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SARS easyFile Employer – Error codes

Please make sure to backup before you try repair your easyfile installation or errors.

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easyfile Forms Viewer error

If you get the error “Unable to locate [email protected] forms viewer, please make sure [email protected] forms viewer has been installed before attempting this operation again.” when you try to view your declaration.

Try first

Open easyfile and go to “Utilities” and click “System Configuration“, next to [email protected] Forms Viewer Application at the bottom-right click “Install”.

Then second

If it won’t install from above, you can run the easyFileFW_Setup.msi which should have downloaded to your desktop from the above install.

Or third

  • Download 1.3.1 from the following link to a known location – easyfile forms viewer download
  • Double-click to install the downloaded “easyFileFW_Setup-1.3.1.msi
  • When you run it Defender or your AntiVirus might squeal, Defender throws up a message “Windows protected your PC” click “More info” and then “Run anyway” and it will install.
  • Then when you View your first Declaration you will get another notice to download, click Download then close Forms Viewer and click View again and your declaration should open.

Issues

The file should be 85MB, if it is smaller it is corrupt and needs to be downloaded again.

Install [email protected] Forms Viewer Application

Adobe Reader is detected, but the version is too old

Not sure what changed but 64-bit versions of Adobe Reader now give this error. Uninstall the 64-bit and install 32-bit and you should be sorted.

To install the 32-bit version

Go here – https://get.adobe.com/reader/otherversions/

On the left select your OS, Language and then the 32-bit version
Make sure to uncheck the McAfee’s rubbish and the Chrome Extension
then click “Download Adobe Reader”, it will download an installer which when you double-click will download and install the 32-bit version.

IT Reg Issues

Unable to get the IT number when clicking on IT Reg button, if you complete the employee record, save it with the 10x zeros, and go back into the record, clear the zeros and retry the IT reg

Errors getting easyFile running

ITA40010 // You need to upgrade to the latest version

1000-1999
  • #1009: This is usually due to missing info or an incorrect character in a field. Essentially easyFile is expecting something & getting an unexpected result & throws an error. [If you are having the issue under Employees, make sure you have the country under the employee’s address details and then generate the certificate again.]
2000-2999
  • #2028 & 2029: Solution is to choose ANY payroll system in the first drop-down box & then in the second drop-down box, choose “INHOUSE” or “MANUAL” – If that doesn’t work – In easyfile select Synchronise first, then under Utilities, select EMP501 Status Dashboard and then in the top right hand corner click “Download Employment Taxes Validation” with your e-Filing login. Then in the ETV column a view button will appear next to the company & submission in question. If you then save the viewed letter to Notepad it will give you the certificate numbers and employees in question. Go to the employee edit screen call up the employee in question and view the certificate, click on save and it will tell you the code etc that doesn’t balance. Once certificates have been saved go back to the declarations screen and click on “Revise” at the top right to check you declaration and resubmit – all should now be ok
  • #2037: Functions called in incorrect sequence, or earlier call was unsuccessful. // Looks like an incorrect JAVA version issue
  • #2063: Not sure what causes this. // I have as yet not had a chance to troubleshoot this code.
3000-3999
  • #3003: Can’t find location, usually happens during IRP Generation // Try the fix for IRP Generation
  • #3115: Looks like a company database corruption // You will need to restore a backup. If you have more than 1 company, you will have to restore manually.
  • #3119: Database file is currently locked
  • #3123: Looks like it is most likely corrupt easyfile.dbz, restore your most recent backup or another workaround is merging your company database file with a clean easyFile DB
  • #3124: You’ll get the following message: “[email protected] has detected that your encrypted login credentials are corrupt and need to be regenerated.” Click “OK” to continue, if you click “OK”, it shows “Creating Key” and easyfile usually doesn’t work after this or you get stuck in a loop. To fix, the simplest is to restore a backup from a period before credential issues. If it still gives the error your backup credentials are also corrupted. Try another earlier backup. It is possible to resolve this without data loss by to copying your credentials from the DoNotDelete folder in Local Store or from an older backup. Copy the key.txt and li.txt files to the current Local Store folder
  • #3125: Unable to open the database file. // Most likely a JAVA issue
  • #3138: Happens when easyFile can’t read your data. This could be caused by a number of things, data corruption or incorrectly configured easyFile or security settings. Ensure you have installed as described above, that should sort out any Java issues. In Internet Explorer go to Internet Options and clicked on Advanced. Then under the security section turned off SSL 3.0 and turned on TLS 1.0.
  • #3214: easyfile is looking for the Java runtime in the wrong place, and Adobe Air duly reports the 3214 error.
  • #3219: Most likely an incorrect Java version. My fix usually works.

