How do I submit an FPS to HMRC if the process has completed in error?
In this video I’ll explain how to submit a Full Payment Submission (FPS) to His Majesty's Revenues and Customs (HMRC) if the process has completed with an error.
Generally, a Full Payment Submission needs to include all the relevant records, for example, all the employees that have been paid in the period, therefore, the HMRC File Submission process will only process Full Payment Submission runs which have a Completed status.
However, there are some situations where corrective actions for an error will fall outside of the scope of what payroll departments and users can perform. These scenarios include but are not limited to missing employee data in terms of addresses or New Starter Declaration data. Although efforts are made to make such data available prior to a Full Payment Submission deadline; it's not always feasible.
That's why a payroll manager might decide to proceed with a submission, within the deadline, for the majority population, while excluding the one record that can't be corrected in that moment. An employee record that has completed in Error within a Full Payment Submission process run, means that the respective employee will not be included in the submission file that's sent over to HMRC.
So, let's log into the system and see how to deal with such a scenario. To replicate an issue, we're going to process a Full Payment Submission.
Starting from the Home page, we’ll navigate to where we’ll submit a flow.
On the Flow Submission page, in the Legislative Data Group drop-down list, select UK LDG.
In the Select a Flow section, search for and select the Run Full Payment Submission for Tax Year Ending April 2025 flow.
Let's input the corresponding parameters, namely the Payroll Statutory Unit, Tax Reporting Unit and Payroll. To select the Calculate Prepayments process run for the period, we’ll set the Submission Type to: Live, given that we do want to proceed with submitting this to HMRC, and indicate that this isn’t a Final submission, by selecting the No value for this parameter.
On the Submit a Payroll Flow page, in the Payroll Flow field, enter Run Full Payment Submission October 2024.
In the Flow Parameters section, in the Payroll Statutory Unit drop-down list, select UK Legal Entity A.
In the Tax Reporting Unit drop-down list, select UK Legal Entity.
In the Payroll drop-down list, select Monthly_Payroll_UK.
In the Prepayment drop-down list, select Prepayments | Calculate Prepayments Monthly UK Payroll October 2024 | 2024-10-01 | 2024-10-31 |Complete | 658940.
In the Submission Type drop-down list, select Live.
In the Final Submission drop-down list, select No.
Click Submit.
On the Payroll Checklist page, click Refresh until the task is complete.
On completion, notice that the Run Full Payment Submission task has a status of Completed with alerts.
To check the cause of the error, let's download and review the Errors and Warnings report.
On the FPS25 Errors and Warnings page in the Output and Log Files section, click the Download icon next to ErrorsAndWarningsReport.txt.
Select a location to save the file.
Click Save.
Navigate to the location of the file and open it.
Scroll down and locate the error entry and highlight it.
Let's assume that, for various reasons, we're unable to address the error highlighted in the Errors and Warnings report for one employee.
Since we still need to proceed with a Full Payment Submission for all the employees that have been successfully processed; we're going to go back to our Full Payment Submission flow and, on the Run Full Payment Submission row, we'll click on the contextual menu and select: Skip Task.
On the FPS25 Errors and Warnings page, click the < arrow next to the FPS25 Errors and Warnings header.
On the Payroll Checklist page in the Tasks section for the row Run Full Payment Submission, click the Actions icon (…) and select Skip Task.
At the Warning message, click OK.
Click Refresh periodically until the tasks are completed.
The action will re-set the flow status on our Full Payment Submission run to Completed.
To verify that the flow status has been set to Completed, we can go back to the View Flows page and search for the flow instance.
At the top of the page, click the < arrow next to the Payroll Checklist header.
At the top of the page, click the < arrow next to the Flow Submission header.
On the Payroll page, in the Flow Submission and Results section, click View Flows.
On the View Flows page, notice that the Run Full Payment Submission October 2024 flow has the status of Completed.
Now that we’ve verified that the flow has a status of Completed; we're ready to submit this Full Payment Submission to HMRC. So, let's return to the Flow Submission page to submit another flow.
At the top of the page, click the < arrow next to the View Flows header.
On the Payroll page in the Search for tasks field, search for and select Submit a Flow.
On the Flow Submission page, in the Legislative Data Group drop-down list, select UK LDG.
In the Select a Flow section, search for and select HMRC File Submission Process.
On the Submit a Payroll Flow page, we'll enter the flow parameters and select the flow pattern as Run Full Payment Submission for Tax Year Ending April 2025. Notice that in the list of values for payroll processes, we can see the Full Payment Submission run that we processed a moment ago.
On the Submit a Payroll Flow page, in the Flow Parameters section, in the Payroll Statutory Unit drop-down list, select UK Legal Entity A.
In the Tax Reporting Unit drop-down list, select UK Legal Entity.
In the Flow Pattern drop-down list, select Run Full Payment Submission for Tax Year Ending April 2025.
In the Payroll Flow drop-down list, select Run Full Payment Submission October 2024.
For the Submission Type, we'll do so via a Test submission first, to validate it. Once validated, we can then do a Live submission.
In the General Information section, in the Payroll Flow field, enter FPS HMRC File Submission.
And now we can go ahead and submit to HMRC.
Click Submit.
For more information on this topic, you can view the courses on Oracle University. Thanks for watching.