EasyBiz Technical Newsletter – September 2014 edition

multiple technological forms

By Ruaan de Swardt

With technology being what it is, challenges do present itself in the life of the average QuickBooks user.  In this edition we’ll be looking at issues specifically aimed at our Payroll audience – namely bi-annual submissions.

You may wonder why I’m focussing on a seemingly standard routine exercise this month. You’d expect your HR manager to contend with it once, perhaps twice a year.  However, it is a ‘big deal’, largely because it has changed the UI (User Interface) of Quick Payroll. This is why I’m focussing on it.

Bi-Annual Submissions and Quick Payroll

If you recently updated your Payroll from Ver 1.2.42 to 1.2.43, you may have seen a couple of new fields when editing employees i.e. Postal address, Banking, SEZ  and UIF type code fields.

(Refer to Payroll newsflash 11 Aug 2014).

These fields have been introduced/adapted to integrate with SARS E@syfile for the employer when submitting EMP501’s during the mid-year submissions (dubbed Aug Bi-annuals) and at the completion of the Tax year in February.

In the past employers got away with a slap on the wrist for certain file import warnings – no penalties would be levied.  Be warned, the ‘grace period’ for this has come to an end. Payroll software has to match the field expectations set by SARS specifications, which brought about some obstacles which I wish to discuss here.

Obstacle #1

Early-bird submissions may have received the following integration warnings seen in E@syfile 6.6.0:

  • Employer Trade Classification missing or invalid
  • UIF Ref Number mandatory if code 4141 has a value greater than 0 – code 2024
  • SDL Ref Number mandatory if code 4142 has a value greater than 0 – code 2022

Fortunately, this was identified early on and a fix was made available for Quick Payroll Ver 1.2.43.

(Refer to Payroll newsflash 10 September 2014)

Obstacle #2

SEZ Codes (Special Economic Zone) invalid or missing – code 3264.

Another obstacle users faced was error code 3264 – indicating that a wrong/invalid SEZ code was specified. SEZ codes have changed for August submissions, but the in-product code list has not changed – rendering the latter null and void. Users must use SEZ code ZAR (and not consult the in-product SEZ code binocular lookup field).

Missed last month’s technical newsletter? Summary of what was covered:

QuickBooks is compatible with Terminal Server

QuickBooks is not a flat file

QuickBooks Toolkit

Windows compatibility

Third Party Integration

Microsoft Outlook compatibility

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Please fill out the form below to receive the trail demo link

Personal Information
Where a party receives any personal information (“PI”) related to the other party, the party who receives the PI, will comply with and have adequate measures in place to ensure that its employees, agents, subsidiaries and representatives comply with the provisions and obligations contained in the Protection of Personal Information Act, No. 4 of 2013. Any PI pertaining to one party which is required by the other party, will only be used by that other party for the purposes of this contract and will not be further processed or disclosed without the written consent of the latter and the recipient of that PI will take all reasonable precautions to preserve the integrity and prevent any corruption or loss, damage or destruction of the PI. If and when the contract is terminated, each party will, save to the extent that it is required to do otherwise by any applicable law, erase or cause to be erased, all PI and all copies of any part of the PI relating to the other party”.