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Consolidating payroll files


There are occasions when you may need to combine (consolidate) two payroll files. You are required to file one IRD Return, so this can be helpful if your business has two branches, each operating under their own payroll.

Before you begin

  • Ensure the pay codes in the original payrolls are identical in setup. Every name and option must be the same or the consolidated Payroll will read these as more than one pay code.
    To check the pay codes open the Maintenance control centre, then click Maintain Pay Codes.
  • If you encounter duplicate employees, you will have to change one of the individual's Employee Codes to make it unique.
    To change an employee's code, open the Maintenance control centre, then click Maintain Employees.

Consolidating a payroll will allow a combined Employer Monthly Schedule (IR348) electronic file to be created, but not a combined electronic file for the IRD Remittance Advice (IR345).

Combined reports for both IR345 and IR348 can be run and printed but only a combined electronic file can be created for the IR348.

To consolidate payroll files
  1. Create a new payroll - this is the Master Consolidated Payroll.
  2. When you are prompted to set up the Payroll options, click the General tab and make sure that the PAYE is paid field is set correctly.
    When you consolidate your payrolls this option will not be overwritten, so it's important to set it correctly.
  3. Open the Tools menu and choose Consolidate Payrolls.
  4. Select the payrolls to consolidate.
  5. If no messages appear during consolidation, there were no problems with the consolidation.
    If you encounter a message which says that some pays have the same Pay Number, then printed period reports will contain the details of all pays with the same pay number. The consolidated payroll can still be useful for some reporting, but not for period reports.
    If any other warning messages open, simply make the recommended changes in the original payrolls, then re-consolidate them into the master payroll.

    The master payroll contains the information for all employees across the consolidated payrolls, and can now be used for IRD returns.
    Once your returns have been filed, delete the consolidated payroll, and use this same process again for your next returns.
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