Annual Submission
How do I correct e@syFile™ error: "The value of code (3833/3883) /'' must be equal to the value of code 4584"?
e@syFile™ error:"The value of code (3833/3883)/'' must be equal to the value of code 4584" will display when the affected employee's Bargaining Council Fringe Benefit component does not balance to their Bargaining Council Company Contribution ...
How do I correct e@syFile™ error: "Identity number (3060) Must be a valid South African ID-number and pass the modulus 13 check."?
e@syFile™ error: "Identity number (3060) Must be a valid South African ID-number and pass the modulus 13 check." will display if an employee's passport or work permit number has been captured and their identity type has been selected as "Identity" ...
How do I correct e@syFile™ error: "Identity number (3060) contains the following invalid characters"?
e@syFile™ error: "Identity number (3060) contains the following invalid characters" will be displayed if an employee's passport or work permit number has been captured and their identity type has been selected as "Identity" instead of "work permit ...
How do I correct e@syFile™ error: "Employee SIC7 Code (3263) is invalid" ?
e@syFile™ error "Employee SIC7 Code (3263) is invalid." will display when a manual SIC code has been captured on the affected employee's Basic Profile screen that differs from the company's SIC code. To resolve the error the SIC code on the ...
How do I correct e@syFile™ error: "Employee SIC7 Code (3263) minimum length requirement not met 4/5."?
e@syFile™ error"Employee SIC7 Code (3263) minimum length requirement not met 4/5." will display when a manual SIC code is captured on the affected employee's Basic Profile screen that differs from the company's SIC Code. To resolve the error, the SIC ...
How do I correct e@syFile™ error: "Employee Address Details - Residential: Street/Name (3214) contains the following invalid characters (' ')."?
e@syFile™ error: "Employee Address Details - Residential: Street/Name (3214) contains the following invalid characters (' ')." will display if the affected employee's residential street address has a space at the end of the street name. Ensure that ...
How do I generate final tax certificates for terminated employees during the Annual submission?
A new option has been added to the Tax Certificate Run screen. This new option allows the user to generate the terminated employees' final tax certificates before the bi-annual submission. How does it work? If this option is selected then the system ...
How do I correct e@syFile™ error: “Code 4473 is completed, then code 3825 and code 4003 must be completed”?
In accordance with the SARS BRS document, tax code 4473 (Provident Fun Company Contribution) has an amount but 3825/3875 and/or 4003 do not have an amount. When adding a tax code 4473 to the payslip, you must also add an amount based on the type of ...
How do I correct e@syFile™ error: “Employee Bus Tel No (3136) maximum length requirement not met (20/15)”?
If the number captured in the Work Number field under the Contact Details tab on the employee's Basic Profile screen, contains an invalid character, it will result in the "Employee Bus Tel No (3136) contains the following invalid characters ('+')" ...
How do I correct e@syFile™ error: “Passport number 3070, country of issue (3075) must be completed”?
To resolve this error, confirm that the “Passport number”, "Password issuing country" and “Passport issue date ” fields on the Tax Profile screen has been completed. Navigate > Employee > Basic Information > Tax Profile > Identification
How do I correct e@syFile™ error: “Code 4472 is completed, then code 3817 and/or 3867 and code 4001 must be completed”?
In accordance with the SARS BRS document, tax code 4472 has an amount on but 3817 / 3867 and / or 4001 does not have an amount on. When adding a tax code 4472 to the payslip, you must also add an amount based on the type of retirement fund to the ...
How do I verify employer information in e@syFile™ Employer?
To verify your employer information on e@syFile™ Employer, make use of the following steps. Step 1: Log in onto e@syFile™ Employer Step 2: Select the company Step 3: Click on "Employer Admin" and then on View/Edit/Change from the left hand menu Step ...
How do I correct e@syFile™ error: "Employee contact email (3125) invalid character in email address"?
If the number captured in the Email Address field under the Contact Details tab on the employee's Basic Profile screen, contains an invalid character, it will result in the "Employee contact email 3125, invalid character in email address" e@syFile™ ...