Can’t see a period in the View Edit Employees dropdown

Request your 202108 declaration on the declaration screen. When it opens check on the bottom part of your last page for the ‘certificates’ total. If there are no figures in that line the file imported was not for the 202108 period. If there are figures on that line, you can go back to view/edit on your certificate page.

Top right corner where you choose your certificate period, click on the 202008, then click it again, and 1 last time. The 202108 will open after a few clicks on 202008.

Error message “Reference number does not exist or User does not have rights to taxpayer.”

  • Make sure EMP501 is active under your Organisations, Tax Types on your efiling profile.
  • Use the portfolio login, the one that has the EMP501 submissions successfully activated and the primary user password. Look under portfolio. It will tell you what the easyfile login name is, sometimes has an _1 or similar after it. Password will be your usual. Or in efiling check My Profile, Profile Management, Linked profiles and use the [email protected] login name displayed there with the Primary password.
  • Try use the old efiling username with the current eFiling password.
  • One of my clients had 3 users on the company efiling and said between the three of us we have sorted our profiles and permissions.
  • Another client said, “I had the same problem with multiple efiling portfolios. I moved the emp501 portfolio to the main one and that solved it.”
  • In my case I selected to have my personal login as primary. My business profile has the rights to submit the emp501. Logging onto Easyfile I use my business username but personal password. It resolved the “rights issue”

Errors running easyFile

  • 6010 – Go to the error log, it will tell you how many records you should have. Then in the upload file, right at the bottom by 6010 you change the number to what it should be
  • 2083 SEZ // On page 1 of the emp501 there is a space for SEZ code, delete the ZAR and it should work otherwise go to update the employer details and remove there before you do the submission. There is something like 6 foreign countries. You must go to the top of the list, there are a few dots. Click on them to let it show the dots, then it will be fine to submit…
  • When I created the IRP5’s, only the first X created on Easyfile. // When doing the export from easyfile leave easyfile open even though it’s says complete.
  • “Country Of Issue 3075 may not be ZAF” – This happens when you input both an ID number AND a Country of Issue. The solution is to not select a country of issue, when you use an ID number (select “…”). Country of issue, is only used when you use a passport number instead of an ID number.
  • “The application cannot be installed due to a certificate problem. The certificate does not match the installed application certificate, does not support application upgrades, or is invalid. Please contact the application author.” // Install as per my troubleshooting pages Tweaked Installation.

On importing IRP5, file import fails and the message is displayed on the Import Payroll File Log Alternative Identification Number should have format CCYY/NNNNNN/NN when Alternate Identification Type is 1 – #3066

The certificate identified on the line which failed, is for a Personal Services Provider (PSP) company Possible Solution:

  • When the record is a PSP, the gender is changed to “Company or CC” or “Trust”
  • The ID number field will be changed to Company Number, which is the Company Registration number (CK number)
  • Ensure the number is completed in the format CCYY/NNNNNN/NN
  • Once corrected, export your IRP5 file again and import into [email protected]

ETI Calculated & IRP5/IT3(a) does not balance

Somewhere there is a cents difference. Change a certificate a few cents up and a few cents down. Check on you ETI monthly reports – when you add them all up to what cents you get and then check what is on the EMP501 import from SARS – which will be an whole rounded Rand and then change a staff member certificate on ETI with that cents amount up or down and it will work.

Manually captured IT3a and when you want to save it says ”The following field(s) are incomplete or invalid Invalid code ‘ “Employee”; Source Codes should be exactly 4 digits. Record Structure invalid.” All other employees (51) certificates saved without error msg. Problem only with the last one.

Check under your employee / employer address details if there are any special characters like ,~`’;:” and remove them and then try again.

ETI Error Codes

You can find more on your error codes in the PAYE BRS Employer Reconciliation listed above.

