY USED TO CHECK THAT AN EMPLOYEE RECORD EXISTS

Car has no CO2 rating

NOAPPCO2

Character

3

Optional

 

Payroll Number

PAYROLL

Character

20

Optional

ONLY USED TO CHECK THAT AN EMPLOYEE RECORD EXISTS

List price of car

PRICE

Numeric

10

Compulsory

 

Date Car Registered

REGISTERED

Date

8

Compulsory

dd/mm/yyyy

Registration Number

R_NUMBER

Character

10

Key field

 




Main Company Car – (Standard Company Car Allocation)

Information

P11D Field code

Type

Field Length

Inclusion

Pre-Format

Accessories added after date made available

ACCESSORY

Numeric

10

Optional

 

Capital Contributions

CAPITAL

Numeric

10

Optional

 

OpRA cash foregone car value

CASHFGCAR

Numeric

10

Optional



OpRA cash foregone fuel value

CASHFGFUEL

Numeric

10

Optional



Fleet Number

FLEETNO

Character

15

Optional

 

P46 car Private use frequency

FREQUENCY

     Character

 10

      Optional

 Year,Quarter,Month,Week

Available from Date

FROM

Date

8

Compulsory

dd/mm/yyyy

Fuel Charge Repaid

FUELPAID

Character

1

Optional

Y = Yes or N = No


Payment of Fuel Scale Charge

FUELSCALE

Character

1

Optional

Y = Yes or N = No

Mileage

MILEAGE

Numeric

10

Obsolete

 

National Insurance Number

NI_NUMBER

Character

10

Key field

 

P46 car Private Use Payment value

PAYMENT

Numeric

10

Optional

 

Payroll Number

PAYROLL

Character

20

Key field

 

Payrolled value

PAYROLLED

Character

10

Optional



Private Use Payment

PRIVATEUSE

Numeric

10

Optional

 

Registration Number

R_NUMBER

Character

10

Key field

 

Available to Date

TO

Date

8

Compulsory

dd/mm/yyyy

Days Unavailable

UNAVAILBLE

Numeric

3

Optional

 



Additional Company Car – (Overlapping allocation of company cars)

Information

P11D Field code

Type

Field Length

Inclusion

Pre-Format

Accessories added after date made available

ACCESSORY

Numeric

10

Optional

 

Capital Contributions

CAPITAL

Numeric

10

Optional

 

OpRA cash foregone car

CASHFGCAR

Numeric

10

Optional



OpRA cash foregone fuel

CASHFGFUEL

Numeric

10

Optional



Fleet Number

FLEETNO

Character

15

Optional

 

P46 Private use frequency

FREQUENCY

Character

10

Optional



Available from Date

FROM

Date

8

Compulsory

dd/mm/yyyy

Fuel Repaid

FUELPAID

Character

1

Optional

 

Payment of Fuel Scale Charge

FUELSCALE

Character

1

Optional

Y = Yes or N = No

Business Mileage

MILEAGE

Numeric

10

Optional

Y = Yes or N = No


NI Number

NI_NUMBER

Character

10

Key field

 

P46car Private Use Payment

PAYMENT

Numeric

1

Optional

 

Payroll Number

PAYROLL

Character

20

Key field

 

Payrolled value

PAYROLLED

Character

10

Optional



Private Use Contribution

PRIVATEUSE

Numeric

10

Optional

 

Registration Number

R_NUMBER

Character

10

Key field

 

Available to Date

TO

Date

8

Compulsory

dd/mm/yyyy

Days Unavailable

UNAVAILBLE

Numeric

3

Optional

 



Motor Trade Vehicle (HMRC Car Averaging Agreements)

Information

P11D Field code

Type

Field Length

Inclusion

Pre-Format

Accessories added after date made available

ACCESSORY

Numeric

10

Optional

 

Capital Contributions

CAPITAL

Numeric

10

Optional

 

OpRA cash foregone car

CASHFGCAR

Numeric

10

Optional



OpRA cash foregone fuel

CASHFGFUEL

Numeric

10

Optional



Fleet Number

FLEETNO

Character

15

Optional

 

P46 Private use frequency

FREQUENCY

Character

10

Optional



Available from Date

FROM

Date

8

Compulsory

dd/mm/yyyy

Fuel Repaid

FUELPAID

Character

1

Optional

 

