Below is a quick guide to using the P11D Organiser system, and is intended to get you up and running as quickly as possible. All of the icons and tools in the system have “tool tips” enabled which clearly describe their functions.
Upon starting the system you will be presented with the logon screen. Here you can view your licence registration details and select the tax year in which you wish to work.
If this is the first time you have used the software, use the initial password provided with your activation information and you will be invited to set a new password after clicking the OK button. If you forget your password, click the "forgotten password" link and you will be sent a reset password to the email address you supply on the reset page.
There are three toolbars that allow you access to navigate to different parts of the system. These toolbars are docked at the top of the main window and are as follows: -
|Employer Screen||Employee Screen||Find Screen|
These icons will differ depending on the primary location selected (as above); the ones below are from the Employer Screen.
The ones below are from the Employee Screen. This toolbar serves three purposes:
- It visually represents which benefits have been allocated at an employer or employee level. Allocated benefits are coloured or lit up. Unallocated sections to an individual are grey and unlit at the employee level
- At the employee level it allows quick access to the P11D sections already allocated to employees, to add new benefit records or to edit existing benefit records.
- It can be used to create groups of employees in receipt of a common P11D benefit from the Find and Employer screens.
NB: The toolbar will only show the P11D sections already allocated to employees within the company..
Additional sections can be exposed and added by clicking the drop-down Section List
Adding Employer Records
If this is the first time you are installing the P11D Organiser, you will be presented with the Connect to Payroll screen. If you do not wish to use this function, click cancel and you will be presented with the Add Employer Screen, which is where you set up your Employer details – simply fill in the required details and save your "Employer details" record.
Having saved the employer details, you will then be asked whether you want to start adding employee details. You can amend or add new employer records by clicking on the "Employer" Icon from the Primary Toolbar. This action takes you to the Employer screen where you can add, edit or delete employer records.
You can view a list of employers in the system by clicking on the browse icon on the Employer Screen.
Adding Employee Records
This screen allows you to manually enter the relevant information you wish to store relating to an employee. There are additional tabs where further employee information can be entered should that be required. If you have a lot of employees you can use the systems import functionality to import this data. After saving the record you can return to the Employee screen by clicking on the "Employee" icon in the Primary Toolbar. You can also add edit and delete employee records from here.
You can view a list of employees selected from the Find screen by clicking on the "Browse" icon on the Employee Screen, you can also use the arrow icons to browse through this list.
To obtain a full list of all employees for the employer click on the Build "list of all employees" icon found in the secondary toolbar (see below).
The most common method for getting information into the P11D Organiser is via data import. The P11D Organiser uses an ‘Import Wizard’ to walk you through the import process for any kind of data. Time spent in the preparation of the import files and then saved as a "CSV" format is important to ensure a smooth import. There is a separate document available that helps with import files and their preparation.
The import process is very similar for all types of data, the data is validated with errors being flagged and removed where possible.
The system needs a key piece of information to ‘link’ all the relevant imported data together (either a National Insurance Number or a Payroll Number) – we’d recommend a payroll number as it can be guaranteed to be unique.
There is a wide range of information that can be imported about an employee, but you must include your employee's name and National Insurance number or if you don't know the employee's National Insurance number, you must provide their date of birth and gender.
Using the Import Wizard to upload data
When at the employer level, select Import Wizard from the file menu or select the import wizard icon from the toolbar, you will then be presented with a screen which details all of the import routines available.
Select the required import routine or P11D section, and click “next” to be taken to a screen where you can select the file you want to import.
You will then be presented the ‘data mapping’ window, with the columns from your spreadsheet displayed on the left, and the mapped system columns on the right. The P11D Organiser will try to map these automatically, but should you need to map some data manually, just double click the relevant line (or click Map Data Colmns button
Select from the available target fields.
Click OK when finished mapping to return to the overview s.
Clicking “next” will take you to the screen of the import wizard where you can choose the ‘key field’ from the top drop down, and any issues will be flagged.
The system will walk you through the process, and you can amend data on the way if necessary or remove any invalid records to an excluded list or "Error records"
Once complete, clicking the “Finish” button will commit the data to the data base.
Clicking on the "Find employees" icon in the Primary Toolbar. Here you can search for an individual person (or a group of people) by various criteria, the main ones being Surname, National Insurance Number and Payroll Number. You can choose your favoured search criteria by clicking on the drop-down next to the Find Label. Then start typing the first few characters of what you are searching for. The system will start to auto fill the White Box with the first description found that matches that criterion. e.g.
- Change the drop down to search within the Surname field
- Type in the letter “S” in the adjacent box and the system will display – Saddler
- Saddler being the first Surname beginning with “S” in the company/system
- If you click on the “Find” Button only Saddler will be displayed.
