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SARS [email protected] Employer Exporting Company for Client

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Do you need to extract a single company to a new & clean database to pass to a client?

The below needs some understanding of where [email protected] stores its data.

  • Make a backup of your current database either from within easyfile or manually
  • In file explorer type %appdata% in the address bar, then open the folder “easyFileEmployer.0612E4541602589CA8807A3EA214FDF182FEF49D.1”
  • You’ll see a folder called “Local Store
  • Rename this folder to “Local Store xyz“, where xyz is anything of your choosing
  • Open [email protected], it will think it is the first time and ask for your 3 profiles. These profiles are for your client (Make note of the usernames/passwords)
  • Do not add any new companies to this profile
  • Click Utilities>Merge Easyfile DB
  • Navigate to the “Local Store xyz” folder that you created earlier
  • Select the PAYE number for the company that you need to export for your client
  • Now if you change the employer in [email protected], there will only be one company, the one you merged and all EMP501 submissions and certificate history will be there
  • Make a backup of this database to send to your client
  • Restore your previous database from within easyfile or …
  • Make sure [email protected] is closed
  • Navigate back to Local Store, In explorer type %appdata% in the address bar, then open the folder “easyFileEmployer.0612E4541602589CA8807A3EA214FDF182FEF49D.1”
  • Delete the current “Local Store” and rename “Local Store xyz” back to “Local Store

Restoring data from clients

Have you received a company files from a client. Unzip the file from your client to a known location. It needs to include at least the company dbz as well as the key.txt and li.txt files to be able to un-encrypt the data.

  • Login to easyfile & open any company, then under UTILITIES go to Utilities>Database Utilities
  • Click “Merge EasyFile DB“, find the clients data you unzipped earlier and select the clients PAYE file
  • You will get a notification saying “Do you want to continue this operation?” at the end, click Yes
  • Now you will be asked for the Username and Password, this is the clients Username & Password for the file they sent to you, then click Validate
  • Your clients data file should be merged into your profile

Windows 10 Notes

  • If you can’t find the Appdata folder, do the following
  • Open File Explorer, click View and check the Hidden items checkbox
  • Now you should be able to see the appdata folder. If you want to get to your appdata folder quicker
  • Hold down the “Windows Key” on your keyboard and click “R” at the same time, in the “Run” block that pops up, type “%appdata%” without the quotes
  • This will take you directly to “C:\Users\[Your-User]\AppData\Roaming” – which is the folder that I explain how to get to above

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