Payment of Fuel Scale Charge

FUELSCALE

Character

1

Optional

Y = Yes or N = No

Business Mileage

MILEAGE

Numeric

10

Optional

 Y = Yes or N = No


NI Number

NI_NUMBER

Character

10

Key field

 

P46car Private Use Payment

PAYMENT

Numeric

1

Optional

 

Payroll Number

PAYROLL

Character

20

Key field

 

Payrolled value

PAYROLLED

Character

10

Optional



Private Use Contribution

PRIVATEUSE

Numeric

10

Optional

 

Registration Number

R_NUMBER

Character

10

Key field

 

Available to Date

TO

Date

8

Compulsory

dd/mm/yyyy

Days Unavailable

UNAVAILBLE

Numeric

3

Optional

 



 

Section G - Vans

Vehicles - Company Van Details

Information

P11D Field code

Type

Field Length

Inclusion

Pre-Format

Cubic Capacity

CC

Numeric

4

Not Required

 

Van Description

DESCRIPTIO

Character

50

Compulsory

 

Type of Fuel

FUEL

Numeric or Character

1



IGNORE


No Longer Required

A = All others

P = Petrol

D = Diesel 

L = Euro4

H = Hybrid

E = Electric

B = BiFuel

C = Retro

Zero Emissions Van

NOAPPCO2

Character

3

Optional

YES/NO

Vans older than 3 year

OLDVAN

Logical

1

Obsolete

 

Date van first registered

REGISTERED

Date

8

Compulsory

dd/mm/yyyy

Registration Number

R_NUMBER

Character

10

Key field

 



Vans (Van Assignments)

Information

P11D Field code

Type

Field

Length

Inclusion

Pre-Format

OpRA cash foregone fuel

CASHFGFUEL

Numeric

10

Optional



OpRA cash foregone van

CASHFGVAN

Numeric

10

Optional



Available from Date

FROM

Date

8

Compulsory

dd/mm/yyyy

Fuel Repaid

FUELPAID

Character

1

Optional

 

Payment of Fuel Scale Charge

FUELSCALE

Character

1

Optional

 

Made good value

MADEGOOD

Numeric

10

Not used


Mileage

MILEAGE

Numeric

10

Not used

 

Employee N I Number

NI_NUMBER

Character

10

Key field

 

Payroll Number

PAYROLL

Character

20

Key field

 

Restricted Private Use

RESTRICTED

Logical

1

Optional

 

Registration Number

R_NUMBER

Character

10

Key field

 

Shared Discount

SHAREDDISC

Numeric

10

Optional

 

Shared use

SHAREDUSE

Character

3

Optional



Available to Date

TO

Date

8

Compulsory

dd/mm/yyyy

Days Unavailable

UNAVAILBLE

Numeric

3

Optional

 



Section H - Interest free and low interest loans

Information

P11D Field code

Type

Field Length

Inclusion

Pre-Format

Number of Joint Borrowers

BORROW

Numeric

1

Optional

 

Cash Equivalent (Predetermined)

CASHEQV

Numeric

10

Optional

COMPLEX Loans Type only

Closing Balance

CLOSING

Numeric

10

Compulsory

 

Description of Loan

DESCRIPTIO

Character

50

Compulsory

 

Available from Date

FROM

Date

8

Compulsory

dd/mm/yyyy

Interest Payable

(Predetermined)

INTPAYABLE

Numeric

10

Optional

COMPLEX Loans Type only

Amount Made Good

MADEGOOD

Numeric

10

Optional

 

Maximum Balance

MAXIMUM

Numeric

10

Compulsory

 

N I Number

NI_NUMBER

Character

10

Key field

 

Additional Description

NOTES

Character

30

Optional

 

Opening Balance

OPENING

Numeric

10

Compulsory

 

Payroll Number

PAYROLL

Character

20

Key field

 

Tax payable value (Predetermined)

TAXTOPAY

Numeric

10

Optional

COMPLEX Loans Type only

Available to Date

TO

Date

8

Compulsory

dd/mm/yyyy




Section I - Private medical treatment or insurance

Information

P11D Field code

Type

Field Length

Inclusion

Pre-Format

OpRA cash foregone value

CASHFGONE

Numeric

10

Optional



Description of Benefit

DESCRIPTIO

Character

50

Compulsory

 

