How to Process Outgoing Forms

How to Submit Outgoing Forms to the HMRC

Go to Payroll > HMRC Message Portal.  If the menu item is not available, security permissions would need to be applied.

2.

Select the PAYE reference for the employer. 

There are 2 tabs: Inbox and Outbox.  Inbox is for incoming forms from the HMRC and Outbox is where forms are sent to the HMRC.

Select Outbox. 

This will show any generated FPS, EPS, CIS Verifications, CIS300 forms going to the HMRC.

3.

Select the required forms to send to the HMRC and click Send.

This will change the status of the form to Queued. The forms will be held in a queue until the Windows Service polls to gather the submitted forms to send to the HMRC.

4.

To view the progress of the form submission, click Search to refresh the view. If the Windows service has gathered the submitted forms and they are in sequential order to be submitted, the status will be updated to Submitted.

5.

If the status has changed to Rejected, this means the FPS has failed the HMRC validations. Go to How to Manage Rejected Files below to process the rejections.

6.

If the status has changed to Technical Error this means that there may be an issue with the connectivity to the HMRC gateway, or an issue with the generation of the xml file or that there is an issue with the xml format structure.

Attempt to re-try to submit the file but if the technical error is shown again, contact Customer Support.

7.

If the file has been successfully submitted, the button will display as Completed.

Click on the Completed button to view the IRMark receipt that the file was received by the HMRC.

How to Manage Rejected Files

If a submitted file has been rejected, you can view the cause of the rejection by clicking on the Rejected button .

This will list a submission history of each time the file has been submitted and rejected. Click on the row to view the reason for the rejection.

2.

The error messages that are returned are defined by the HMRC. If the rejection is applicable to a payee, the payee number will be output against the description of the error. An example is below:

3.

The user is able to manually update certain data in the FPS if appropriate rights have been enabled on their security profile. Please refer to security permissions and assign the Edit FPS security permission.

4.

Close the Submission Status History screen, and click on the View button to access the FPS data.

5.

If you have the appropriate edit permission, click on the Edit button.

The screen will open in edit mode. The following fields in the screen are non editable:

Payee Number

Pay Frequency

Week No.

Month No.

BACS Hash

Tax Code

NI Category

6.

Apply the relevant change and click Save.

The following message will be shown (click the image to see a larger version of message):

Amending the data in the FPS will not amend the data in the pay batch nor against the payee. If the payee details or year to date values have been altered, you will need to amend those against the payee.

7.

To view all amendments made to that payee's FPS, click Audit to view a report of any change that has been made and by whom. The Audit report can be accessed from within the individual payee's FPS record or from within the FPS and see all amendments made in against payees in the FPS.

8.

Follow the procedure How to Submit Outgoing Forms to the HMRC to re-submit the amended file.