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Amalgamation of Electronic Monthly Schedules

You cannot lodge more than one electronic monthly schedule with the IRD each month, so if you run an executive payroll separate from your main payroll you have problems.

IRD Solution

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This is the advice of the IRD taken from their August 1999 issue of "Payroll News"

Ace Payroll Solution

We created an additional module that amalgamates ir-files for two or more companies. This means you keep your payrolls separate, but send just one file to the IRD.

The module amalgamates any number of electronic monthly schedules produced by any compliant payroll software.

Access the module by selecting Utilities from the top menu bar, then Multiple Companies then IR File Amalgamate.

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The following screen is shown

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The Basic Concept

Items marked 1 and 2 represent the first and second source files, and item 3 represents the amalgamated file. In other words, item 1 might be your main factory payroll, item 2 your executive payroll, and item 3 the amalgamated file sent to the IRD.

For each of these items enter a file name and path to the file. After entering this information and verifying the contents of the source files, click the Amalgamate button to create the amalgamated ir-file represented by item 3.

 

Instructions

To use this utility, you must know

  • the location of the two files to be amalgamated.
  • the required location of the resulting amalgamated file.

Step 1 Ascertain Source File Locations

By default, Ace Payroll creates the electronic file in the payroll data folder.

If creating more than one electronic file this results in the files being stored in the same place. If they have the same name, it means each file is overwritten when another is created.

Accordingly the first step is to specify a unique location for the creation of each file.

For each of the two source files do the following

  1. Find out the location of the data files for each payroll you process by checking the Data Folder line on the System Information report.
  2. For each of the payrolls you are amalgamating write down the location of the data files using the above report.
  3. Then for each payroll go to the Electronic Filing Setup utility, and ensure the file path is the same as the location you have written down. While there, write down the name of the file if different from EFileIRD.
  4. Then create an electronic monthly schedule for each payroll.

Step 2 Enter The Source File Locations

Now go to the amalgamation module by selecting Utilities from the top menu bar then IR File Amalgamate.

For each of the payrolls being amalgamated, enter the file paths that you previously wrote down. Also ensure the file names are the same as those written down.

Click the View button for each of the source files, and check each of the monthly schedules are correct.

Step 3 Name The Amalgamated File

The amalgamated file is the one you send the IRD, so it is important you know where it is.

By default, the amalgamated file path is c:\irfile\outbox if you have the IRD software installed, otherwise it has the same path as item 1.

We suggest you leave this file in the c:\irfile\outbox folder, and leave the name as EFileIRD.

Step 4 Amalgamate Files

Click the Amalgamate button.

Step 5 Check Amalgamated File

View the amalgamated file by clicking the View button on item 3. Look for the names of at least one employee from each set of payroll data.

Notes

  • The file names and paths entered above are stored with all the other payroll data files relating to the payroll currently being run. Accordingly it is important to run the amalgamation module from the same payroll each time, otherwise the settings may not be the same.
  • If you need to amalgamate more than two schedules, you can amalgamate as many schedules as you like by using the result of the first amalgamation as the input for a second or subsequent amalgamation.
  • This routine firstly checks the existence of the two source files. If they are both located, it then checks the employer IRD numbers and period end dates are the same on both files. It then amalgamates the data to create a single file.
  • Employer Contact Name and Phone - these fields are taken from the first file unless the fields are blank, in which case the field in the second file is used.
  • Employee Start Date - if this field is in both the files for an employee, then the earliest date is used.
  • Employee Finish Date - if this field is in both the files for an employee, then the latest date is used.
  • No Employee IRD Number - any employee detail records that have a zero employee IRD number are each added as an additional line in the amalgamated file.
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