This guide will step you through some of the import routines of the P11D Organiser using some sample data files – this is purely aimed as a demonstration of the import process; it does not attempt to fully expose the power of the import validation process.
Download the Data Samples
We have prepared three sample files for you to use, the ‘employee’ file is essential, the others simply show samples from different sections. These files can be downloaded from the links at the bottom of the page, they are:
|Employees.csv||A file containing 50 employees and their associated data|
|Medical.csv||A file containing a sample private health data|
|Cars.csv||A file containing cars and car allocations for some employees|
We will assume that you have already installed and run the P11D Organiser and have a company set up for 2016-2017 Tax year. It is not important if you have already manually entered some employee information into the system, the import routines will simply add data to the existing company.
Click the Employer icon on the top tool bar
Then select the ‘Import Wizard’ icon
From the list that is shown, select ‘1 Employee Details ADD/UPDATE’ and click ‘Next’ and select the ‘Employees.csv’ file from the location of the saved file.
You should be presented a screen similar to the one shown below – this confirms that the data in the spreadsheet (shown on the left) is being imported into the correct areas of the P11D Organiser database (shown on the right). Click ‘Next’.
The next screen simply previews the import, click ‘Next’ again and you will be presented a confirmation of the actions about to be undertaken (adding 50 employees). Click ‘Finish’ and approve the action and the file will be imported.
Congratulations, you will now have at least 50 employees in your database – this can be confirmed by clicking on the ‘List Employees’ icon on the top menu bar, where the system will build a list of all the employees in the selected company.
Importing Medical Benefits
Follow the same steps as before to select the employer and invoke the import wizard, but this time select section ‘I Private medical treatment or insurance’ from the list, select ‘I Private medical treatment or insurance’ from the next screen and select the file you downloaded named ‘Medical.csv’.
The import process will follow exactly the same process as that for employees including a preview of what medical benefits are being imported.
Once complete you can check that medical benefits have been assigned by following the steps to list all employees (as above), but then double clicking on an employee from the list. This will show all of the employees personal details, but clicking on the little ‘medical’ icon in the top toolbar will display their medical benefits.
Importing Company Cars
Follow the same steps as before to select the employer and invoke the import wizard, but this time select section ‘F Cars and car fuel’ from the first screen.
Initially we are going to import the vehicle details – these are the basic calculation points for company cars, such as the fuel type, price and CO2. At this stage we are not telling the system who has used which car, the will be stage two.
Select the fourth option down in the list ‘F cars and car fuel – car details’ and select the Cars.csv file you downloaded earlier. Step through the import process as you have in the other examples, and you will have imported 50 vehicles into the system.
The next stage is to allocate these cars to the employees. Proceed exactly as the previous import, but at stage two, select ‘F- cars and car fuel – First Company Car’, but select the same ‘cars.csv’ spreadsheet – the P11D Organiser will select the correct allocation data from the sheet and assign the cars.
Once the process has completed, you can check the allocation of the cars in the same way as you checked Medical, but to view the car allocation, click the ‘Car’ icon in the top toolbar.
Viewing a P11D
Whilst the employee is selected, you can view the P11D for that employee by clicking on the ‘Reports’ icon in the lower right of the window.
Then select the ‘P11D Facsimile 2015/2016’ from the list, then ‘Next’ and leave ‘This Employee’ selected and click ‘Next’ again, and finally ‘Finish’ to see the P11D displayed on screen.