STEPS FOR GENERATING ITREG-FILE FOR AS WELL AS CREATING SARS TAX CERTIFICATES & THE CSV-file for

Transcription

1 sedert 1982 STEPS FOR GENERATING ITREG-FILE FOR AS WELL AS CREATING SARS TAX CERTIFICATES & THE CSV-file for 1. Start your reconciliation process by generating the ITREG-file for This file will contain all the details of employees without Income Tax Reference numbers, and enable you to register up to 100 employees at a time, via e@syfile. 2. Go to IRP5/IT3(a): Choose option B Export/Import Tax Reference Numbers and then choose option A Export ITREG file for Tax Reference Numbers.

2 3. The following screen wil be displayed. Select the tax year (2012), and ensure that the selected pay periods stretches from the first period in the tax year, up until the last period of your interim reconciliation (Eg. From March to August). Click on OK to continue. 4. The ITREG file will be created and stored in your data folder, eg. C:\Africa\PA1 OR PA2 or wherever your data is located. PLEASE DO NOT OPEN THIS FILE!!

3 5. For the next step, ensure that the above ITREG file is stored/moved to the same PC on which your software is installed. Ensure that you have the latest version of installed. 6. Import the ITREG file into and follow the necessary steps to register your employees. Click here for more information about registering employees via 7. After your employees have been registered, you will receive a CSV file via e@syfile. Save this file to your data folder, eg: C:\Africa\PA1 or PA2. PLEASE DO NOT OPEN THIS FILE!!! 8. In your Payroll program, go to IRP5/IT3(a), and select option B Export/Import Tax Reference Numbers and choose option B Import ITREG file with Tax Reference Numbers.

4 9. On the following screen, select the data folder where the CSV-file has been saved, select the file and click on Import. A message wil confirm that the numbers were imported succesfully. 10. If the employees could be validated, the program will import the tax reference numbers and copy them back to all the periods in the 2011 & 2012 tax years. The program will also display a list of employees that could not be verified, and whose tax reference numbers were not imported. You will need to register these employees manually with SARS, and update their records on the payroll accordingly.

5 CREATING INCOME TAX CERTIFICATES AND CSV-FILE FOR 1. Next, Print a Tax Check at Pay Input> Tax Check. Please ensure that the correct tax year dates and pay periods are selected. For the current submission, your From Pay Period should be the first pay period of your 2012 tax year (March 2011), and the To Pay Period should be the last period in August 2011 (or the last pay period that falls in your submission period). This report is used to verify employees' remuneration and tax figures for the year. The report's printout will consist of 9 columns, with 3 of them headed "Difference". If there are any amounts in any of these columns, it means there is a problem with the tax figures. Please contact Donkerhoek Data for assistance.

6 2. Print the Tax Setup to help you with the setup of the SARS codes (IRP5/IT3 (a) option> Print Tax Setup). Make sure that the correct tax year is selected at "Current Tax table". The tax setup screen. All fields will be listed, with the percentage taxable under certain fields where applicable, eg. overtime is 100% taxable, travel allowance is only 80% taxable, annual payments will be displayed with a "B".

7 3. Click IRP5 / IT3 (a)> C Setup SARS Codes. Select the pay periods for which to setup the SARS codes Select the tax year This is the tax year from March 2011 to February Also select the correct pay periods if those displayed in the given fields are not correct. For the current submission, your From Pay Period should be the first pay period of your 2012 tax year, and the To Pay Period should be the last period in August 2011 (or the last pay period that falls in your submission period). Click OK to continue. SARS Codes Screen If you have used Payroll Africa during a previous tax year, and you have used this method to create the tax certificates, click Copy Previous Year s Tax Setup. It will copy the previous year s tax codes. Note: If you copy the previous year s setup, please ensure that all the codes are setup correctly and still apply. The program displays all fields which existed during the selected tax year, together with their field numbers, descriptions, tax rates and taxable periods during which it existed.

8 To setup the applicable fields SARS code, double-click each field and select the type of tax code that applies. Then click the OK button. Choose the type of tax The appropriate codes will be displayed. The list on the right gives each SARS code's description. Click on the specific code and then OK. Choose the tax codes

9 Choose the RF indicator and click the OK button. (RF is the abbreviation for Retirement Fund, and is relevant to annuity funds). If no such funds are setup in the Payroll program, the first option should be selected. Choose the RF indicator After a code was allocated to all the relevant fields, click the OK button at the bottom of the screen. Please contact your auditor / bookkeeper if you are unsure about the different codes. 4. Before generating your IRP5-certificates, please ensure that you have indicated whether or not you are liable to pay SDL or not. If you are liable to pay SDL, please ensure that the SDLoption at Company Information is ticked.

10 5. Go to IRP5 / IT3 (a)> Print Certificates to create a certificate for each employee. NOTE: This option MUST be performed before the file can be created for the SARS e@syfile software. The program gives the option to enter a range of employees or groups. See note to the right. It is not necessary to enter employee numbers if you want to create certificates for all employees. Select the tax year and a printer (we recommend that the certificates be printed to file, since no other format of IRP5 s, except the new SARS e@syfile format may be issued to employees) The system will automatically complete the reconciliation period. The number represents the month of submission, i.e. August will be 08, and February will be 02. Click the OK button at the bottom of the screen. The system will do the necessary calculations to print the certificates. This process might take a while, as the entire tax year's figures are calculated per employee per pay period. At the end of the process, it is possible that an Error list will be displayed on the screen with messages of Employees who were active in pay periods with 0 income. No certificates will be created for these employees. Click to continue. If any Employee Information which is required for the IRP5/IT3a were incomplete, a second error list will be displayed. Please make sure that you print the list to File or to a printer. Contact Donkerhoek Data for assistance with the correction of these errors. Once the errors are corrected, the Print Certificate option must be done again. IRP5/IT3 (a) Certificates

11 6. Click IRP5 / IT3 (a)> Create file for SARS E@syFile: Create electronic e@syfile file Select the correct tax year (2012) and companies for which the.csv files should be created. Check the "Live" option, and select the drive where the data file will be stored in the boxes below. The.csv file is now created and ready to be imported into the SARS e@syfile software. This file can be found in the data drive (eg C: \ Africa \ pa1). The file name will appear with the company number, name, data directory and IRP (eg. 1-Donkerhoek Data_PA1_IRP5.2012).