Year-end step 3: Data validation, reconciliation of year to date totals, printing year end reports – Ciphr

This article forms part of the Payroll (Accord) year‑end: complete process overview. It applies to all customers and covers essential data validation and reconciliation tasks that must be completed before updating to the new tax year.
This is the first step that hosted customers need to complete, as Ciphr manage system/software updates for hosted environments
On‑premise customers should only continue to this step after completing Step 2 (software and database update). These steps must be completed before beginning any year‑end data checks
Please refer to the relevant checklist linked below which will help you to follow the procedure in the most effective way and prevent any important steps from being missed for the overall end of year procedure:
- On-premise customer checklist
- Hosted customer checklist

⚠ Important:

If you process CIS subcontractors in Payroll, it is essential to generate and submit CIS monthly return for March prior to proceeding with step 4.1.
Please be aware that once you reset employee accumulators, the option to create and submit the CIS return for March will no longer be available.
It is strongly recommended to validate data before initiating the reset of current tax year data, as outlined in both step 3.1 and step 3.2.
It's crucial to emphasise that data validation can only be executed prior to resetting accumulators in step 4.2.

Step 3. Data Validation, Reconciliation of Year to Date Totals, Printing Year End Reports

This Step includes:

3.1 Employee Data validation
3.2 RTI Submission to Date Summary Validation
3.3 Printing YTD RTI Submission Summary Reports
3.4 Printing P35 continuation sheet and P32 yearly totals reports

3.1 Employee Data validation

Note: It is important to validate your data at this stage. Please note that you will be unable to validate the current tax year data after you reset accumulators in step 4.2

Go to Utilities > Year End Utilities > Data Validation…

Click Start to start the Data Validation process.

Click Yes if you have run payroll on Ciphr from April (first tax period).

Data Validation will help you to find employee records with invalid data.

3.2 RTI Submission to Date Summary Validation

Go to Utilities > Other Utilities > RTI > RTI Submission To Date Summary Validation
Running this will enable you to check if there are any differences between the YTD figures recorded on employee records and the YTD figures submitted to HMRC.

Select Validate RTI Submitted Data option and click Start to Start Validation process.

Data Validation will help you to find employee records with differences in processed and reported figures. Check validation log to see if there are any errors.

3.3 Printing YTD RTI Submission Summary Reports

All payment details submitted during the tax year (FPS and EPS returns) will be accumulated in PARTIYTDSubmitted and PARTINIYTDSubmitted tables.
At any moment in time you can produce YTD submission summary reports:
The FPS Submission Employee YTD Summary report will show submitted on FPS returns totals are expected to match the P35 Continuation Sheets reports.
The RTI Submission PAYE Scheme YTD Summary will show submitted on FPS and EPS returns totals for the scheme.
These totals are expected to match the P32 Reports for the PAYE scheme (if you run payroll in Ciphr from period 1 of the tax year).
Go to Utilities > Other Utilities > RTI > RTI Submission To Date Summary Reports

A sample of RTI Submission PAYE Scheme YTD Summary report for the PAYE scheme where final for the tax year FPS/EPS submission has been filed is shown below.

3.4 Printing P35 continuation sheet and P32 yearly totals reports

Notes:

Before printing any end of year reports, ensure that you have entered your company address and Tax Office details in Payroll. Select Company/User > Enter/Update Company.
On the Company form click Address tab and enter the Company Address and Post Code then click the Other tab and enter Tax Office details if required. Click Save and Close. Restart Payroll.
Before printing end of year reports, ensure that you do not have any global employee group set on your payroll otherwise you will only print reports for the employees from the group.
To clear a global group click the Employee Group button on Home menu and select the top line Clear Employee Group Setting.

3.4.1 Please ensure that you login to the current tax year. If it is not the case click the Tax Year button at the bottom of the Payroll screen and select the correct year from the list.

3.4.2 To print P35 Continuation Sheet report go to Reports > Crystal Reports > Crystal Reports New Report

Use search field to find P35 reports in the list.

3.4.3 Highlight P35 Continuation Sheet line and click OK button. The following screen will be shown:

*Use P35 Previous Years report template if you need to run a report for archived tax years.

3.4.4 Click Preview to save and print the report for a single company or select additional companies and then click the Preview if you are running multiple companies payroll with the same PAYE.

3.4.5 To run P32 Yearly Totals report go to Reports > Period Accumulators Report > Period Accumulators Report New Report

Use the search field to find P32 reports in the list

3.4.6 Highlight P32 Yearly Totals.rpt report and click OK button. The following screen will be shown

3.4.7 Please ensure you have ticked Include only current tax year payments and Calculate parental leave statutory payments recovered & compensation options.

3.4.8 Click Preview to save and print the report for a single company or select additional companies and then click Preview if you are running multiple companies payroll with the same PAYE.

If you ran payroll using Ciphr from the first tax period of this tax year, then the P32 Yearly Totals report will show your yearly PAYE liability.
It is important that you reconcile P32 totals with the amounts you actually paid to HMRC during the tax year and also with the P35 Continuation Sheet report and YTD RTI Submission Summary Reports printed earlier.

Note: Submit the final EPS for the tax year if it has not been done already.

Well done you've now completed this step. Now go to Year-end step 4: Updating your data for the new tax year.

Footer