T4/T4A Merged Amended / Cancelled Processing

The T4/T4A Amended / Cancelled Statement Process module is used to generate either an Amended T4/T4A or a Cancelled T4/T4A from Merged data.

The Amended process is used to generate a print and/or email T4/T4A files as well as the CRA file of T4/T4A information for resubmission to CRA due to corrections or amendments. Using this process marks the CRA XML files with the marker that indicates this information is an Amendment to the original T4/T4A submitted. You would correct the applicableT4/T4A information per employee through the T4/T4A Statement Maintenance process and then build a new separate print file and CRA file through this process selecting only those employees you have changed. The system only maintains one email / web viewing electronic T4/T4A file for an employee per year and RP number. This amended process will create a replacement MERG_T4%#_YY_#####.TO_PDF file containing the modified T4/T4 information. You would then regenerate the PDF file and email if applicable through the EMAIL T4/T4A Statement process.

Note: The code word AMENDED can be defined under the T4/T4A Tax Forms Format Profile for printing on the Amended print files.

Each run of the Amended T4/T4A process per RP number and taxation year uses an unique Amend number that is auto generated by the system. This allows any number of Merged Amended T4/T4A runs to be processed while maintaining the original print files and CRA files. The Amend Number for a run will be displayed on the screen following the input of the taxation year. This Amend Number is also displayed on the header of the T4/T4A print.

A Cancellation run would be used to generate the CRA XML file with the exact values as originally reported, to be cancelled. This run creates a print version which is intended for reference only. No employee T4/T4A document is created. No email statement is created. The Cancellation CRA XML file contains a header setting of ‘A’ (as it must be a secondary file) but the individual employee details on the CRA XML are marked as ‘C’ for cancel. The print file created is not to be distributed to employees as CRA does not recognize a cancelled statement in any format except the XML file. When this Cancel process is run, the word ‘AMENDED’ will be replaced with CANCELLED, again, purely for reference.

The print statement files are generated at the location pointed to by the logical SRB$OPSMRG using the following naming convention:

AM_###_FFORM####.Eyy – where ### is the auto generated Amend number, where the #### is the RP number and yy the last 2 digits of the applicable taxation year for T4's.

AM_###_AFORM####.Eyy - where ### is the auto generated Amend number, where the #### is the RP number and yy the last 2 digits of the applicable taxation year for T4A's.

CN_###_FFORM####.Eyy – where ### is the auto generated Cancel number, where the #### is the RP number and yy the last 2 digits of the applicable taxation year for T4's.

CN_###_AFORM####.Eyy - where ### is the auto generated Cancel number, where the #### is the RP number and yy the last 2 digits of the applicable taxation year for T4A's.

The employer Laser print statement files are generated at the location pointed to by the logical ATRIEVEERP$OPSMRG using the following naming convention:

AM_###_FFORM####.Ryy - where ### is the auto generated Amend number, where the #### is the RP number and yy the last 2 digits of the applicable taxation year for T4's.

AM_###_AFORM####.Ryy - where ### is the auto generated Amend number, where the #### is the RP number and yy the last 2 digits of the applicable taxation year for T4A's.

CN_###_FFORM####.Ryy - where ### is the auto generated Cancel number, where the #### is the RP number and yy the last 2 digits of the applicable taxation year for T4's.

CN_###_AFORM####.Ryy - where ### is the auto generated Cancel number, where the #### is the RP number and yy the last 2 digits of the applicable taxation year for T4A's.

The CRA files are generated at the location pointed to by the logical ATRIEVEERP$OPSMRG using the following naming convention:

AM_###_FFORM####.Tyy - where ### is the auto generated Amend number, where the #### is the RP number and yy the last 2 digits of the applicable taxation year for T4's.

AM_###_AFORM####.Tyy - where ### is the auto generated Amend number, where the #### is the RP number and yy the last 2 digits of the applicable taxation year for T4A's.

CN_###_FFORM####.Tyy - where ### is the auto generated Cancel number, where the #### is the RP number and yy the last 2 digits of the applicable taxation year for T4's.

CN_###_AFORM####.Tyy - where ### is the auto generated Cancel number, where the #### is the RP number and yy the last 2 digits of the applicable taxation year for T4A's.

The CRA file is used in the generation of the XML file for submission to CRA. The contents of the CRA file may be adjusted as necessary through the T4/T4A CRA File Changes option.

