Redundancy Payments Services
Overview and Instructions for Providing RP14
and RP14A Information using WEB Application
CONTENTS
1. Overview of the process of submitting RP14 & RP14A
forms electronically to RPS Claims Handling System.
2. Entering data for RP14 & RP14A forms using
provided Microsoft Excel spreadsheet.
3. Exporting RP14 & RP14A data from Microsoft Excel
spreadsheet in XML format.
4. Uploading exported XML file into RPS system using
WEB application.
5. Troubleshooting.
2
Process Overview
Submitting RP14 & RP14A forms electronically is a
3 STEP process.
Enter the relevant data using
Microsoft Excel Spreadsheet
(provided)
Export the data from the Microsoft
Excel Spreadsheet into XML
format
Upload the exported XML file to
the RPS system using WEB
application
3
Entering RP14 & RP14A data using
Microsoft Excel Template
System Requirements
This solution Strictly requires
Microsoft Excel version 2003 OR higher.
This solution works only with the Microsoft Office’s Excel tool and none other
spreadsheet software.
4
Entering RP14 data using
Microsoft Excel Template
5
Entering RP14 data using Microsoft Excel
Template
•
Use the provided Excel
Template to enter the data for
RP14 form.
•
Make a copy of provided
Excel Template to work with.
•
Open the copy of Template to
do the data entry.
•
Complete the data entry fields
in the spreadsheet as fully as
possible.
6
Entering RP14 data using Microsoft Excel
Template
•
Only enter data within the
shaded cells in the
spreadsheet. Anything not
entered in the shaded cells
will not be exported to XML.
•
When entering Director and
Shareholder details on the
RP14, the second and
subsequent entries are
collapsed by default. To enter
details for more than one
Director or Shareholder, click
on the (+) button on the left
hand side to expand the
relevant area.
7
Entering RP14 data using Microsoft Excel
Template
•
Once done with entering all the information,
Save the file, (using File >Save menu item,
or by pressing Ctrl+S buttons).
•
The file will be saved with .XSL extension.
For example: SampleRP14.xsl
•
Keep this file for your records. Please note, this is NOT the
file that you’ll upload into the RPS system (uploading
procedure explained later)
•
This file will be used to export the data into XML format,
(covered in later section)
8
Entering RP14A data using
Microsoft Excel Template
9
Entering RP14A data using Microsoft
Excel Template
•
Entering data for RP14A form in Microsoft Excel
Spreadsheet is slightly different from the normal data entry
in any other excel spreadsheet.
•
This is due to the fact that the provided Microsoft Excel
Template uses a specific feature for exporting data into
XML format (covered later).
•
This data entry requires certain specific actions to
‘Add a new row’
10
Entering RP14A data using Microsoft
Excel Template
•
To INSERT a new ROW –
Point to the very first column
of the spreadsheet (which has
the row numbers written on it)
•
‘Right click’ on the number
where you want to Insert the
new ROW.
•
From the ‘pop up menu’ select
‘Insert’.
•
This will create a new ROW
ready for the data entry.
For Example: By default the first row for data entry is No. 13. To add a new row, ‘Right Click’ on
the Row number ’14’ and select ‘Insert’ from the popup menu. This will create a new row at line
14 for data entry.
11
Entering RP14A data using Microsoft
Excel Template
•
There are total 37 columns, with
column headings from
1 to 20b.
•
Columns 3a, 13d, 14d, 15d & 16d
require specific values which MUST
be selected from the dropdown
box.
•
Entering any other value than the
ones provided in the dropdown box
will result in invalid data export and
the system will not accept the data.
12
Entering RP14A data using Microsoft
Excel Template
•
Excel 2003 treats the data entry area as a list (shown as a
blue border). Make sure all the rows are enclosed within the
blue border.
•
NOTE: This blue border may not be visible in Microsoft
Excel Version 2007 & 2010.
•
You can enter the Employer Name and the RPS Case
Reference (if you know it) on the first line of the list only.
•
When completing the RP14A spreadsheet, enter each
employee’s details on a new row.
•
Do not leave Blank or Empty rows in between, or at the
beginning and end of the list of rows.
13
Entering RP14A data using Microsoft
Excel Template
•
Up to 4 ‘Arrears of Pay Periods’ and 3 ‘Holiday Taken But
Not Paid Periods’ can be specified per employee. Leave
unused fields blank.
•
If you need to specify more than above mentioned Arrears
of Pay or Holiday Periods follow the step below.
•
Add another new row for the same employee.
•
In this new row, enter ONLY their Forename, Surname
and NINO on each additional line and leaving all the other
fields blank except for the AP and HP periods.
14
Entering RP14A data using Microsoft
Excel Template
•
Once done with entering all the information,
Save the file, (using File >Save menu item,
or by pressing Ctrl+S buttons).
•
The file will be saved with .XSL extension.
For example: SampleRP14A.xsl
•
Keep this file for your records. Please note, this is NOT the
file that you’ll upload into the RPS system (uploading
procedure explained later)
•
This file will be used to export the data into XML format,
(covered in later section)
15
Exporting data from spreadsheet in
XML format
16
Exporting data in XML format
•
Microsoft Excel (version 2003 onwards) provides a special
feature of exporting the data within the spreadsheet into XML
format.
•
Next few slides explain the procedure of exporting the data into
XML format.
•
Microsoft office’s look and feel has changed significantly for the
versions 2007 and 2010.
•
Therefore there are separate instructions for these particular
versions, for exporting the data into XML format.
