A: Update

Open Easyfile and check the top left hand corner for version 5.0.2

Make a backup of your Easyfile data before installing the new version Utilities/Database Utilities/Backup.

Click here to download Easyfile 5.0.2

Open Mirror payroll and check the bottom of the screen for version 2011.d9

If it is an older version, go to the Install Mirror Payroll page and install.

B: Check Information in Mirror Payroll:

Update and check the following:

• Fill in the newly aquired Income tax numbers for each employee on the Edit General info page.
• Employees addresses (postal and residential) must be filled in on the right hand side of the Edit General info page.
• Banking detail must be completed (everything with a * is required by SARS. If employees are paid by cash, select Account Type/Not paid by electronic transfer.
• Go to Tax Set and fill in Employer IRP5 information and File header information.
• Ensure employees that have left have been ended of correctly.

C: Create export file in Mirror:

 

 

Go to Batch Jobs

 1 -  Click on Prepare for last-period...

        (if you get the message "there are no tax periods to be calculated for.." ok and continue to next step.)

 

 2 -  Click on Calculate SITE and PAYE, select year ending 2012

        (if you get the message "there are no tax periods to be prepared..." cancel and continue to next step.)

           -  Print the SITE and PAYE results report and check that there are no over or under

              tax deductions.

       (if there are no tax periods to be calculated.. cancel and continue to next step.)

 

 3 - Seal Tax Periods

 

          * Will only be performed for employees who have left.

       (if there are no tax periods that can be sealed... ok/cancel and continue to next step.)

 

 4 - IRP5/IT3(a) Certificates

 

5 - Bi Annual:Generate Submission for the year 2012

D: Easyfile reconciliation:

Log on to Easyfile:

Step 1 - Import/Export payroll file/Select Import/Point to IRP5.12 file on your C drive.

If the import passed with Warnings or failed:

Step 2 - Go to Utilities/Import Payroll File Log and double click on the file. The reasons for the failure or warnings will be displayed. Save the report on the bottom of the page and print it.

NOTE: The submission can be done with Warnings but there are potential penalties.

To fix the problems:

Open Mirror Payroll

Go to System/Undo Bi-Annual IRP5's and select 2012

Take the error report and correct on each employees name in Mirror. (Normally ID number, address,banking info, Income Tax number)

Revert to C.

If the import was successful:

Step 3 - Go to Reconciliation/Declaration/Your Company/201208

Fill in the recon using the EMP501 report from Mirror. Round all cents to closest R.

Select Self Assess, due by you/to you should be zero.

Ready to file

Step 4 - Submit to SARS

NB: You are not to issue bi-annual certificates to employees.