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Dokumentation

HIECPAY0 - SMART PAYE: Payroll Submission

Purpose

This program allows you to create Payroll Submissionsfor uploading to ROS (Revenue Online Services). Payroll Submissions can be created for four business reasons;

• New

• Clean Sweep

• Re-submission

• Correction

There are also two files that are created by ROS when they receive a Payroll Submission.

• 'Acknowledgement'

When a Payroll Submission is uploaded into ROS, it is immediately checked for formatting errors and an 'Acknowledgement' file is returned to you. The status of the 'Acknowledgement' will either be ACCEPTED or REJECTED.

The 'Acknowledgement' file can be loaded back into SAP using this option.

• 'Submission Response'

When a Payroll Submission is uploaded into ROS, and has been accepted, it will be loaded into the back-end system and checked for invalid payslips, payslip warnings and validation errors. At this point a 'Response' file will returned to you containing four totals (across the Payroll Submission); Tax, PRSI, USC and LPT and all the invalid payslips, payslip warnings and validation errors that are relevant.

The 'Submission Response' file can be loaded back into SAP using this option.

There is one more file that can be requested to be created by ROS, whenever a user wants, to reconcile their data for a specific Payroll Run Reference.

• 'Pay Run Response '

When a Pay Run has been completely uploaded into ROS, each of the Payroll Submissions within that Pay Run will have been loaded into the back-end system. At this point a 'Pay Run Response' can be requested to help customer reconcile their data in ROS and their data in SAP (across multiple Payroll Submissions - but for a single Pay Run Reference); The file returns Tax, PRSI, USC and LPT, submission totals and employee summary totals and all the validation errors that are relevant.

The 'Pay Run Response' file can be loaded back into SAP using this option.

An employer should run this program every time they run a payroll and the resulting file should be uploaded to ROS on or before the pay date.

Due to the 10MB file size constraints enforced by ROS, the default file format for the Payroll Submissions is JSON (i.e. the files will be created in JSON format with a ".json" file extension). But customers need to be aware that 15,000 employees in a single file will probably be in excess of 10MB, so customers should aim to process a maximum of 10,000 employees in a single payroll submission.

XML file format is available too, but it is only appropriate for smaller customers and/or testing.

Integration

Prerequisites

Customers must have already made the necessary customizing changes in detailed in the SMART PAYE Implementation Guide (see note 2687225).

Features

Selection

Period Selection:

Mandatory selection fields (Payroll Areaand Pay Period) that determine which Pay Periodwill have data submitted.

Selection:

Mandatory selection field Payroll Areamust be used to define Personnel Numbers thatwill have data submitted.

The report is designed to be run for a group of employees with the same payroll period modifier and pay date. These are associated directly with Payroll Area, so customers must run a Payroll Submission for one (or more) payroll areas. If the report is run for multiple payroll areas, then each payroll area must have the same payroll frequency and have a pay date that falls in the same tax period (i.e. Month 1).

The other selection fields (i.e. Personnel Number, Company Code, Organisational Unit etc) are available and can be used, in any way you wish, to choose a subset of the employees that have been already selected by using the Payroll Areaselection field.

IMPORTANTLY: Removing leavers (i.e. selection based on Employment Status) is not advised. Employees that have left employment, but receive a payment this pay period (after leaving) must still be included in the Payroll Submission for this month.

File Options

There are four radio buttons that generate out-going files

• New Payroll Submission

• This option allows you to create a Payroll Submission file(s)

• Re-submission (ERN is mandatory for re-submission)

• This option allows you to re-create a Payroll Submission file, if it has been corrupted, deleted or lost.

• Clean sweep

• This option allows you to create a Payroll Submission file(s), but just for anyone that has been payrolled this Tax Year that has not already had a Payroll Submission file sent. (The employee’s Accounted To Date is held on a new database table PAIE_CS which is updated whenever payroll is run in live mode.)

• Correction

• This option allows you to create a Correction to an existing Payroll Submission file, that has been uploaded into ROS and has been returned with invalid payslips or validation errors. You must have already loaded the 'Response' for that failed Payroll Submission before you can run a Correction run for a failed submission.

There are three radio buttons that process in-coming files

• Acknowledgement

• This option allows you to upload and 'Acknowledgement' file that has been created by ROS, when you have uploaded a Payroll Submission into ROS.

• Submission Response

• This option allows you to upload a 'Submission Response' file that has been created by ROS, when you have uploaded a Payroll Submission into ROS. This step is a necessary pre-requisite before trying to correct a Payroll Submission that has been loaded up into ROS.

