Important Note


The evaluation version of the Hosted P11D Organiser is a publicly facing version of the software - this means that multiple people *may* have access at any one time. Please use this evaluation version of the software to look over the functionality - DO NOT put any personally identifiable information into the software and DO NOT attempt to use it for live work or with real data. 


The data and environment will be 'renewed' on a regular basis meaning anything you have entered will be erased, but we can't guarantee deletion on a set schedule.





Logging In

You can either click this link or navigate to https://www.myp11d.com/p11d to get to the main login page - you will receive an email containing a username a password to use during your evaluation. The login screen should look similar to the one shown below:




Initial Screen

To provide the necessary data security, all imports and exports from the Hosted P11D Organiser are handled through a secure 'DataExchange' window, this allows the upload and download of data to our secure data centres. After logging in, you will be taken to the DataExchange web site where you will be able to upload and download data.



To get started using the P11D Organiser, go to the 'Menu' in the top right of the screen and select 'Launch P11D Organiser'


This will open a new tab within your browser and start the P11D Organiser software and you will initially be presented with a screen saying that the software does not support the current tax year (this is a restriction of the demonstration version) - just click OK and you will be taken to the standard login screen.



The notes below will give you a basic overview of the software navigation.


System Navigation

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: -


Primary Toolbar



Employer Screen

Employee Screen

Find Screen

P11D Benefits Profile Screen



Secondary Toolbars

These icons will differ depending on the primary location selected (as above); the ones below are from the Employer Screen.




Benefits Toolbar

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. 


Additional sections can be exposed and added by clicking the drop-down Section List




Evaluation Employer

There is already a demonstration company set up in the system (P11D Evaluation Company Ltd), and there is one employee with benefits ready for you to view. 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).



Finding Employees

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 the 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 criteria. e.g.

  • Change the drop-down to search within the Surname field
  • Type in the letter “A” in the adjacent box and the system will display – Abbot 
  • Abbot being the first Surname beginning with “A” in the company/system
  • If you click on the “Find” Button only the records for "Abbot" will be displayed.

To prevent this happening, once the display appears thus – Abbott; press the delete key on your keyboard to leave just “A” 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 “A”.




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.


 


Setup Filter

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.



Assigning Benefits

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


If you have made a mistake on the company car setup screen, click on the description of the vehicle on the overview screen and then right click your mouse.


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 OK 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 tabs that need attention include:

  • Price for Tax Purposes

On this first tab 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”).



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 "OK" button.


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.




Importing Data

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 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, and select from the correct field.



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.


For more detailed instructions on importing data into the hosted P11D Organiser, please click here.



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




From the Employer Level
By clicking on the £ icon from the employer level you obtain an overview of the current benefits assigned to all employees



Reports Wizard


A full range of reports that the system provides is available by clicking the Reports Wizard (Printer) icon. Reports can be created for individual employees, the entire company or specific "lookups" or groups of employees. They can be sent to print, screen, sent as email attachments or saved to file.

The available reports are categorised into 6 specific areas:-





Employer Reports

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.

 

Employee Reports

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 



Benefits Statement

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

 

Periodic Reports

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)
  • P46(car) REPRINT 
  • P46(car) Movements report
  • Car benefit Fuel VAT report



Fleet Reports

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) 



Reporting Options

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
  • Everybody


Filters

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.