Updating Company State and Recoverables

Follow this advanced guide if you need to update or repair company state.

Download current state #

Company Setup > Download… > Select the Company and click Download to download a CSV file of current company state:

Add or Edit new state #

Use a spreadsheet editor to edit the file. If you have not approved any pay runs you will add new state, if you have approved pay runs you will edit existing state.

• Ensure you retain all normal columns up to the bankdetail.BACS_SUN Unchanged – this is the last normal column before the state columns.
• State columns are prefixed with “$”
• The “+” suffix tells paiyroll® that you wish to update the existing state

Add new state (no approved pay runs) #

1. If the column required exists in the file, simply re-use it, If the column is not present, you will add a new column
2. In the example below, we will add a value for Employment Allowance. Add a new row heading $report.GB RTI EPS.employment_allowance+ in W1 and the value in W2:

Edit existing state (approved pay runs) #

1. Carefully modify and edit the new row 2 value in your state column
2. In the example below, the recoverable SMP values are being repaired:

Save the file as XLSX format.

Tip: If you keep the file in CSV format, you will get the error : taxdetail.Auto_Enrolment_staging_date: “31/01/2024” value has an invalid date format. It must be in YYYY-MM-DD format – this can be fixed by changing the cell to ‘2023-01-31 or formatting the date cell to be ISO format yyyy-mm-dd 2023-01-31

Upload new company state #

Company Setup > Upload…

Select Company file wizard page #

• Select the GB Jurisdiction
• Choose the file you saved above
• Click Upload file to server…

Edit to select Company data wizard page #

• Tick Skip first row: to skip a header row
• Click Pre-process selected data…

Review Company data to publish wizard page #

• Check the Updated Company records by scrolling to the right – there should be no changes to your normal company columns.
• The updated state column is not shown
• Click Publish…

Check New State #

Your new company state has been uploaded. If you wish to check the values:

1. Company Setup > Update the Company
2. Scroll all the way to the bottom and click View State button
3. The Company state will be shown

Errors with numbers in Excel xlsx #

Change numbers to text by adding a preceding single quote ‘ e.g.

'111111