If you are on version ECC6 (ERP 2005) and above, then you need to make use of XI in order to file end of year returns to the Inland Revenue. The use of XI replaces Business Connector (BC) which is used with other versions of SAP. Failing to make use of XI if you are on version ECC6 and above, will mean that SAP will not support this aspect of your system. The support of this area would therefore be your own responsibility.
Searching for Key Documents on the SAP Support website
If you struggle to remember where SAP holds the key documents and guides for HR and Payroll, just type in the shortcut after the www .service.sap.com URL. For the UK just add “hrgb”. The full URL then becomes:
www.service.sap.com/hrgb
For other countries just add the 2 appropriate letters after hr. The following are valid examples:
www.service.sap.com/hrza for South Africa
www.service.sap.com/hrde for Germany
If you are searching for UK specific documents relating to SxP, eFiling etc just drill down into the documents in the menu on the left hand side or use the useful “Quick Links” on the right hand side.
XML File Rejected due to Errors
You may find that your XML file is rejected due a number of different reasons. If you find differences in your file, however small, you won’t be able to submit it to the Inland Revenue. Your file needs to totally error free before you can submit it.
When you get specific errors which appear rather odd and puzzling, it is worth checking the SAP Service Marketplace on a daily basis – especially when you are nearing the final days of submission. If you feel it is possibly an SAP error in the code or functionality, log the issue with SAP. Their response will be to either fix the issue or at the very least let you know that you are required to action an activity on your side.
eFiling OSS notes
The following notes are very important for eFiling:
895222 – this note contains very useful information for year end activities
Fatal Error when eFiling
You may get an error message to say that you have encountered a fatal error during the file submission. The error may mention that the error is related to the user credentials.
This can happen if you are submitting your file from a Test system rather than a Live productive SAP environment.
In addition, check that you have correctly configured the letter O instead of a 0 (zero). The two may look very different in this webpage, but they often catch out users on SAP as they look far similar on the system.
Check also that your tax district and reference number are correct. It may be worth asking a colleague to double check the entries. Sometimes a fresh pair of eyes can do the trick.
Sending a test file to the Inland Revenue
You can send a test file to the Inland Revenue to test both your eFiling configuration and the completeness and accuracy of your data. You can do so during specific periods within the year.
eFiling Configuration and End-of-Year Documentation
There are very good documents on the SAP Service Marketplace covering the above two topics. For more information, go to your country area within the HR section of the SAP Service Marketplace.
Business Connector (BC) with SSL
If you have business connector (BC) installed and are using 40bit SSL, you should be aware that you should be using 128SSL. In order to install it use the following link: https://websmp101.sap-ag.de/sbc-download
Short Dumps when trying to run eFiling
You may get various short dumps when trying to initiate eFiling. Whilst we can’t give you all the possible errors and their corrections, what we can do is provide you with the process for checking the areas and where the problem may occur.
Methodically check each step of the configuration:
Test the business connector and make sure that all the related BC patches are installed on your system.
Check the application installation and the configuration for it.
Have a closer look at the RFC setup.
Go through the SAP configuration. Check each step and question whether you are missing any items.
You might find that the eFiling documentation is not detailed enough for the basic BC setup.
You will need to understand the concept of setting up a comms user and listener service for connecting to SAP.
eFiling RFC Error
You may get the error - Server could not create server function HR_GB_EF_SUBMIT. The solution is within Business Connector > Adapters > SAP > SAP Servers check that you have the external RFC Server set to No. If you have it set to Yes, then change it to No. This should sort out the problem. For more information see OSS note 834627.
P45 and P60 and Year End Figures
It can be quite confusing as to how the P45, P60 and year end figures work.
This can be best explained in an example. If an employee leaves your company in May of the current tax year and has some late payments after leaving. The employee works for another company and then returns in December of that same year and continues with your company through tax year end and beyond.
First employment – all payments made would be included on the P45 issued including the late payments.
Second employment – other company > P45 issued by that company includes the latest Year to Date (YTD) figures (including the YTD figures from the first employment)
Third employment – crosses year end > P60 issued includes P45 data from the second employment and the tax and NI data from the third employment.
When the P60 is run at year end the P45 figures are used in the fields “in Previous Employment” boxes and the values are then added to the “in this employment” figures.
Problem with SCON numbers and eFiling
When trying to submit your eFiling for your end of year return, you may get an error along the lines of “SCON number must be present for NI category F”
You will find that if you check the table T5G30, all the correct numbers are there but for some odd reason the error does not go away.
Make sure that your NI category (infotype 0069) is correct for all time for the SCON pension record that the employee has. If your NI category is incorrect, then you may need to fix this with DTONI since NI does not retro across tax years.
