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 Allowance	Matching 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

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)

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

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