You cannot lodge more than one electronic monthly schedule with the IRD each month, so if you run an executive payroll separate from your main payroll you have problems.

This is the advice of the IRD taken from their August 1999 issue of "Payroll News"

We created an additional module that amalgamates ir-files for two or more companies. This means you keep your payrolls separate, but send just one file to the IRD.

The module amalgamates any number of electronic monthly schedules produced by any compliant payroll software.

Access the module by selecting Utilities from the top menu bar, then Multiple Companies then IR File Amalgamate.

The following screen is shown

The Basic Concept

Items marked 1 and 2 represent the first and second source files, and item 3 represents the amalgamated file. In other words, item 1 might be your main factory payroll, item 2 your executive payroll, and item 3 the amalgamated file sent to the IRD.

For each of these items enter a file name and path to the file. After entering this information and verifying the contents of the source files, click the Amalgamate button to create the amalgamated ir-file represented by item 3.

Instructions

To use this utility, you must know

By default, Ace Payroll creates the electronic file in the payroll data folder.

If creating more than one electronic file this results in the files being stored in the same place. If they have the same name, it means each file is overwritten when another is created.

Accordingly the first step is to specify a unique location for the creation of each file.

For each of the two source files do the following

Now go to the amalgamation module by selecting Utilities from the top menu bar then IR File Amalgamate.

For each of the payrolls being amalgamated, enter the file paths that you previously wrote down. Also ensure the file names are the same as those written down.

Click the View button for each of the source files, and check each of the monthly schedules are correct.

The amalgamated file is the one you send the IRD, so it is important you know where it is.

By default, the amalgamated file path is c:\irfile\outbox if you have the IRD software installed, otherwise it has the same path as item 1.

We suggest you leave this file in the c:\irfile\outbox folder, and leave the name as EFileIRD.

Click the Amalgamate button.

View the amalgamated file by clicking the View button on item 3. Look for the names of at least one employee from each set of payroll data.