Migrate from a GB FPS XML

Importing an FPS is a one-click way to create a company and workers. You will first need to locate an FPS (Full Payment Submission) XML format file from your existing payroll software. All payroll systems send an FPS to HMRC on each payday.

Click the IMPORT Import button and select START_FPS Start.

  • Mode allows you to either delete and re-create a Test company or merge new data into an existing company.

  • If the FPS contains multiple frequencies (e.g. weekly and monthly) you need to select each frequency as a separate import.

  • You must also enter the Pay period end date. This is not the pay date - it is the last day that employees worked and were paid.

  • Click Upload files

The import may take some time to complete depending upon size. Once complete, a pay run is automatically started and ready in a few seconds. You should review the payslips in My documents MY_DOCUMENTS

FPS files only contain partial data. The import creates dummy values for all missing data like staging date, employee email etc. Therefore, the following steps are required after an import to complete an accurate and correct payroll:

  1. COMPANY Update all Company fields as the FPS only provides Employer PAYE reference, Accounts office reference and Tax year. Now is a good time to rename the company and don’t forget to press the Update button.

  2. All required Departments will need to be added.

  3. EMPLOYEE Change the Email address, Mobile, bank details and set a Department for each Employee

  4. Every company needs a set of Pay Definitions to describe how employees are paid. A basic set is provided, but you may need to add more.

  5. Each employee will only have a basic pay item called ‘Pay’ from the FPS. You must add any Pay Items like salary, bonus etc. from your Pay Definitions. Use the Pay Item Editor PAY_ITEM_EDITOR

  6. As the FPS only contains a pay date, you will need to delete the dummy schedule and create a new Pay schedule with the correct pay period dates etc. Once this is done you must start a new pay run using Workflow Definitions and click the Start button START_WORKFLOW

    Important

    The pay period dates on the pay schedule must continue from the Pay period end date set on import.

  7. A basic set of Report Definitions are included, but you may wish to review and change these.

  8. MY_DATA_FEEDS It is recommended that you use My Data Feeds GB HMRC DPS (Data Provisioning Service) to import updated coding notices from HMRC. Enter your HMRC credentials into the GB HMRC DPS report and Start the feed. Note: as the report is a feed, it can only pull data from HMRC and there is no risk of accidental submission.

  9. User ID and Password are not imported so that there is no risk of accidentally submitting data to HMRC. However, the HMRC test service is used to test each pay run together with a test receipt. When all the steps are complete, you must enter your user ID and password in FPS and EPS Report Definitions

  10. paiyroll® is now ready.