SARS [email protected] Employer Exporting Company for Client

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