Initiating the Create New Year Process
Whilst already logged into the system, select Tools>Year end>3. Open new tax year
This will initiate to create new year process and invite you archive the old year and merge into the newly created year any Benefit In Kinds that cross tax years - e.g Cars, Loans, Relocation Expenses, etc.
The aim is to clean up the system databases per tax year and then roll employee & benefit data into the following tax year. The archive screen gives you the option to defer this process until you have finished preparing the previous tax year's return.
Note: This archiving process is mandatory if you are moving from a tax year that is before the expected P11D return year or the current tax year - and no option to defer will be provided in this circumstance.
During the archiving process, it will blank salary information (even though this was for the £8500 P9D Test, which became obsolete after 2015-16 Tax year).
Clicking the Ok button will begin the archive process & the system will confirm the number of records archived. You can choose to backup your data ahead of this process to allow you restore the pre-archived position (should you need this) - simply click the Backup DATA folder on the form before pressing Ok.
NOTE: Archived years records CAN still be accessed and changes made. (A warning pop-up message will be displayed only)
Merge (roll forward) benefits from previous tax year
Having successfully run the archive routine, the system will then offer to roll forward benefits from the previous Tax year and the Merge Benefit screen will be displayed.
The system will merge benefit records that are of a fixed type (cars, vans, medical insurance etc.) Any such records that were allocated on the 5th April of the preceding Tax year, are reallocated for the whole of the new Tax year. (from 6th April to 5th April in the new year)
Select the desired benefit type to merge and click the OK button to merge the selected benefit type, the system will display a pop-up dialogue box to confirm the merge and the successfully merged benefit type will then be removed from the list.
Repeat this merge process for each benefit type if required. (some users prefer to merge only company cars to facilitate P46 (car) reporting in the new Tax year)
Once all of the benefit types have been successfully merged, click the Cancel button and you will be taken to the “Find Employees” screen for the new Tax year.
There are a number of additional settings that can be applied:-
- Check date of leaving DOL – This should be checked to ensure that only current employee records are merged, leaving the “leavers” behind in the previous year.
- Benefit Types – Benefit records are merged per benefit section so a selection must be made for each benefit type and then click OK to merge each type separately.
- Merge benefit for all Employers – Ensure that you check this box if you have more than one PAYE reference (Employer) record otherwise the merge will only be made for the displayed employer.
NOTE: Users who have a number of “Employers” in their system can check the box (if required) to allow for the merging of that benefit type for ALL EMPLOYERS rather than one at a time. It is recommended to check that each benefit type has successfully merged, as the benefits displayed are representative of the original Employer you log into unless the "Merge All Employers" checkbox is ticked, when the benefits section list is refreshed to show all benefit sections from all employers.
Merge (roll forward) benefits from the previous tax year for a single employee only
Beyond the general merge option which runs at employer level, the software can also roll forward/merge benefits at employee level. This is particularly useful where the global employer merge routine has already been completed and there have been subsequent changes in the previous tax year to individual employee/benefit records.
Example; benefits have already been merged forward globally but employee had a replacement car provided and the record was added after the year end & merge has been carried out.
The current "merged" car record already existing in the system as shown below:-
A replacement car record was subsequently added in the previous tax year as below:-
From the tax year you wish to bring benefits into, select the merge tool from the system toolbar
Confirm "Yes" to the resulting pop-up to again merge the benefit record
The individual merge routine is now complete in this example, the system has replaced the vehicle record from the previous car record (NISSAN PRIMERA) with the revised amended/corrected car (FORD FOCUS ST)