The P45’s in UK can be generated by SAP using the standard program RPCP45GN, or by using the transaction code PC00_M08_CP45.
This program lets you print out the P45 for the relevant leavers in the selection period and in addition goes and updates the employee’s infotype 0065 Tax Data record.
The SAP standard stationary from April 2009 is HR_GB_P45_A4.
You can modify this to suit your particular needs using the Form Painter (transaction code SE71).
Remember that you must check the configuration of the P45 cumulated wage types for P45 tax and payments in the view for the cluster, which is VC_596A_B.
When running the P45 report, you need to select the pertinent payroll area and enter this in the selection criteria.
If you are getting errors in trying to complete the process for an employee, remember that you can process the report with the “test flag” on. You can then at least print out the P45 and update the infotype 0065 manually. In certain instances the errors can be quite difficult to fix.
If a former employee loses their P45 or you find out later that an error has been made, the former employee must contact the Inland Revenue office immediately. You must never create an additional form or amend an already processed P45. There are times when you would issue an amended P45.
If you would like to process the P45 for employees who have already left the company and already have P45 forms, set the indicator “Repeat P45 issue” to output the relevant results.
Now that the P45 is submitted electronically via XML file, the live program run needs to be in a different format (ALV instead of SAP script) which means the P45 cannot be printed when running the program in live mode. For this reason, print the P45's generated in test mode. This test mode can be run as many times as required to print off all P45's
Once printed, back arrow to the main screen, remove the test flag and tick 'ALV output' in the output option and 'Generate XML' in the submission media options. Execute the transaction.
N.B. It was previously advised to print pages in a separate lot. However, since the current (February 2009 onwards) standard format for P45's is to print on plain A4 paper, this option is no longer relevant and should not be ticked.
Once the XML file has been generated, the leaver data can be sent via the B2A manager to the Government Gateway.
SAP will not allow you to make backdated changes to the infotype 0065 Tax Data. The start date for the current record must not be prior to the start date of the current payroll period. For this reason, many customers delimit the IT 0065 record during the leaver action for an employee.
You also need to make sure that you run the P45 program before you exit the payroll control record for the current period. Once having exited, you will experience the same problem as described in the paragraph immediately above.
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