We have changed payroll numbers, how can I update the system?

Background

You have updated your payroll system, and all employee now have a new payroll number, and you are looking to update the P11D Organiser to match.

Step 1

To begin you will need to obtain a list of all the new payroll numbers and the relevant employee NI numbers in a CSV or Excel file. You do not need any other data in the file, just those two columns (this will prevent any accidental data updates) - ideally this would come out of the payroll system. However, if you can't get an extract, you could export all of your employees from the P11D Organiser to a spreadsheet (All Employees with Associated Details), retain the two necessary columns, and just update the payroll numbers. For example, if you have just added "90" to the start of all payroll numbers, this is a fairly simple Excel exercise.

Step 2

Before starting the update process, we would recommend that you backup the system (Admin > Backup P11D data to ZIP)

Step 3

You would then use the employee import routine, and select option 2 - Employee details UPDATE only

Step 4

In the import routine, once you have selected your file, you would ensure that you have selected NI Number as the key field for the import. You should also see that all the lines are marked in green, denoting they are being updated.

This will then update all the employees in the system, allocating their new payroll number based on their NI Number