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IR-File Made Simple

This document assumes you have read and followed Setting Up For IR-File and are ready to create your first file for IRD.

It is not intended to be a manual for the IRD's IR-File system, nor to cover every possibility - the intention is to show you the easiest way to use IR-File by keeping things very simple.

Important Note

  • This document shows how to create and import the IR348.
  • For most customers, you will also want to create and import the IR345.
  • It is important the IRD receive both the IR348 and the IR345 as it is the IR345 that shows the ESCT for KiwiSaver.
  • We have not covered the IR345 in this document, as the process is the same.
  • You create the electronic IR345 by going to Reports then IRD Returns then Make PAYE Payment.

Creating your IR-File in Ace Payroll

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  • Go to Reports then IRD Returns then IR-File or Printed IR348. Select the relevant month and click GO.
  • You are now looking at the Monthly Schedule you are about to send to IRD. It is a good idea to check the figures and make sure you are happy with them. This avoids your needing to check them at the IRD end.
  • When you are certain you are looking at the right month and the figures are correct, click the Electronic Filing button.
  • The following screen is shown:
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  • Whilst on the above screen, write down the file name we have circled in our example. This is the file you will be importing when at the IRD website.
  • After clicking GO the following screen appears:
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  • Notice the file name again appears at the top of the screen - if you haven't already done so, write it down or if you prefer, print out this report.
  • After clicking OK you are finished in Ace Payroll.
  • Your file is now sitting on your computer and waiting to be sent to the IRD.
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  • Note the IR-File Login button on the above screen.
  • Pressing this button launches your internet browser, and directs it to the IRD website.
  • At the same time the file name and path is copied to the windows clipboard.
  • This can then be pasted into the IRD file import as mentioned below.

Sending your IR-File to IRD online

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  • Enter your User ID and Password where shown, then click Log In
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  • Once logged in, the following screen appears.
  • Click ir-File Employer Monthly Schedule as shown below.
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  • You are taken to the screen below.
  • This is where most people get confused.
  • Please do not panic!
  • Click File Transfer circled in yellow.
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  • You are taken to the screen shown below.
  • Now this is the screen that matters.
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On the above screen:

  • Either type in the name of your file, or click the Browse button to try and find it.
  • We strongly recommend typing in the name of the file - that's why we encouraged writing it down while you were in Ace Payroll.
  • After typing in the name of the file exactly as it appeared in Ace Payroll, simply click Import & Send file
  • This sends the file to the IRD.
  • A message appears saying the file has been successfully received.

That is it - you are done!

Summary - how to keep things simple!

1. Check your figures in Ace Payroll thoroughly, not when at the IRD website.

2. Write down or memorise the file name - this avoids browsing for it at the IRD website.
  • Because you type in the file name you have written down, it has to be the right file.
  • Because you checked the figures in Ace Payroll, they have to be the right figures.

By sticking to the above two rules you avoid every opportunity to be confused by the IRD website and the myriad of buttons and options on it.

Important Note

  • This document shows how to create and import the IR348.
  • For most customers, you will also want to create and import the IR345.
  • It is important the IRD receive both the IR348 and the IR345 as it is the IR345 that shows the ESCT for KiwiSaver.
  • We have not covered the IR345 in this document, as the process is the same.
  • You create the electronic IR345 by going to Reports then IRD Returns then Make PAYE Payment.

More on Electronic IR-File

Setting Up For IR-File
The first thing to do is register with the IRD more..
IR-File Made Simple
The easiest way to use IR-File by keeping things very simple more..
Amalgamation of Electronic Monthly Schedules
You cannot lodge more than one electronic monthly schedule with the IRD each month more..
Correcting IR-File Errors
How to correct IR-File errors after the return is lodged more..
IR-FILE Invalid Header
An 'Invalid Header Error' means the wrong file was sent to the IRD more..
Monthly Dealings With The IRD
Dealing with the IRD on a regular basis is very easy. There are only two things to be done each month more..
Payroll Giving - Overview & Setup
Payroll Giving is a mechanism that allows staff to make charitable donations on a regular basis, and receive an immediate one third tax credit for the donation made more..
Alphabetical Index
The Ace Payroll alphabetical index provides links to all documentation more..
Ace Payroll FAQ Contents
All the most common Ace Payroll questions grouped by categories in a short table of key words more..

Printed IR348 Employer Monthly Schedules

Twice Monthly PAYE
How do I pay my PAYE twice a month in Ace Payroll? more..
Employees With No Payments
This field decides whether employees that are not paid are included in your return to the IRD more..
IRD Returned IR348
The IRD has returned our printed IR348 Employers Monthly Schedule saying it is unsuitable. What is the problem? more..
New Employees & Printed Monthly Schedules
The IRD version of the schedule comes back the following month showing the new employee's IRD number with 'name required' where the name should be more..
IR348 Tips and Traps
Miscellaneous tips and traps relating to the printed IRD Approved IR348 form more..
Exclusions From IR348 Employer Monthly Schedule
If you do not deduct tax from an employee, contractor or company, the IRD does not want the details shown on the IR348 more..
Monthly Dealings With The IRD
Dealing with the IRD on a regular basis is very easy. There are only two things to be done each month more..
Payroll Giving - Overview & Setup
Payroll Giving is a mechanism that allows staff to make charitable donations on a regular basis, and receive an immediate one third tax credit for the donation made more..
Alphabetical Index
The Ace Payroll alphabetical index provides links to all documentation more..
Ace Payroll FAQ Contents
All the most common Ace Payroll questions grouped by categories in a short table of key words more..
Ace Payroll Frequently Asked Questions
All the most common questions we are asked at Ace Payroll listed in a question format and grouped by category more..