Although the values to be printed per box has already been determined (contents of the T4/T4A work file), the print positions can still be adjusted as necessary based on the T4 or T4A Tax Forms Format profile for the applicable tax group for the current payroll.

When generation of Laser T4/T4A slips is used, the employer copy of the T4/T4A is generated under a separate print file. You can define a different set of print parameters (alternate profile) as well the employer's copy can be generated using a different sort sequence from the employee T4/T4A print file. Please note: The Alternate Profile option available for printing of the Employer copy can only be used to adjust print positions. All box contents are built based on the definition of the profile defined for the employee copy.

You may run this option with the output set to the screen, disk or to a printer. If you select output to a printer you must also be sure to select the correct FORM. The FORM definition tells the printer how many lines make up one page. For example, the regular T4 form contains 33 lines per statement, so the printer FORM would be defined with a 33-line page. The actual printing of the forms can also be accomplished through the T4/T4A Statement Print option after the print files have been generated.

Generation of Email T4/T4A files is licensed through the Global Email Profile. The current payroll, where the amendment is being processed, must have the Global Email T4/T4A profile enable to create electronic statements. Each employee's T4 Statement field on the Employee Pay Master screen must be set accordingly and the logical ATRIEVEERP$OPST4 must be defined. A message will display at the bottom of the screen when Emailing of T4/T4A is active. For employees with statements under multiple payrolls, the employee's T4 Statement value will be taken from the first active payroll starting with the current payroll and following the payrolls as displayed. When an employee is not active on any payrolls, the T4/T4A Statement will be generated to print only. Inactive employees do not generate electronic T4/T4A Statements. For more details on emailing T4/T4A statements, refer to Email T4/T4A Statements.

Process T4 Or T4A

Process 'T4' entries.
Process 'T4A' entries.

Enter The RP Number To Process

Enter the RP number to process. The RP number entered must be defined under the Employer Constants (field Payroll Account Number) for the current payroll. The Employer Constant match then determines the tax group being used for the current payroll.

Enter Taxation Year

Enter the applicable four digit taxation year.

The payrolls T4/T4A files matching the RP and year selected are displayed. All files to be merged are displayed.

When no T4/T4A files exists for an employer constant with a matching RP number, the entry will display with a 'no file' indicator.

Once the taxation year is entered, the next applicable Amend Number is displayed at the bottom on the screen. This amend number is used in the creation of all print and CRA files for this Amended run.

When Amended T4's are being generated:

Process Amended Or Cancelled Statements

Enter ‘A’ to generate Amended statements and files.

Enter ‘C’ to generate for Cancelled CRA files.

When Amended or Cancelled T4’s are being generated:

Report All, Selected or Non-Employees

Enter 'S' to define selective employees to be included in the Amended T4 process. When emailing T4 is active, only those employees selected with have a new email file, MERG_T4%#YY#####.TO_PDF created. Enter <REMOVE> or <PF1>D to clear the selected employees.
Enter ‘A’ to generate an Amended/Cancelled T4 for all employees in the original Merged T4 run. You will be warned when this option is used. It is unusual to Amend/Cancel all T4s so the warning is to ensure Amended/Cancel T4s are not create erroneously.

When Amended or Cancelled T4A's are being generated:

Report All, Selected or Non Employees

Enter 'S' to define selective employees to be included in the Amended T4 process. When emailing T4 is active, only those employees selected with have a new email file, MERG_T4%#YY#####.TO_PDF created. Use the Clear Employees toggle to clear the selected employees.
Enter 'A' to generate an Amended T4 for all employees in the original Merged T4 run. You will be warned when this option is used. It is unusual to Amend all T4s so the warning is to ensure Amended T4s are not create erroneously.

When Amended T4A's are being generated:

Report All, Selected or Non Employees

Enter 'S' to define selective employees to be included in the Amended/Cancelled T4A process. When emailing T4A is active, only those employees selected with have a new email file, MERG_T4%#YY#####.TO_PDF created.
Enter 'N' select Non-employees added for T4A process. You will be prompted to enter the SIN of the non-employee to be amended/cancelled.

Generate CRA Submission File

Enter "Y' to have the T4/T4A CRA file generated during this run.
Enter 'N' to omit the generation of the CRA file from this run.