  • ETI 3026: Employment Tax Incentive Indicator (3026) must be ‘N’ if Employment date (3190) is not completed
  • ETI 3180: Period Employed To Date cannot be greater than current date +30 days

IRP Generation

When exporting IRP5’s you get “Generation Complete” but you cannot see any or only some generated PDF’s. Your path length is too long. That is the combination of your directories and file names exceeds your version of Windows’ maximum path length. // Fix this by saving your IRP’s to your desktop or another short path and then moving them to your desired location.

Long Path Name Hack – this is a hack to the registry to remove the limitation

Additional Resources

Questions & Answers

Q: My laptop with the backup drive was stolen, so my newest available backup is 2017. Any way that I can get my IRP5’s back for 2018? // A: No, make sure to have another backup in future in another location and if possible in the cloud.

103 thoughts on “SARS easyFile Employer – Error codes”

  1. Hi I get an error on one of the IT3’s – re-submission error. It says source code 4497 does not equal sum of deductions. However I cannot change the value of source code 4497. How can I fix this in order to file return?

  2. Hi, we get the 6010 code when trying to import payroll files from SAGE PASTEL PAYROLL. Please could you give us an indication of what this means? I see your explanation above on this error code, but don’t understand it fully? Thank you so much!

  3. Pls help when i ask to view irp5’s it does not allow. and when i try to export them they do not show. Pls help

  4. Hi. I get a [email protected] Synchronisation Process notification saying…
    xxxxx has additional Bulk Income Tax Registration results available but these could not be saved to your [email protected] database as the matching certificates could not be found. Please ensure your local [email protected] database contains these certificates before completing an IT Registration synchronisation to obtain these results.

    How can I fix this?
    THanks

  5. Good day, when I upgrade Easyfile from version 7.0.2 to 7.0.7, it runs through (loading) and close down when complete. When I click on Easyfile again, an Error Code appear:

    “SORRY AN ERROR HAS OCCURRED, The application can not be installed due to a certificate problem. The certificate does not match the installed application certificate, does not support application upgrades, or is invalid. Please contact the application author. Close”

    Can you please advice how to fix this problem?

  6. I Can’t seem to find any info anywhere. I have a user that is getting “[email protected] has detected that your encrypted login credentials are corrupt and needs to be regenerated”
    First time I’ve seen this error and I can’t crack it. I have tried a complete re-installation, but to no avail. Can anyone advise please?

  7. I am using a manual excel file to calculate my payroll. When doing EMP501 I have to select a payroll system and an option for manula input does not appear what do i insert here

  8. I suggest letting it default to the first one in the first option box, select “other” in the second box and write in the comments section that it is done manually.
    Amazes me how SARS doesn’t seem to know who they are catering for …

  9. Hi Grant Please help. I generate IRP5’s and all done. When i ask to view irp5’s it does not allow and when i try to export them they do not show. I have update Easyfile and got all Java as per your posts and advice, which is great by the way. Please help.

  10. Hi Grant hope you can help. Easy-file do not allow me to enter values for the Covid19 ETI for April-July without choosing the SEZ zone. SARS easy-file has referred me to their “BRS” guide. This is of no help as they use codes instead of fields and options that are not available on easy-file. How do I correct this?

  11. Hi Grant IRP5 and EMP501 has been created, saved, and successfully uploaded to SARS in April 2020. However when wanting to view the documents the little timer runs and nothing else happens. No error code or pop up message is displayed

    When exporting the EMP501 and IRP5, [email protected] message is “PDF file generation complete”. However the file size is zero for both the EMP501 and IRP5.

    Any suggestion on what could be causing this?

  12. I got a “[email protected] has detected that your encrypted login credentials are corrupt and need to be regenerated. Clik ‘OK’ to continue” message on my easyfile when I tried to login this morning. I’ve deleted & re-installed easyfile – doesn’t help. Tried to phone SARS – THAT DID NOT HELP!! No one there to answer calls. I’ve clicked ‘OK’ then went to Utilities and tried the “Reset Password” but it’s greyed out can’t do anything there! 🙁 Please help, how do I fix this??

  13. Hi Grant, when I enter my universal username and password (the one I now use to log into E-Filing) it says that the user is not activated. When I try my old E-Filing username and password that doesn’t work either. Do you have any advise please?