Another thing to check is to make sure that the employees payroll result contains the CNIC table for the active period.
Zip files for implementing the Business Connector
You might get a strange error when you submit your return through the B2A Manager.
Check whether the service or one of the other required components exists. If you use the incorrect zip file to install the components then it will throw up strange sort of error messages.
Load the correct zip file into the correct folder on the SAP server and then install it via the business connector. Once you have done that, the correct services should then be in business connector.
Year End Report does not process an employee with a specific NI number
You might find that the program may not process an employee because of the NI assigned to the employee. Check to see whether the NI number for the employee is in a valid format.
An employee's NINO is always 9 characters in length with the following characteristics:
• the prefix must contain 2 alpha characters. The prefix is delivered by SAP as a statutory value in table HR:GB National Insurance Prefixes (T5G43)
• six numeric characters
• one alpha character which must be either:
A, B, C or D
F, M or P
space
Check to see whether the 2 alphas exist as legitimate prefix in table V_T5G43.
Maternity Error when running the Year End return
You may get the following error when you run the end of year report (transaction code PC00_M08_CEOY):
“SMP recovered amt (P35) is higher than the sum of the SMP field on the P14’s”
You might be inclined to look at the results table (RT). Remember that the end of year program (P35 report) checks the CRT not the RT.
For the above error message check that the wage type SMPR is not higher than the /MPY SMP amount.
eFiling and Contact with Inland Revenue
You may, during the course of your eFiling configuration and returns, experience various errors. Whilst it is difficult to address each of the individual errors in this forum, it will be useful to give you some useful contacts and websites which you can look up.
There is a “PAYE Live Service Account Manager” who is assigned to SAP customers. The contact details are as follows:
Email: colin.hume@gsi.gov.uk
Telephone: 01274 894366
Useful websites which can be used to track down the communication fault are as follows:
https://secure.dev.gateway.gov.uk/help/
www.govtalk.gov.uk
Error when parsing the GovGate answer
You may get this error message at some point during your eFiling configuration or submission.
In addition to the above error message, you may get a message to the effect that a website cannot be reached. It might not mention which website cannot be reached.
First of all check with the Government Secure Intranet to see if there are any issues on their side. If not then you can be fairly certain that the issue is on your side. This is obvious I know, but you’d be surprised how many people will check all of the settings on their customer site only to later find out that there was a problem on the receiving end of the process.
Check the format of the XML file. If that is ruled out as being the problem, then take a look at the configuration and setup for the Business Connector (BC).
Error Submitting eFiling File
You might find that after having run the program RPCEOYG0, having gone into the B2A manager and clicked the relevant row and executing, you get the following error:
Sending started – document submitted
Data extracted and XML created – ERROR when parsing the Govgate answer
Check with your Basis and network teams to see whether the file actually passed out of SAP.
Check to see whether you can trace the file to see whether it left the server.
You will need to work closely with your Basis team to get to grips with the reason for the above error.
Make sure that you constantly check the Service Marketplace to see whether SAP have released any recent notes in this area.
Error with the B2A Manager
You may get the following output after submitting your year end file with the B2A Manager.
The End of Year could not be submitted to the Inland Revenue because of a communication error.
Procedure:
1. Refer to the B2A protocol for an error description
2. Correct the error
3. Re-send the XML document
The above error message may not mean much at all.
Try looking at the error log in the B2A Manager – it can sometimes offer more specific information about the error message and the actual cause of it than the mail message which appeared in your inbox.
Check that the Business Connector (BC) server is running smoothly and without any issues and that it can connect to your SAP instance.
Check that your SAP RFC can connect to your BC server.
Check that your user credentials are correct
Check also to ensure that your BC server can get through any firewalls on route to the Inland Revenue.
And finally, remember that you need to be using a Production client of SAP in order to submit a file with a successful completion stamp.
Errors relating to system dependent data after a client copy
You might come across errors to do with your year end processes after having done a client copy. You may find that by trying to set up “Maintain User Credentials” in the IMG under the eFiling section, you get the error message to the effect of “system-dependent data changed” and you are not able to update the table.
This can happen if you had entered your credentials into your Production and Test clients before the client copy was done. During the client copy, SAP would have detected that this table contained client specific password data. This would have caused a conflict in terms of the table entries.
Once you try and go in and manually make adjustments, SAP will undertake some validation which is where the problem appears. In order to overcome the issue, you may have to update the entries in your Test client via backdoor methods in order to correct the situation. It would be unwise for us to recommend which backdoor methods to use. Use your own discretion after searching on the different SAP forums on the web.