•
If you are using version 2007 or 2010, then just follow the
instructions marked ‘For Excel 2007 users only’ or ‘For Excel
2010 users only’.
17
Exporting data in XML format
For ALL users except
Excel 2007 & 2010 users
•
To export the data in XML format, go
the Data menu, point to XML and
then click Export.
•
In the Filename box, type a name for
the XML file, and click Export. We
recommend that you include the
name of the employer and either
RP14 or RP14A in the filename – e.g.
“Acme Trading Company RP14.xml”
•
Once you have exported the XML,
you can then upload it to our web site
(see later section).
18
Exporting data in XML format
For Excel 2010 users only
•
The XML Export function is supported by Excel 2010,
however it is located in the Developer tab, which is not
enabled by default.
•
To install the Developer tab,
follow these instructions:
1.
Click the Office button and
then choose Options.
The Excel Options dialogue
box will be displayed, Click the
Customize Ribbon option.
Now tick the Developer option
in the right sidebar and hit OK.
That’s it, you will find the
Developer tab on the Ribbon.
You can now click on the
Export button in the Developer
tab to export the XML data
from your spreadsheet.
2
3
2.
1
3.
4.
4
5.
5
19
Exporting data in XML format
For Excel 2007 users only
•
On the Microsoft Office Button , point to the arrow next
to Save As, and then click Other Formats.
•
In the File name box, type a name for the XML data file.
•
In the Save as type list, click XML Data, and then click
Save.
•
If you receive an alert stating that saving the file as XML
data may result in the loss of features, click Continue.
•
In the large Export XML dialog box, in the File name box,
type a name for the XML data file.
•
Click Export.
20
Error in exporting XML data
•
If you see this message, then it means that although the file has
been saved, the XML data is not correct in some way and will
not be accepted by our web site.
•
Click on Details to provide more technical information about the
error, correct the data in the spreadsheet and repeat the Export
process.
•
Typically, this may happen due to invalid National Insurance
Number (NINO) formats, invalid date formats (e.g. entering
“March” in a date field rather than 01/03/2011) or entering text
when an amount is expected.
21
Error in exporting XML data
•
Sometimes although NINO format looks absolutely correct, but
you still get error. Please check for the following possibilities:
•
NINO field is case sensitive and requires all the alphabets to
be in upper case.
Example:
‘AB123456C’ is valid
and
‘ab123456c’ is NOT (due to lowercase alphabets)
•
The size of NINO is 9 characters.
Example:
‘AB123456C’ is valid (9 characters)
BUT
‘AB123456C ‘ is NOT
(the blank space at the end makes it 10 characters)
22
Uploading an XML file to the RPS
23
Uploading an XML file to the RPS
Use the following link to logon to the File Upload web site:
[Website address is www.insolvencydirect.bis.gov.uk/redundancy - available from 15 August 2011]
24
Uploading an XML file to the RPS
•
User Name (IP Name): enter the full name of the Insolvency Practitioner
•
Password: will be provided
•
IP Number: registration number of the Insolvency Practitioner, for
verification purposes. [Only alpha-numeric values are allowed – NO blank spaces
[Only alphabets and blank spaces are allowed]
or any other special characters are allowed]
•
Email address: e-mail address to which the confirmation e-mail should be
sent. Please make sure it is a working email account. [Only alpha-numeric,
@, dot (.), hyphen (-) and underscores (_) are allowed – NO blank spaces or any
other special characters are allowed]
•
Please select the type of file to Upload:
•
RP14 – XML (From Spreadsheet) or
•
RP14A – XML (From Spreadsheet)
•
Please select a file to Upload: use the Browse button to choose the XML
file to upload. [Only alpha-numeric and underscores (_) are allowed – NO blank
spaces or any other special characters are allowed in the file name. The filename
must end with “.xml” e.g. RP14_XYZ.xml ]
25
Uploading an XML file to the RPS - Example
26
File Upload Confirmation
•
You will see a confirmation message like this one if:
• Your login details were correct.
• The file matches the file type you selected.
• The XML in the file has been validated successfully against
the CHAMP XML schema and no errors were found.
27
Error: XML Validation Failed
•
Your XML file will be validated as soon as it is uploaded, and
any errors will be displayed on the upload page.
•
Common causes of validation errors are:
• Invalid National Insurance number formats;
• Transfer Type, Arrears of Pay Type or Pay Day does not
match one of the enumerated values specified in the
schema. These values are case-sensitive;
• Maximum length of string (text) elements exceeded.
28
Error: Invalid File Type Uploaded
•
You will see this error message if:
• the file you have selected to upload is not an XML file.
• e.g. a common cause of this error is selecting the Excel
spreadsheet (which has a .XLS file extension) instead of the
XML data that was exported (which has a .XML extension).
29
Error: File Type and Uploaded File Do Not
Match
•
You will see this error message if:
• The file you selected is an XML file, but:
• It doesn’t match the file type you selected from the
dropdown:
e.g. uploading an RP14A when you selected RP14, or
uploading simplified XML format (e.g. exported from Excel)
when you selected “from application system”
30
Error: XML Validation Failed
•
The XML schema includes validation for the National Insurance
Numbers (NINO) on both the RP14 and RP14A.
•
NINOs must conform to the official definition, i.e:
1.
2.
3.
4.
5.
6.
Must be 9 characters in length.
First 2 characters must be alpha.
Next 6 characters must be numeric.
Final character must be A, B, C, D or space.
First character must not be D, F, I, Q, U or V.
Second character must not be D, F, I, O, Q, U or V.
31