Uploading Employees' Claims / RP14A XML file

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Overview

The application will enable you to create a file containing employee claim data and upload that file to the RPO for processing.  In this section, you are taken through the process of generating and uploading the file.

As the RPO requires that certain information is present, a number of fields are validated during production of the file.  These fields are dealt with first.

Requisite data

The top section of the employee’s Claim Entry tab holds the relevant dates for calculation of the employee’s claim for arrears of pay, holiday pay, redundancy pay and compensatory notice pay.  The RP14A is only concerned with the arrears of pay and holiday pay, as these are variable whereas redundancy and compensatory notice pay are fixed by either statute or contract.

The dates and other fields required to be completed are therefore validated in the RP14A Wizard before the RP14A data file is produced.  The various fields are as follows:

  • Address tab
    • NI Number
    • NI Class
  • Claim Entry
    • Date of Birth
    • Date Started
    • Termination Date
    • Date Notice Given
    • Holiday Year Start
    • Salary

Tip

If you require to add update the ‘relevant date’, Termination Date or Holiday Year Start date for all employees, you can do so from the main Preferential Creditors Claim screen.  Select Advanced > Recalculate RPO Claims / Set Relevant Dates:

Recalculate.png

Enter the requisite date in the dialog box shown:

Set dates.png

Only claims which have not been already agreed will be updated.

Creating the XML file

1.    The RP14A may be produced from the ‘RP14A Wizard’ button in the main ‘Preferential Creditors Claims’ screen:

Creditor Claims screen.png

2.    Click the RP14A Wizard button.png button.  The following screen is shown:

Wizard page 1.png

3.    You will note that only employees whose data has not already been uploaded, or has previously been uploaded and subsequently been changed, is automatically selected.  At this stage, you may optionally select all employees, or deselect all employees and reselect only those employees you wish to upload, by clicking the Select All button.png or Unselect All button.png buttons below.  Individual employees are selected by clicking the checkbox against the employee’s name:

Single employee select.png

4.    Click Next button.png.  The following screen displays any problems with the data:

Wizard_page_2.png

The problems with each employee will, of course, vary job by job.

5.    Double-click on each row and correct the data.  The employee record will open at the correct screen for the data to be entered.

6.    Click Save and Exit button.png after each correction.  The credit record will close and return you to the ‘issues’ screen.  Select each row in turn until all the required data has been entered.  The ‘issues’ screen should now contain no entries:

Wizard_page_2_complete.png

7.    Click Next button.png to move to the next screen.

8.    At this stage, you may select a folder and an output file name.  A report detailing the employees’ claims, in a similar form to that provided by the RPO, may be produced by clicking Preview_RP14A_Report_button.png. So that you may determine the RPO's subrogated claim.

You may also view the xml file produced by the wizard by selecting Preview Output checkbox.png.

9.    Click Finish_button.png to exit the wizard.  The xml file required for upload and the pdf file listing the employees' claims are saved into the Document Management folder for the job under ‘Lodgements’.  A separate folder is created in the format 'yyyymmdd_hh_mm', as shown below (which was created on 21 October 2014 at 2:37pm):

DM_folder.png

There may, of course, be multiple submissions on a particular job, in which case there will be multiple lodgement folders containing the relevant files.  The latest folder and files will be the last on the list.

Inserting the XML file into the RPO upload screen

This section assumes that your practices Document Management folders are located somewhere on your network, rather than your 'C' drive or another folder easily accessible.  You should be able to locate the xml file using the 'browse' button but this process should hopefully assist.

1.    In the Document Management folder for the job, open the sub-folder in the ‘Lodgements’ folder relating to a date and time stamp when the xml output file was created:

DM_folder_1.png

2.    Right-click the folder and select ‘Open Lodgements\<folder name> folder in Windows Explorer’ from the menu:

DM_folder_2.png

3.    Windows Explorer will open folder containing two files: the xml output file plus a pdf file which shows the claims for all employees.

The pdf is the same that would have been produced by clicking the Preview_RP14A_Report_button.png button shown above.  This file is for your records only.  For the purposes of the xml upload, only the xml file is required.

4.    Right-click the folder containing the files in the address bar and select ‘Copy address as text’:

Explorer_1.png

5.    Open the RPO upload page and provide your usual log-on details.  Select the type of file for upload as ‘RP14A – XML (From Application System)’:

Upload_page_1.png

6.    For the field ‘Please select a file to upload’, click the button.

7.    In the ‘Choose file to upload’ window, select the file path in the address bar, as shown below.  Right-click and select ‘Paste’:

Select_file_1.png

8.    The file path from step 4 above should now be shown in the address bar:

Paste_file_path.png

9.    Tab out of the address bar.  The xml file for upload should be shown in the Windows Explorer window:

Select_file_2.png

Select the xml file and click Open_button.png.

The full address for the xml file should now be shown in the ‘Please select a file to upload’ field:

Upload_page_2.png

10.    Click Upload_button.png to complete the upload process.

Confirmation_page.png

11.    Once the xml file has been successfully uploaded, return to the Document Management tab and update the 'Date Lodged' to be the date the xml file was uploaded.

If you want to reproduce the RP14A data contained in the xml file, you may delete the RP14.xml file from the Document Management record.  You then may select the employees from the RP14A wizard.

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