Section E - Mileage Allowance (Privately owned cars) - Importing

Modified on Mon, 9 Sep at 1:03 PM

Data elements/fields available for importing into this section

Please refer to the guide - Importing data - What fields of data are available to import


For a video tutorial on how to import mileage allowance into the P11D Organiser please click on the link below:
Mileage Allowance


Step-by-step guide (importing data)

In order for the P11D Organiser system to import and calculate the benefit in kind value for mileage allowance payments in employees own cars, the system will need to hold the following information:-


Employee record
To assign the benefit to, using either NI Number or Payroll Number.
Car details
Using Car Registration Number - The details of the type of car the employee used for the journey (e.g. a Diesel Car with a engine size of 1999cc)
Mileage AllowanceMatching the employee record to the car record together with the dates of availability, amounts paid per mile, amount of mileage, any related payments (EXPENSES) the employee has received in addition to the mileage claim or any amounts that the employee has already paid themselves/made good (PRIVATEUSE)

An optional method of importing mileage vales on a regular basis, for example uploading monthly mileage values that will be cumulatively added & totalled.



IMPORT ROUTINE
IMPORT TYPE
FIELDS USED
EXAMPLE
Employee details ADD/UPDATE
Employee record
NI_NUMBER or PAYROLL
BB123456B
001234
Vehicles - Privately Owned vehicles
Details of the car
R_NUMBER
DESCRIPTIO
CC
FUEL
A13CAR
Employees own car
1999
D
E - Privately Owned Car – Business Mileage

Allocation of the car to the employee. Together with the totals for the Business MILEAGE, MILEAGE RATE,  EXPENSES
and PRIVATEUSE.




Importing of Mileage values when entered cumulatively.


R_NUMBER
NI_NUMBER
FROM
TO
MILEAGE
MILESRATE
EXPENSES
PRIVATEUSE


R_NUMBER
NI_NUMBER
FROM
TO
MILEAGE
MILESRATE
PRIVATE


A13CAR
BB123456B
06/04/2014
05/04/2015
12000
1
500
0


A13CAR
BB123456B
06/04/2014
06/05/2015
1000
1
2000




Vehicles - Privately Owned Vehicles


STEP 1 – IMPORT

Select FILE > IMPORT WIZARD (or use the system IMPORT icon to go to the Import wizard)


STEP 2 – ROUTINE

Select the Import routine to run: Vehicles: Privately owned vehicles - click NEXT 



STEP 3 - SELECT SOURCE FILE TO USE

Select the file from the list that you wish to import. If the file does not appear in the list click 'Browse' to navigate to the file location. You can use .CSV, .XLS and .XLSX files to import. 



If you have multiple sheets in your file, simply select which sheet you want to import and press OK. 


STEP 4 – MAP SOURCE DATA TO TARGET FIELD

Using the import template provided, the system will automatically configure and select the matching target field for the source data on the source file (header row displayed on the left will match the correct target field displayed on the right) Click NEXT



TIP: Use the "Reconfigure P11D Organiser target field name" button to assist with this "mapping" process.
Click NEXT

NOTE: If you are not using the template then you will need to manually select the correct target fields using the “MAP DATA COLUMNS” button. (These will initially be un-selected and displayed as ** EXCLUDED ** in the TARGET FIELD column)

CLICK HERE TO DOWNLOAD THE TEMPLATES

For more information on the mapping screen, please refer to the help article 
Importing Data


STEP 5 – TARGET FIELD & DATA VALIDATION 

The system will display the data in a table. A key ID selection of R_NUMBER will be set as the unique reference for asset/car.


GREEN 

records are EXISTING cars in the system asset database (recognized by their R_NUMBER)

WHITE

records are NEW cars to be added to the system asset database (not recognized by their R_NUMBER)


Clicking the NEXT button, the system will begin to validate the data and any records failing validation rules will be referred to in a series of pop-up messages. Any resulting invalid records will be removed and saved to an error log file at the end of the import process. 