To prevent this happening, once the display appears thus – Saddler; press the delete key on your keyboard to leave just “S” showing in the Search Criteria & then click on the “Find" button. This way you will achieve a lookup for all employees in the company/system whose surname begins with the letter “S”.
List of Matching Employees
After executing a search you are presented with a list of all matching employees. This list is called the active lookup and you can further refine this list by going back to the Find screen and applying fresh search criteria to this active lookup. You can move through the list by clicking on the arrow keys in the lower right hand toolbar.
Please note that the Red Cross does not delete the highlighted employee, it only removes them from the active lookup.
An important icon that is found in the secondary toolbar is the "Build list of all employees" icon. This button replaces any current active lookups and builds a new list of all employees for the selected employer.
By clicking on the Setup Filter Icon you arrive at the Setup Filter Screen. Here you can search against further criteria such as:-
- Leavers / Starters
- Employees WITH / WITHOUT an email address
- Employees WITH / WITHOUT P11D or P9D benefits
- Duplicate NI Numbers
- Printed P11D's / Un-Printed P11D's
- Employees with modified benefits and expenses
- Employees that have been marked as exempt for Class 1A NIC
You can also search across date ranges under the more options tab, and group together employees in receipt of common benefits from the Benefits tab. These searches can be applied to existing lookups that you have already created using the "Find employees" screen.
You can assign benefits and expenses records by using the Benefits Toolbar from the Employee level of the system (either from the Employee Screen or the Employee List Screen).
If a P11D benefit has previously been assigned to another employee within the same employer, then a ‘dimmed’ benefit icon will appear to reflect the overall benefit profile of the company. You can then either click on the icon representing the benefit you wish to add or if this has not previously been used you can choose the P11D section by clicking on the Benefit Letter Drop-down. (as pic below)
Assigning a Company Car Benefit to an Employee
Click the Company car icon or select F from the Benefit Letter Drop-down. This takes you to the company car and car fuel overview screen. Click the Add button to go to the Company Car setup screen.
Company Car Setup Screen
The first step in adding a car is to describe the vehicle properties; these are fixed attributes of the company car such as:
- Registration Number
- Make and model
- Fuel Type
- List Price
- CO2 emissions figure
- Electric Range (where appropriate)
If you have made a mistake on the company car setup screen, edit the car record and then use the Modify Asset button.
Company Car Calculation Screen
The Type of Car will almost always be “Cars and car fuel - First Company Car” as this represents an employee having only one company car at any time. Once the information has been entered click SAVE to move to the car screen, this is where the vehicle is allocated to an employee.
The benefit due on a company car is the most complicated cash equivalent to derive involving many steps of calculation. The five areas that need attention include:
- Price for Tax Purposes
Enter details of any accessories costing more than £100 added to the vehicle after it was first made available to the employee.
Also enter any lump sum capital contributions that the employee may have paid towards the provisioning of the vehicle.
- CO2 and Availability
Enter the relevant information related to the availability of the vehicle, the system will also automatically calculate the percentage discount based on the vehicle's CO2 emissions figure and fuel type.
- Any Other Discount
Private use contributions are entered here. Enter the value of any private use contributions made by the employee towards the specific vehicle allocation after the end of the tax year.
- Fuel Settings
Indicate whether or not fuel for private use was provided with the car. Indicate also whether or not the employee pays for all fuel used for private motoring e.g. Fuel provided set as "YES" and Fuel paid set as "NO" will set a fuel scale charge as payable by the employee.
- P46 Car
Enter the frequency and amount of any regular private use contributions here. These details are only used for P46(car) reporting to HMRC as part of an on-line FBI P46(car) transmission.
NOTE: Leave the Reason for P46(car) field set as “Auto generate P46 (car) when required”. In nearly all instances the system will automatically know the P46(car) status. The only times you have to set the status manually are when the car was first allocated on 6th April (set to “Car is provided for first time”) or when the car was actually withdrawn on 5th April – (set to “Car has been withdrawn”).
NOTE: From April 2018, if you are payrolling the benefit in kind for cars and car fuel, then the P46(car) routine will exclude those people not excluded from "Payrolling" from the submission process.
Cars and Car Fuel Overview Screen
Clicking OK to save the record will return you to the company car and car fuel overview screen which now shows the company car that has just been allocated. You can add a new car, edit an existing car allocation or delete a car entry from this screen.
The system will not allow for any overlapping dates of car allocation and will pop up message prompts warning you of such occurrences. Wherever possible the message prompts will ask you whether you wish the system to make automatic adjustments for you.
If you have made a mistake on the car calculation screen, click on the edit button to make and changes to the information stored in any of the five available calculation "tabs"
Assigning a Medical Benefit to a Group of Employees
It is possible to assign a benefit to a group of employees at one time by initially creating a lookup of a group of employees using the Find screen (see above). Once the lookup is made, select the letter I from the Benefit Letter Drop-down, this will take you to the Private Medical treatment overview screen.
