Data elements/fields available for importing into this section

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


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
E 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

GOTO IMPORTING AREA
Select FILE > IMPORT WIZARD (or use the system IMPORT icon to go to the Import wizard

ROUTINE

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

SELECT SOURCE FOLDER TO USE
Navigate to and select the location of the folder that contains the import .CSV file to be used in the import process




The system will also display all other spreadsheet import files that are saved in the the same directory.


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 CSV file (header row displayed on the left will match the correct target field displayed on the right).


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 “TARGET FIELD SELECTON” button. (These will initially be un-selected and displayed as ** EXCLUDED ** in the TARGET FIELD column) - CLICK HERE TO DOWNLOAD THE TEMPLATES


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.




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.  


NOTE - Backup DATAFolder is recommended as it gives you a restore point prior to committing the changes being made during the import.

CLICK FINISH

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.


Click CANCEL to to exit from the import wizard and return to the main P11D Organiser system.

VALIDATION & REJECTED RECORDS
Any records removed during the validation process will be saved to a “Import Error file”

These error files can then be viewed in EXCEL, and then, having made any necessary corrections and changes to the data file, re-imported to complete the import for ALL RECORDS.
Alternatively, use the SaveAS button to save the .dbf file as a CSV or XLS spreadsheet to your PC and work on it independently before re-importing.




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.




Mileage Allowance


GOTO IMPORTING AREA
Select FILE > IMPORT WIZARD (or use the system IMPORT icon to go to the Import wizard)
ROUTINE
Select the Import routine to run: E: Mileage Allowance - Privately owned car business mileage payments,  click NEXT



SELECT SOURCE DATA FILE TO USE
Navigate to and select the import .CSV file to be used in the import process

The system will also display all other spreadsheet import files that are saved in the the same directory.


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 CSV file (header row displayed on the left will match the correct target field displayed on the right)


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 “TARGET FIELD SELECTON” button. (These will initially be un-selected and displayed as ** EXCLUDED ** in the TARGET FIELD column) - CLICK HERE TO DOWNLOAD THE TEMPLATES


 

TARGET FIELD & DATA VALIDATION
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.

Validation has removed 2 unrecognized payroll number records



Validation has removed 1 unrecognized reg number records


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.  


NOTE - Backup DATAFolder is recommended as it gives you a restore point prior to committing the changes being made during the import.

CLICK FINISH




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)


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.