  14. Hi Tinkie. Did you manage to find a solution to the problem. I have the exact same problem, Grant, no back up can be restored then.

  15. Still getting error when Submitting or calculating “code 4482 L/S amount missing” yet on SARS FAQ’s says error was rectified on 4 Aug 2020. Anyone able to assist? Code 3901 does have a value…

  16. Error message “Reference number does not exist or User does not have rights to taxpayer.”
    1st try, use the portfolio login, the one that has the EMP501 Submissions successfully activated and the primary user password.
    Or check My Profile, Profile Management, Linked profiles and use the [email protected] login name displayed there with the Primary password

    One of my clients had 3 users on the company efiling and said between the three of them that had to sort out their profiles and permissions.

  17. @Michael, nope! Had to do 250+ IT3A’s again on another laptop. To this moment, still waiting for SARS to call back.

  18. Hi there

    The total ETI utilised does not pull trough on the financial particulars page. Hence I am unable to balance.

    Is there any way I can fix this. Tried to refresh, still no luck.

    Please help.

  19. irp5 error from efiling: Adobe Acrobat could not open because it is either not a supported file type or because the file has been damaged. This happens when irp5 files have been exported to pdf, cannot open them to print

  20. Hi,
    I have tried exporting our IRP5s with no success. It exports only one IRP5 of the entire batch and when trying to open the only IRP5 it gives an error message that the file may be damaged. Has anyone else had the same problem and managed to rectify it?

  21. How do I fix this import error? Incorrect number of values for code 7006 expecting 6 got 12

  22. Hi the ETI utilised is not pulling through on the declaration on the Easyfile and I then do not balance. Is there anyone that can help?

  23. Fill in the ETI utilized with no cents, e.g. if your ETI utilized is 10.50, only put in 10, the balance will then be carried forward.
    If the amounts were omitted say for Oct and not carried forward to Nov, remove the cents with Sept ETI utilize and the balance should be carried forward.

  24. I got a “[email protected] has detected that your encrypted login credentials are corrupt and need to be regenerated. Click ‘OK’ to continue” message on my easyfile when I tried to login. I’ve deleted & re-installed easyfile – but the problem is still there. After clicking ‘OK’ and going to Utilities and trying to restore a backup, I get a error #3138 message! ? Any help???

  25. My username & password is not accepted when I want to submit to SARS, is there a default password. EMP501 is linked on my portfolio and using the correct details.

  26. Log into efiling, click on view portfolio and see the easyfile login name… sometimes it has a _2 after it and use that in easyfile with your current efiling password

  27. Your credentials have become corrupted and it looks like your backup might also be corrupt.
    I can rebuild a working file from backups as long as you have enough of them. Fee to resolve is R700 for a guaranteed fix.

  28. PLEASE HELP someone who has experienced this! [email protected] V7.1.1 can’t be installed due to certificate problem. Cert. does ot match installed application cert, does not support application upgrades, or is invalid. I urgently need to download this version before 31/5/21. Thank you.

  29. Good Day Grant, could you possible tell me what this means
    Invalid code ”; Source Codes should be exactly 4 digits. Record Structure invalid.

    I just cannot import this file, please assist
    Adele

  30. How do I synchronize e-filing to Easyfile if I my personal profile is linked to the company? Easyfile says that it cannot sync as profile does not have PAYE rights. I assume it is looking at my personal profile. How do I get it to access the business instead?

  31. Hi

    I am use easyfile to submit EMP501, I have been trying to submit, i click submit and enter my sars efilling user name and password and it shows the following message (efiling login failed with error-it does not specify the error. registration failed. please retry this operation again later – i tried several times

  32. Good day can someone please kindly assist me , I want to submit my emp 501 but it gives me the error
    ” the ETI calculated reported on the emp501 doe snot balance with the IRP5/ITA(a). Please rectify the ETI calculated on the EMp501 or applicable IRP5 certificates.

    My employer claimed ETI on the Emp 201 but did not put it through on our payroll services ….. meaning all the IRP5/ITA have no ETI values , How do I fix this So that i can submit the EMP501

    Please can some one help me , Any assistance will be much appreciated

  33. I have checked my files, codes, etc. but cant find anything wrong. The error I am getting below.

    LINE NUMBER: 94
    STATUS:
    Invalid code ”; Source Codes should be exactly 4 digits. Record Structure invalid.