Clicking the add button will take you to the setup screen for Private Medical treatment and display any previously entered medical benefit descriptions.
Select the benefit type you wish to assign to the group and then click the OK button to be taken to the benefit entry screen and enter the amount of the premium and the dates of availability. To allocate this benefit to the previously created "lookup" of employees, click on the “This Lookup” button.
Alternatively, to only assign to the specifically named employee, click the "Save" button (uncheck the "Save for this lookup" check-box)
This returns you to the benefits overview screen where you can add a new record or edit or delete an existing record. You can also browse through the group you created from the Find screen by clicking on the Left and Right arrows.
Benefits Profile Screen
The benefit profile screen is used to display the existing benefit records held in the system. It can be accessed at employer, employee or find levels of the system and has particular functionality for each of these three areas
From the Employee Level
By clicking on the £ icon from the employee level you can obtain an overview of the current benefits assigned to an employee
By clicking on the £ icon from the employer level you obtain an overview of the current benefits assigned to all employees
Year End Checks
Once you have input your data you will be ready to preview/print your reports, however before you start on the year-end reporting it is best practice to get the system to recalculate all the benefits. The recalculate function in initiated from the “Tools” menu (or by pressing the F11 function key) and selecting the scope of “Everybody”. This ensures that benefits across all employers will be recalculated.
Other housekeeping measures you may consider taking before performing your end of year reporting include:
- Align benefits to employee’s Date of Commencement
- Align benefits to employee’s Date of Leaving
- Resolve any duplicate or invalid National Insurance numbers found by using the Setup Filter
The available reports are categorised into 6 specific areas:-
The P11D(b) report can be previewed, printed, sent to a file or emailed from here. Further employer Class 1A NIC breakdown reports are also available from this area.
- P11D(b) Employers Declaration
- Class 1A NIC reports (by P11D section, Costcentre & employee)
- Employee listings including Taxable values etc.
The Employee P11D benefits statement report can be previewed, printed, sent to a file or emailed from here.
If you access the Reports Wizard from the employee level you get a restricted view of employee based reports only. These include:
- P11D form (full & part)
- Benefits Statement (classic & modern styles)
- P46(car) form
- ITEPA Expenses claim
- ITEPA Business mileage claim
We advocate the use of the Benefits Statement as a substitute to the official P11D – the Benefits Statement has many advantages over the P11D including: -
- Having the employee address on it for easy postal mailing
- Being able to include your company logo onto the statement
- Condensing the reportable benefits to those the employee actually received
- The addition of customisable explanatory notes into the statement
- The ability to add separate notes into the body of an accompanying email
The P46(car) report can be previewed, printed, sent to a file or emailed from here. Additional reports available from this category include:
- P46(car) REPRINT
- P46(car) Movements report
- Car benefit Fuel VAT report
Company car specific reports report can be previewed, printed, sent to a file or emailed from here. Additional reports available from this category include:
- Car movements report
- Private use contributions
- Capital contributions
- Car benefit Private Fuel
HMRC Amendments Reports
As HMRC only allow one end of year FBI Gateway return, any subsequent errors, omissions or corrections need to be sent in in Printed form. The amendment P11D Facsimile report is HMRC approved and should be sent along with an explanatory letter to report changes to HMRC. The reports contain a "Amendment" watermark as required by HMRC.
- P11D Facsimile (Amendment to be sent to HMRC)
- P11D Benefit statement (Amendment to be used for employees)
Further sorting options can be accessed by clicking on the View Reporting Options icon, where you can set the scope for the output of the reports to:
- This employee
- This lookup
- This employer
Using filters is a great way of capturing a specific batch of employees with a particular delivery option in mind. For example, you can create a lookup of employees without email addresses (or leavers) using the Setup Filter and decide to print forms for just this lookup.
Similarly, you can use the "Setup Filter" to create an active lookup for a group of all employees with an email address and send this particular "active lookup" of employees their benefit statement forms using the system's inbuilt email functionality.
File By Internet (FBI)
The system has the facility to file your return to HMRC via the internet through the Government Gateway. To access the File By Internet screen, navigate to “HMRC Filing> 3. EOY filing by internet - FBI” or go to the Employer level and click on the FBI icon in the Employer’s secondary toolbar.
You organise your submission before you submit it live by clicking the “Prepare Submission” button. Once prepared and when you are ready to perform a live submission, click on the "Send Submission" button.
NOTE: HMRC only allow one end of year gateway submission opportunity, please be sure to use the "Prepare Submission" option first and ensure that the return is as intended and as complete as possible before using the "Send Submission" option to make the live submission to the HMRC Gateway.
During first submission or whenever the Gateway credentials need setting you will be presented with the following dialogue
You will need to provide the following before the submission will suceed: -
- Return email address
- Government Gateway Sender ID
- Government Gateway Password