The CRA file is used in the generation of the XML file for submission to CRA. The contents of the CRA file may be adjusted as necessary through the T4/T4A CRA File Changes option.

Generate Laser T4/T4A Print File

Enter 'Y' to generate the T4/T4A form in laser printer format.
Enter 'N' to generate the T4/T4A form in the old carbon copy format.

The Laser T4 and Laser T4A generate the employee's two copies per page and a separate document with the employer's laser copy is generated. The employers laser AM_###AFORM####.Ryy or AM###_FFORM####.Ryy (where ### is the Amended number, where #### is the RP number and 'yy' is the last two digits of the taxation year) may be printed separately as necessary. The Laser T4A does not print the employer version on the 3rd copy of the laser form to allow for sort and print control of the employer copy.

When 'Y'es selected to generate laser T4/T4A'S:

Generate Laser Self Sealer Print File

Enter "N' to generate the regular laser T4/T4A form in regular format.
Enter 'Y' to generate the self-sealer T4 or T4A laser format. The self-sealer print format is an 8 ½ by 14-inch form with three sections. The form contains two T4/T4A sections and an addressing area. This option will print two copies of an employee's T4/T4A and then on the third section repeat the employee's addressing and location code information. The employee's addressing information is printed on the same lines as the T4/T4A copy, although the column positioning is shifted to the right by 20 spaces. The employer print file, AM_###AFORM#.Ryy or AM###_FFORM#.Ryy, is also created but printing two different T4/T4As per page, skipping the addressing section.

When 'Y'es was selected to generate laser self sealer T4/T4a:

Employer Return Address on Self Sealer

Enter "Y' to have the employer address printed as a return address on the 3rd or address portion of the self sealer. The employer address information is printed using the exact same print positions as defined for the T4/T4A portion.
Enter 'N' to omit the employer address information on the 3rd or address portion of the self sealer T4/T4A. You would only omit the return address when you have another means of generating a return address.

Include T4/T4A Back Page on PDF Statements

For T4's, enter or select 'Y' es to include the T4 back page. The back page will be appended at the time the PDF document is created.
For T4A's, enter 'E' to include the English version of the back page.
For T4A's, enter 'F' to include the French version of the back page
Enter 'N' to omit the back page details when the PDF statements are generated.

Enter Number of Lines Per T4/T4A

Enter the number of actual lines per singular T4/T4A form. This value will define how many blank lines need to be printed from the last line printed on the T4 to the top of the employee's next T4/T4A.

Sort By Employee #/Name/Location

Enter 'E' to sort the employee T4/T4A slips by employee number.
Enter 'N' to sort the employee T4/T4A slips by employee name.
Enter 'L' to sort the employee T4/T4A slips by employee location.

When Sort by 'L'ocation was selected:

Sort By Employee # Or Name Within Location

Enter 'E' to sort by employee number within location.
Enter 'N' to sort by employee name within location.

Sort Employer Copy By #/Name/Location

Enter 'E' to sort the employer copy of the T4/T4A slips by employee number.
Enter 'N' to sort the employer copy of the T4/T4A slips by employee name.
Enter 'L' to sort the employer copy of the T4/T4A slips by employee location.

When Sort the Employer Copy by 'L'ocation was selected:

Sort By Employee # Or Name Within Location

Enter 'E' to sort the employer copy by employee number within location.
Enter 'N' to sort the employer copy by employee name within location.

Use Regular Or Alternate Profile

Enter 'R' to process the employees T4/T4As using the regular tax form profile.
Enter 'A' to generate the employees T4/T4As using the alternate tax form profile.

The use of the alternate tax form profile is intended to allow the generation of T4/T4A slips using different print positions.

When 'A'lternate profile was selected:

Enter Alternate Profile Code

Enter a letter from A to E to determine which alternate profile is to be used.

Use Regular Or Alternate Profile On Employer Copy

Enter 'R' to process the employer copy of the T4/T4As using the regular tax form profile.
Enter 'A' to generate the employer copy of the T4/T4As using the alternate tax form profile.

The employee and employer print files can be generated using different print profiles. Please note: The Alternate Profile option available for printing of the Employer copy can only be used to adjust print positions. All box contents are built based on the definition of the profile defined for the employee copy.

When 'A'lternate profile on the employer copy was selected:

Enter Alternate Profile Code For Employer Copy

Enter a letter from A to E to determine which alternate profile is to be used in the generation of the employer print copy.