Available from Date

FROM

Date

8

Compulsory

dd/mm/yyyy

Amount Made Good

MADEGOOD

Numeric

10

Optional

 

NI Number

NI_NUMBER

Character

10

Key field

 

Additional Description

NOTES

Character

30

Optional

 

Payroll Number

PAYROLL

Character

20

Key field

 

Payrolled Value

PAYROLLED

Numeric

10

Optional



Premium Paid

PREMIUM

Numeric

10

Compulsory

 

Available to Date

TO

Date

8

Compulsory

dd/mm/yyyy



Section K - Services supplied

Information

P11D Field code

Type

Field Length

Inclusion

Pre-Format

OpRA cash foregone value

CASHFGONE

Numeric

10

Optional



Description of Benefit

DESCRIPTIO

Character

50

Compulsory

 

Available from Date

FROM

Date

8

Compulsory

dd/mm/yyyy

Amount Made Good

MADEGOOD

Numeric

10

Optional

 

NI Number

NI_NUMBER

Character

10

Key field

 

Additional Description

NOTES

Character

30

Optional

 

Payroll Number

PAYROLL

Character

20

Key field

 

Payrolled value

PAYROLLED

Numeric

10





Value of service

PREMIUM

Numeric

10

Compulsory

 

Available to Date

TO

Date

8

Compulsory

dd/mm/yyyy

Days Unavailable in year

UNAVAILBLE

Numeric

3

Optional

 



Section L - Assets placed at the employee's disposal

Information

P11D Field code

Type

Field Length

Inclusion

Pre-Format

OpRA cash foregone value

CASHFGONE

Numeric

10

Optional



Date placed

DATE

Date

8

Optional

dd/mm/yyyy

Description

DESCRIPTIO

Character

50

Compulsory

 

Available From Date

FROM

Date

8

Compulsory

dd/mm/yyyy

Amount Made Good

MADEGOOD

Numeric

10

Optional

 

Market Value

MKTVALUE

Numeric

10

Compulsory

 

NI Number

NI_NUMBER

Character

10

Key field

 

Notes

NOTES

Character

30

Optional

 

Other expenses value
OTHEREXP

Numeric

10

Optional



Payroll Number

PAYROLL

Character

20

Key field

 

Payrolled amount/value
PAYROLLED

Numeric

10

Optional



Rental Paid

RENTPAID

Numeric

10

Compulsory

 

Available To Date

TO

Date

8

Compulsory

dd/mm/yyyy



Section M - Other items

Information

P11D Field code

Type

Field Length

Inclusion

Pre-Format

Value of benefit

CASHEQV

Numeric

10

Compulsory

 

OpRA cash foregone value

CASHFGONE

Numeric

10

Optional



Benefit Date

DATE

Date

8

Optional

dd/mm/yyyy

Description of Benefit

DESCRIPTIO

Character

50

Compulsory

 

Amount Made Good

MADEGOOD

Numeric

10

Optional

 

NI Number

NI_NUMBER

Character

10

Key field

 

Additional Description

NOTES

Character

30

Optional

 

Payroll Number

PAYROLL

Character

20

Key field

 

Payrolled amount/value

PAYROLLED

Numeric

10

Optional





Section N - Expenses payments made to or on behalf of employees

Information

P11D Field code

Type

Field Length

Inclusion

Pre-Format

Value of Benefit/Expense

CASHEQV

Numeric

10

Compulsory

 

OpRA cash foregone value

CASHFGONE

Numeric

10

Optional



Benefit Date

DATE

Date

8

Compulsory

dd/mm/yyyy

Description of Benefit

DESCRIPTIO

Character

50

Compulsory

 

Amount Made Good

MADEGOOD

Numeric

10

Optional

 

N I Number

NI_NUMBER

Character

10

Key field

 

Additional Description

NOTES

Character

30

Optional

 

Payroll Number

PAYROLL

Character

20

Key field

 

Payrolled amount/value

PAYROLLED

Numeric

10

Optional




A step by step guide on how to import data is available here


Templates

You can download a zip file containing sample templates for each section from HERE