    LINE NUMBER: 94
    STATUS:
    WARNING: We could not validate your file in the current format. Please ensure that your file is in the correct CSV format and conforms to the rules as detailed in the SARS PAYE Employer Reconciliation BRS.

    Is there anyone that can assist me please?

  34. Good day Grant,
    Our company has closed down and I need to submit the EMP501 for August 2021 and EMP501 and IRP5/IT3’s for Feb 2022.My EMP501’s are pending but non of the IRP5’s/IT3’s have been submitted. Still shows created.
    Could you please assist?

  35. Having a problem with Easyfile not generating PDFs on 2x different computers. It creates them, but with 0kb size and cannot be opened by pdf viewer.
    Tried the long filenames registry fix to no avail.

  36. Hi, is anyone else getting this error message when submitting their biannual submission – this is an ETI for the 4 month ETI relief from August 2021.

    Monthly Calculated ETI (7004): If Year of Assessment (3025) is greater than 2021 and ETI SEZ code (7009) is not completed and employee’s age for the specified month is less than 18 or greater than / equal to 30 then this field MUST be zero (0.00), (YoA3025=2022, 7004=750.00, ETI Month 7006=08, Age=30, 7009=NOT COMPLETED, 7005=1)

  37. The current version of easyFile does not include the changes for additional relief, a new version is expected closer to when filing season opens on the 13/9.

  38. Good morning, SARS has updated to 7.1.6 but i still get this error for the additional ETI any idea where to fix?

    Monthly Calculated ETI (7004): If Year of Assessment (3025) is 2022 and ETI Month (7006) equal to 08, 09, 10, or 11 and ETI SEZ code (7009) is not completed and employee’s age for the specified month is less than 18 or greater than / equal to 30 then this field MUST be zero (0.00), (YoA3025=2022, 7004=750.00, ETI Month 7006=08, Age=30, 7009=NOT COMPLETED, 7005=1)

  39. Good day, when I upgrade Easyfile from version 7.0.2 to 7.0.7, it runs through (loading) and close down when complete. When I click on Easyfile again, an Error Code appear:

    “SORRY AN ERROR HAS OCCURRED, The application can not be installed due to a certificate problem. The certificate does not match the installed application certificate, does not support application upgrades, or is invalid. Please contact the application author. Close”

    Can you please advice how to fix this problem?

  40. Hi there Grant,

    Manually captured It3a and when you go to save it says
    ” The following field(s) are incomplete or invalid
    Invalid code ‘ CEST SI BON’; Source Codes should be exactly 4 digits. Record Structure invalid. ”
    Any ideas, it looks all correct, only problem with 1 out of 4 others on the client.

  41. HI Grant

    I submitted my declaration and went to Utilities and EMP501 status dashboard to update and check my submission status but struggling to get the “ok” . I tried giving it some time and logged in the following day to check the status but still giving me “submitted to SARS”. Did I miss a step or is this an error you are able to assist with?

  42. Fiona De Bruyn – go to settings, Apps and features, uninstall the old version and then install the new version (backup files first)

  43. I submitted Periodic Recon on Easyfile 7.1.5. When I checked, I had to update to 7.1.6. Now the EMP501 dashboard has an error 10018 N/A invalidated with error code 10018.
    Do I request a Full Resubmission? It looks like all the payment amounts on EMP501 has been dropped

  44. I am using exactly the same details as with the previous submission, but now get an error: According to our records you have already chosen your Primary Login. Please Login with your Primary Login details and then activate your other profiles in the Portfolio Management section on eFiling. I have EMP501 rights on the profile I am trying to submit.

  45. Hello im having a problem with easyfile form viewer when i updated it to 1.3.1 it worked 3 weeks ago with the old now it just loading 3 blue dots nothing opens

  46. Hi Grant,

    When the payroll file was imported into Easyfile, a person cannot click on the VIEW button under the Declaration tab for EMP501.

    Have you found this problem on your side?

    Kind Regards,
    Wayne

  47. Hi, my easyfile doesn’t giving me the login screen when im opening it, have update easyfile but doesn’t help. Also try to restore my latest backup but giving me an error.