How do I correct e@syFile™ error:“Code 4474 is mandatory if an amount is specified for code 3810/3860 and Nature of Person (3020) is A, B, C, M, N or R” ?
In accordance with the SARS BRS document, this error indicates that tax code 3810/3860 (Medical Aid Fringe Benefit) was assigned a value but, tax code 4474 (Medical Aid Company Contribution) has not been processed. To correct this, create an February ...
How do I correct e@syFile™ error: "Code 4475 is completed, then code 3828 and code 4006 must be completed"?
In accordance with the SARS BRS document, this error indicates that tax code 4475 (Retirement Annuity Company Contribution) is completed, however, tax codes 3828 and/or 3878 and 4006 have not been completed. When adding tax code 4475 to the payslip, ...
How do I correct e@syFile™ error: "Employee Bus Tel No (3136) contains the following invalid characters ('+')"?
If the number captured in the Work Number field under the Contact tab on the employee's Basic Profile screen, contains an invalid character, it will result in the "Employee Bus Tel No (3136) contains the following invalid characters ('+')" e@syFile™ ...
How do I correct e@syFile™ error: "Employer Information: Employer Contact Person: Cell No (2040) contains the following invalid characters ('+')"?
If the number captured in the Mobile Number field under the Contact Details tab on the Basic Company Information screen, contains an invalid character, it will result in the "Employer Information: Employer Contact Person: Cell No (2040) contains the ...
How do I correct e@syFile™ error: "Pay Periods worked (3210) contains the following invalid characters ('-')"?
This error displays on e@syFile™ when the frequency tax year which has been set up within the current tax year and is associated with the current tax year, but the employee is linked to the previous tax year. For example, the company's frequency tax ...
How do I correct e@syFile™ error: "Pay-As-You-Earn PAYE (4102) Must not be completed if Type of Certificate is IT3(a), ITREG"?
e@syFile™ error "Pay-As-You-Earn PAYE (4102) Must not be completed if Type of Certificate is IT3(a), ITREG" appears if the employee's tax certificate is an IT3(a) and the IT3(a) contains PAYE. This e@syFile error indicates that the employee's Year To ...
Why would an employee's IT3(a) be blank when it is generated?
An employee's IT3(a) may be blank when generated because they have no pay rate captured for the period. Ensure that at least one of the employee's pay rate records on the Pay Rate Details screen is within the period for which the IT3(a) needs to be ...
Can I resubmit tax certificates for selected employees during the Annual Submission?
Yes. An option has been added to the Tax Certificate Run screen to enable users to regenerate the certificate numbers and the certificate file only for selected employees. Navigate > Reports > Tax Certificates > Year End Tax File How does it work? ...
Can I generate a consolidated tax file for a company with multiple frequencies to import into e@syFile™ Employer?
This feature is available on all editions Yes. PaySpace allows companies with multiple frequencies and the same tax number to generate a consolidated tax file to import into e@syFile™ Employer, rather than to extract individual CSV files per ...
Which report can be generated to verify employees’ non-financial information that will be included in the CSV Tax File?
Generate the Non-Financial Report from the Tax Certificate Run screen, to verify employees’ information that will be included in the CSV Tax File. It validates the non-financial details that will appear on each individual tax certificate. All new, ...
What could be the reason for an employee's IRP5 to be blank when it is generated?
An employee's IRP5 may be blank when generated because they have no pay rate captured for the period. Ensure that at least one of the employee's pay rate records on the Pay Rate Details screen is within the period for which the IRP5 needs to be ...
How do I exclude an employee from a Tax File?
This feature is available on all PaySpace editions To exclude an employee from a Tax File, insert a manual tax certificate number in the "Manual Number" field when editing the tax record on the employee's YTD Tax Certificates screen. Navigate > ...
Why are some employees excluded when the IRP5 report is generated?
To ensure that all employees are included when the IRP5 report is generated, make sure that the "include employee self service (ESS) employees" tick is enabled on the report parameters screen. Navigate > Reports > Reports > Standard (Classic) > ...
How do I correct e@syFile™ error: Tax code "4142" YTD cannot be less than 0"?