Needing a process for Year End Submission
If you are about to undertake your first year end submission on SAP, you may understandably be feeling a little nervous or anxious. One option is to call on the assistance of a specialist SAP HR consultancy such as SDS. Alternatively, there is ample documentation on the SAP Service Marketplace under the link:
www.service.sap.com/hrgb for the UK, and
www.service.sap.com/hrie for Ireland
Take a look at the media centre sections for these countries and you will find lots of information on the year end submission process. You will be able to draft your own year end process and activities by using the available documentation as a basis for you own year end process.
Year End assistance for US customers
If you require assistance for your year end procedures and are a US customer, you can contact the Year End consultants at SAP in the US for free for up to 30 minutes of assistance. You probably could not do this each and every day.
Take a look at the following website for more information:
www.service.sap.com/hrusa
You will get more details on the website and in addition can sign up for their year end support program. This allows you to be able to get assistance from a year end “angel” who will be able to assist you with any year end related queries.
By signing up you will receive a newsletter every Tuesday with information on all the latest OSS notes, year end information, HRSP’s, BSI tubs etc.
If you need year end training, you can attend the training course HR 710 which is the basic tax reporter training. In addition there is the advanced Tax Reporter training course.
If you need more printed material, it is worthwhile downloading the SAP supplied user guide on the Service Marketplace for claims processing, year end work bench and the latest year end guide for customers.
Printing P60’s on double sided paper
You may find that the SAP standard P60 is only printed on one page. The problem comes when you wish to mail out the P60 to all of your employees and need somehow to output the forms, such that the employees address is on one side so that it can then be folded, sealed and then posted securely to the employee.
You will find notes in OSS on the SAP Service Marketplace relating to double sided SAP Script printing. You will need to copy the SAP delivered P60 form to your own customer version and then modify it to enable double sided printing.
Year End Adjustment Wage types
The UK has historically used the year end adjustment wage types commonly known as the “E” wage types. Other countries don’t have these year end adjustment wage types. SAP has been trying to discourage customers from using these wage types which can cause support and data issues in certain instances.
If you are not a UK customer, you will not be able to use these E type wage types. It is however possible to create your own adjustment wage types for year end adjustments. Having created these adjustment wage types, you need to be aware of any knock-on effects that these wage types may impact your data and configuration.
Warning Message relating to no predecessors for inactive timeframes
Whilst outputting your year end reports, you may get the following warning message:
No predecessor for inactive timeframe xx.xx.xxxx to xx.xx.xxxx
The message number is usually 5G 581 and is as it says, just a warning message.
It is usually generated when an employee who has left the organisation in the last tax year gets a retro-active calculation in the new tax year during the employee’s inactive period.
The system checks for each inactive timeframe within the End of Year data set and adds the earnings of this inactive timeframe to the earnings for the appropriate active timeframe – in order to correctly assign the retro-active payments after the employee's leave date.
If it doesn’t find a predecessor for an inactive timeframe (the above warning message is displayed) it stores the result separately. For instance if someone left the company in the last year and they now receive a late payment in the new/current tax year, the system would need to produce a P14 for this employee.
SAP eFiling year end dates and payroll runs
Some users may have been told that they cannot complete their April payroll run until they have completed and submitted their year end return.
This is simply not true. You can run subsequent payrolls and you may submit your year end return at any point through to the 19th May after which you may be due to pay a fine for filing a late return.
Outputting the P11d’s only needs to be done by the mid July.
Configuring the P11D
The payroll wage types will not automatically appear in the P11d form. You need to undertake various pieces of configuration in order to get this to work correctly.
To access the configuration items you can do so by using the following menu path in the IMG:
IMG Payroll > Payroll GB > End of Year Processing > Reporting P11d Expenses and Benefits Form > Maintain Wage Types for P11d Cumulation Wage Types
In that step you can identify which cumulation wage types (which are more like buckets or groups really) you need to add your payroll wage types to, in order to get them onto the P11d form. You then need to assign the wage types to the cumulation wage types and the P11d should then output these when it is next run.
Copying the Standard Forms from Client 000
Once the HRSP’s containing the latest statutory forms, have been loaded, you will need to copy them from client 000 into your configuration client so that you can either use them or make minor changes to the forms.
To copy them you can do so by using the transaction code PUFK. This allows you to copy over the forms from any client, country grouping, language. You specify these items of data and in addition the form class and form name.
You should get an idea on your country area of the SAP Service Marketplace to know which HRSP’s contain the relevant up to date forms. Alternatively, keep searching the notes to see when they appear.
End of Year Program and Maternity
The new End of Year report for GB looks at the wage types SMPR and SMPN now rather than the old wage type /MPY – which was the case before the new statutory absence processing (GBSxP) was introduced.
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