  48. I am getting an error writing to file message ………………………………………………….Verify that you have access to that directory. It says retry but I cannt get past this point in trying to install the easyfile viewer from utilities

  49. I cannot view my emp501 as well. I have downloaded and installed all. nut get error of Adobe being outdated??

  50. Drikus Labuschagne

    Good day all,

    For those that have the issue/error on easyfile “Source Codes should be exactly 4 digits. Record Structure invalid”

    we had the same error. We managed to fix this error by looking under the Employer tab, make sure there in no Characters ( @ & , . * ) in any of the fields. Including company name.

  51. Please help!

    Getting the following error with employees with tax directives but values are equal codes 3901 and 3696:

    “Gross non-taxable income (code 3696 with value of 6752.00) not equal to sum of non-taxable income (codes 3602/3652, 3703/3753, 3714/3764, 3821/3871, 3822/3872, 3815/3865, 3830/3880, 3832/3882, 3834/3884 3908 or 3922 (where the value of 3922 does not exceed R300,000) with combined total value of 0.00)”

  52. My client falls under the companies that can still claim TERS, we brought the covid – TERS allowance in with the corresponding deduction on the payslip, just like last year. Now Easyfile says source code 3724 is not valid for the Tax Year 2022 but the 3724 code is only the allowance, there is no error for the deduction? Does anyone have this problem too? Any suggestions to fix this?

  53. Good day,

    I currently struggle to request the forms.

    Every time I enter my login details it gives an error “According to our records you have already chosen your Primary Login. Please login with Primary Login details and activate your profiles”
    I use the correct Username and password, also went to SARS to check my username, It’s the right one.

    How can I solve this?

  54. Hi there, I want to view my declaration to fill out in Forms Viewer but when Forms Viewer opens up the white screen just stays there and doesn’t open the EMP501. I took out the special character of & and replaced with and under Employer details. No other special characters in the company screen. However I can view the EMP501 under Generate IRP5/IT3. Logged it with SARS on Monday and they just kept saying I should try again every few hours… Any update on this issue?

  55. Re the “Reference number does not exist or user does not have rights to taxpayer.” issue… what resolved it for me was clicking “synchornise application” and then selecting “efiling profile and employer information”. When I went back to accept SARS values in declaration (and submitting after) my access rights linked up and it worked after. Thank you for this site/page, without it I would have been stumped with EasyFile many, many times ?

  56. Good day, I have this problem: “blank screen or the blue dots perpetually going round”. Is there any way to get this resolved?

  57. I am experiencing the same error as Annien above (post dated 13 Oct 21). Forms Viewer opens, but it just shows a white screen with blue dots perpetually going around. I have checked the company name under employer details and removed a single quote from the name. When I view the EMP501 under Generate IRP5/IT3a the trading name includes a double quote. Not sure if this has anything to do with the error. PLEASE HELP!

  58. HI. I completed my recon for a client, swapped to a different client, but when I try Accpet SARS data I get :”There was an error connecting to the server.
    Error message: ITA40010: The current [email protected] version is unsupported; please update your application to the latest version” – this is within minutes of being able to do it with my other client? There are no further Easyfile updates?

  59. Good day,

    I’ve updated to version 7.1.9 this morning, and now when trying to create a pdf of a reconciliation I receive the following message: “Failed to generate the PDF”

    Please assist if possible and thanks in advance.

  60. Hi Grant,

    My Formsviewer path changed since updating to the new version of SARS easyfile but I cannot change the path address at all.

    My path is: “C:\Users\Grant\AppData\Local\Programs\easyfileFormsViewer\easyFileFW.exe”

    Your screenshot shows: “C:\Users\Grant\AppData\Local\Programs\easyfileFormsViewer”

    How do I change the path manually?

  61. This is usually a data corruption issue.
    The simplest option is to restore your last backup. Be aware you’ll lose any changes you made to any companies since your last backup.
    It is not possible to restore a single company via easyfile’s restore function.
    You can however restore a single company manually.
    I’ll have a look, I’m not sure if I’ve written up how to do this.

  62. For those that receive the “Error writing to file: Verify that you have access to that directory” error on installing EasyFile Viewer one solution it to navigate to C:\Users\YOUR USER NAME\AppData\Local\Programs and delete the folder called easyfileFormsViewer and restart the installation. Good Luck

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