• Payroll Run Response

• This option allows you to upload a 'Payroll Run Response' file that has been created by ROS (when the user has selected a) "View Payroll" and then b) "Pay Period" + and then "Download Payroll Run Response". This can be done independently of a Payroll Submission being loaded into ROS. This step is a necessary as part of good payroll processes to reconcile data month on month.

  There is one radio button that reconciles Out-going to ROS and In-coming files from ROS

  • Reconciliation
  • This option allows you to choose a Payroll Run Reference and then reconciles the data between the Submitted Data (PAIESP02) and the Payroll Run Line Items (PAIESP08).
  • Any employees with data recorded against the wrong Payroll Run Reference can select those records and move them to a new Payroll Run Reference ("C"orrection and "N"ew)
  • Any employees with duplicate data recorded against a Payroll Run Reference can select those records and delete them ("C"orrection)
  • Any employees with missing data recorded against a Payroll Run Reference can select those records and delete them ("N"ew)

  Processing Options

  Tax year:is a mandatory field

  Employer's Registered Number (ERN): is an optional field unless you are re-submitting or correcting an existing Payroll Submission as both options require you to enter a Payroll Submission Id. ERN is the main identifier of a Payroll Submission (i.e. it is the first 9 characters of the Submission Id) and so reduces the number of files that are displayed to the user.

  Test Mode: There is a test mode option flag to allow the user to check the records to be submitted before running the report in live mode.

  The report does not have to be run by ERN but can be if you wish. This would allow different users to control the update for different groups of employees. But, if a specific ERN is selected (i.e. the ERN field is not left empty), then after all ERNs have been processed separately (by separate users) the "super-user" should perform a clean sweep run to check all payrolled employees have been processed.

  If multiple ERNs are processed (i.e. the ERN field is left empty), the report will automatically create one Payroll Submission file for each ERN that is relevant.

  Either way, a "super-user" should perform a clean sweep run to check all payrolled employees have been processed in a Payroll Submission.

  Output Options

  Create File: Even in a live payroll submission a file does not have to be created. As files can be quickly and easily created using the Re-submissionoption customers may prefer to run the Payroll Submissions in "background" without creating a file and then re-submit that file in "foreground".

  ALV Layout Options: There are three ALVs that are created by the report;

  • Payroll Submission Sent Data (PAIESP02)
  • Sent Data Control (PAIESP03)
  • Validation Errors & Warnings (PAIESP05)
  • Payroll Run Totals (PAIESP06)
  • Payroll Run Submissions (PAIESP07)
  • Payroll Run Line Items (PAIESP08)

  Standard Variants

  Output

  Once the program has been executed, there are several selection options available on screen for the user to display.

  The icon selections are as follows:

  • Payroll Submission Sent Data
  • This is the defaulted table and shows the payroll submission data items by individual employee.
  • Sent Data Control
  • Select this table to show the payroll submission sent data control data items (one per Payroll Submission Id that has been created/re-submitted). In the event of a correction of an earlier Payroll Submission, there will be two lines; the Payroll Submission that has been corrected and also the new Payroll Submission showing that corrects the original.
  • Validation Errors and Warnings
  • Select this table to show the Validation Errors and Warnings that are loaded up from an Acknowledgement or Response file.
  • Statistics
  • Select the tab to see the statistics

  Number of Records selected:

  Number of Records rejected:,,

  Number of Records processed (leavers):

  Number of Records processed (active/retirees):,,

  • Person Specific Messages
  • Select this tab to list all the employees with warning or error messages.

  Activities

  During the payroll cycle,run in Test mode, so that any errors in payroll data can be corrected before payroll exits.

  After the payroll cycle,run in Test mode, so that any errors in master data (i.e. Data from the Personal Details infotype (0002) and the Address Details infotype (0006)) can be corrected before a live payroll submission has been created. Finally, run in Live mode, so that the Payroll Submission can be uploaded to ROS. When the program is run in Live mode, it will update the database table PAIESP01 with the payroll data for each FOR period that has been run through payroll and it will also update the database table PAIESP02 with the payroll data that is being sent to ROS in this submission. Finally, it will also update the database table PAIESP03 with the high-level details of the submission that has been sent downloaded from SAP - ready to be manually uploaded to ROS.

  Example

  
  
  
  
  
  rdisp/max_wprun_time - Maximum work process run time   TXBHW - Original Tax Base Amount in Local Currency  
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