This error relates to the YTD Employer SDL Contribution (tax code 4142) amount, which must be equal to or more than zero on the Tax Certificates / Historical Drill Down screen, as outlined by legislation. For instance, if the YTD Employer SDL ...
How do I correct e@syFile™ error: "Tax code "3601" YTD cannot be less than 0"?
This error relates to the YTD Income, subject to PAYE, (tax code 3601) amount, which must be equal to or more than zero on the Tax Certificates/Historical Drill Down screen, as outlined by legislation. For instance, if the YTD 3601 Income Taxable ...
Where can I find the validation error report for the Annual Tax Submission?
PaySpace does not have a validation error report. The list of validation errors can be viewed by generating the Tax Year End Test CSV File and import into e@syFile™. Navigate > Reports > Tax Certificate Run Once imported, e@syFile™ will generate a ...
The Annual Submission Guideline: From PaySpace to e@syFile™ Employer
Note! This checklist is merely a guideline to complete the rest of the Annual submission process in e@syFile™ Employer. If you click on each Activity, you will be directed to the corresponding Support video. Step Activity 1 Ensure you are on the ...
Where can I get assistance for each step of the Annual Submission from PaySpace to e@syFile™ Employer?
This checklist serves as a guideline to complete the Annual Submission process from PaySpace to e@syFile™ Employer. e@syFile™ Employer queries can be directed to 0800 007 277. STEP ACTIVITY ASSISTANCE PROVIDED BY 1 Download & install the e@syFile™ ...
How do I import a CSV tax file into e@syFile™ Employer?
Use the steps below to import your tax file into e@syFile™ Employer. Note! They can be used when importing the Test and Live CSV Files into e@syFile™ Employer. Step 1: Log into e@syFile™ Employer and confirm that you are on the latest version. Step ...
How do I download and install e@syFile™ Employer?
The e@syFile™ Employer software can be downloaded from the SARS website. Please take note of the minimum system requirements before downloading the software: Java version 7 Windows 7 (32 bit & 64 bit) Adobe Reader 9 Adobe AIR 3.1 200MB hard drive ...
How do I correct e@syFile™ error: Code 3810/3860 is not allowed if code 4493 (4474) is specified?
In accordance with the SARS BRS document, this error indicates that tax code 3810 (Medical Aid Fringe Benefit) should not be reflected if tax code 4493 (Medical Aid Company Contribution for a Retired employee) is selected. There are two possible ...
How do I correct e@syFile™ error: "3066 - Alternative Identification Number Should Have Format CCYY/NNNNNN/NN When Alternate Identification Type is 1"?
This error relates to the number used to identify the employee (Alternate Identification Number). If the Alternate Identification type is 1 (Employee with a RSA ID), then Alternate identification number: Must be in the format CCYY/NNNNNN/NN; CCYY ...
How do I correct e@syFile™ error: "Income Tax Reference Number (3100) is mandatory"?
This error indicates an issue with the employee's tax reference number being either missing or entered incorrectly. To clear this error, confirm that the Tax Reference Number is entered correctly according to the document/proof from the employee. ...
How do I manually add an employee record on e@syFile™ Employer, when an employee is excluded on the CSV File?
e@syFile™ validates the information captured on the Basic Profile, Tax Profile, and Banking Details screens for each employee. Navigate > Employee > Basic Information If an employee is excluded from the CSV File (their information has not been ...
How do I correct e@syFile™ error: "Employee Home Tel No (3135) minimum length requirement not met (9/10)"?
This error indicates that the employee's home telephone number does not meet the minimum length requirements specified in the SARS BRS document (i.e. the employee's home number is less than 10 digits long). To clear this error, verify that the “Home ...
How do I correct e@syFile™ error: "Control Character found on Employee"?
To clear this error, ensure that none of the fields on the employee or company level fields contain special characters, such as "Leanné", and that no amount field includes a comma (,) or a pipe delimiter (|).
How do I restore an e@syFile™ Employer backup?
Follow these steps to restore an e@syFile™ Employer backup - Step 1: Open e@syFile™ Employer, enter your login credentials and select "Login". Step 2: Access the Database Utilities screen, and select "Restore EasyFile DB" Navigate > Utilities > ...
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