A P45 can only be produced for employees that have left your employment and have been included in an Full Payment Submission (FPS) since being marked as a leaver.
Marking an Employee as a Leaver
To mark an employee as a leaver go to their employee record
Payroll > Payroll Frequency > Employee Maintenance
Open the employee record and go to the Employee Details Tab and the the General Tab
Enter the leaving date and select a reason from the reason drop down.
Select a leaving code from the drop down on the left
The options for leaving code are as follows:
Leaving Code | Description | Notes |
0 | Current | This is used for employees that are currently employed |
1 | Leaving | This is used for employees that are leaving but should still be included in the current pay run |
2 | Left (This Year) | This is used for employees that have left in the current financial year and have all pay processed for them |
3 | Left (Prior Year) | This is used for employees that have left in a previous financial year and have all pay processed for them |
📌Note: If you use leaver code 1, the employee will still be included in the current pay run, once the pay run is completed and the costing batch has been posted, Coins will automatically change the leaving code to 2
You can then save the record.
Producing a P45
A P45 can only be produced once an employee has been included in an FPS after being marked a left.
If you have used leaver code 2, after payroll has been completed and an FPS has been done, you can produce a P45:
Payroll > Payroll Frequency > Print P45s
Select the Form - P45
Enter the range of dates for the employee's leaving date.
Use the Employee Selection Tab to select the employee that you want to print the P45 for.
The press NEXT
The P45 will be produced as a report.
If you have used leaver code 1, the employee would have been included in the current pay run. So when the FPS was submitted the employee would have been included as a current employee.
In this case a P45 will not be produced. If you were to run the P45 process, a blank page will be produced.
In this case there are 2 options:
You can wait until the next pay period has been processed and then produce the P45s
You can do an additional FPS to include the the leavers, once this has been done you will then be able to produce the P45s
🤓Tip: there is no limit to the number of FPS you can do in a period
Run an Additional FPS
First make sure that the affected employees are all marked as left (leaver code 2)
Then run the RTI report:
Payroll > Payroll Frequency > Reports > RTI Report
This report will pick up any reportable changes to the FPS since the last submission has been made.
Due to size of the report, it will need to be opened using a spreadsheet
When you open the report you will see the employees that have had changes made that will be pricked up by the FPS.
Check the details match your records and the submit a further FPS for the affected employees.
Once the FPS has been submitted, you will be able to print the P45 following the instructions above.