How is the UIF Declaration File name formatted on the system?

How is the UIF Declaration File name formatted on the system?

The file name on the UIF Declaration File report has been updated in South Africa. 

The file name is comprised of the UIF reference number and the UIF file number (Format: uuuuuuuu.nnn)

  • uuuuuuuu represents the UIF reference number 
  • nnn represents the UIF file number

The uuuuuuuu will return the 'UIF reference number' stored under the Statutory Details tab on the Basic Company Information screen.

The nnn will refer to the new custom field named 'Latest UIF file number', which has been added to the Basic Company Information screen under the Statutory Details tab.

      Navigate > Configuration > Basic Settings > Company Settings > Basic Company Information > Statutory Details

      

      

  • This custom field will be used to determine the next UIF file number.
  • Only three numeric characters are allowed in this field.
  • When the UIF file is generated, the file number is determined by referring to the current 'Latest UIF file number' stored and increment with a 001.
  • This new file number will be saved to the custom field.
  • The custom field is editable and can be updated by the user.

Example:

  • The UIF reference number is 88888888
  • The UIF file number captured is 123
  • The first UIF declaration file name will be 88888888.124
  • The next UIF declaration file name will be 88888888.125

System validation points:

  • Confirm the 'UIF reference number' on the Basic Company Information screen under the Statutory Details tab.
  • If the user requires a different file number, then capture the "Latest UIF file number" on the Basic Company Information screen (optional).
  • If no "Latest UIF file number" is captured, and the previous file number was 001, then the next number it will increment with 001, resulting in 002.
  • If a resubmission is required and the file number should change, then the user can select the "Regenerate File" button. Here the file number will increment with 001 based on the current "Latest UIF file number".
            Navigate > Reports > Reports > Reporst (Classic) > Legislative

            

  • If a resubmission is required and the file number should not change, then the user needs to capture the file number before the required number as the "Latest UIF file number".  In other words, if the file number required is 555, then the customer should capture 554 as the "Latest UIF file number".
  • Once the file number reaches 999, the system will start at 001 again.
  • No changes have been made to the content of the declaration file.