STEP 6 – COMMIT DATA CHANGE

The system will now commit the data & create the benefit records. The system will confirm the numbers of records to be added & updated and the total number of records from the source file.  

If you would like to input some notes on the import you can do so in the Notes box inside of the window. Those notes will then be visible in the 'Log Files' screen.


CLICK FINISH


STEP 7 – DEALING WITH ERRORS 

ERRORS HANDLING 

Any records removed during the validation process will be saved as an “Error file”
These error files can then be viewed and saved in MS EXCEL. Having made the necessary corrections and changes to the invalid records contained in the "error file" it can be used as a new source file to import the corrected records and complete the import for ALL RECORDS (initial load plus the subsequent "fixed" error records)


SaveAS will allow you to save the error file to open and edit from File Explorer.



Mileage Allowance - Privately Owned Car business mileage payments


STEP 1 – IMPORT

Select FILE > IMPORT WIZARD (or use the system IMPORT icon to go to the Import wizard)


STEP 2 – ROUTINE

Select the Import routine to run: E: Mileage Allowance - Privately Owned Car business mileage payments, click NEXT


Click NEXT


STEP 3 - SELECT SOURCE FILE TO USE

Navigate to where the file that you would like to import is and double click or click Open. You can use .CSV, .XLS and .XLSX files to import.


If you have multiple sheets in your file, simply select which sheet you want to import and press OK.



STEP 4 – MAP SOURCE DATA TO TARGET FIELD

Using the import template provided, the system will automatically configure and select the matching target field for the source data on the source file (header row displayed on the left will match the correct target field displayed on the right) Click NEXT

TIP: Use the "Reconfigure P11D Organiser target field name" button to assist with this "mapping" process.


NOTE: If you are not using the template then you will need to manually select the correct target fields using the “MAP DATA COLUMNS” button. (These will initially be un-selected and displayed as ** EXCLUDED ** in the TARGET FIELD column) -


CLICK HERE  TO DOWNLOAD THE TEMPLATES


For more information on the mapping screen, please refer to the help article Importing Data


STEP 5 – TARGET FIELD & DATA VALIDATION 

The system will display the data in a table. A key ID selection of PAYROLL or R_NUMBER can be selected as the unique reference for the routine.


GREEN 

records are EXISTING mileage records in the system database (recognized by their R_NUMBER and PAYROLL)

WHITE

records are NEW mileage records to be added to the system database (recognized by their R_NUMBER and PAYROLL)

YELLOW 

records are NEW vehicle records where there is no existing car details record in the system so the benefit allocation cannot be made (not recognized by R_NUMBER)

PURPLE 

records are NEW employees, there is no existing employee record in the system so the benefit allocation cannot be made (not recognized by NI_NUMBER or PAYROLL number)



Clicking the NEXT button, the system will begin to validate the data and any records failing validation rules will be referred to in a series of pop-up messages. Any resulting invalid records will be removed and saved to an error log file at the end of the import process. 


STEP 6 – COMMIT DATA CHANGE

The system will now commit the data & create the benefit records. The system will confirm the numbers of records to be added & updated and the total number of records from the source file.

If you would like to input some notes on the import you can do so in the Notes box inside of the window. Those notes will then be visible in the 'Log Files' screen.

  

CLICK FINISH


STEP 7 – EXIT IMPORT ROUTINE OR DEAL WITH ERRORS 

EXIT IMPORT

If your file contained no errors that need to be re-imported, simply click CANCEL to exit from the import wizard and return to the main P11D Organiser system.

ERRORS HANDLING 

Any records removed during the validation process will be saved as an “Error file”
These error files can then be viewed and saved in MS EXCEL. Having made the necessary corrections and changes to the invalid records contained in the "error file" it can be used as a new source file to import the corrected records and complete the import for ALL RECORDS (initial load plus the subsequent "fixed" error records)


SaveAS will allow you to save the error file to open and edit from File Explorer.

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