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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 e@yfile forms viewer, please make sure e@yfile 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 e@syFile 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.

Forms Viewer install corruption

FV opens but is blank, no blue dots – uninstall Forms Viewer and then delete the “e@syfile Forms Viewer” folder under ..\AppData\Roaming\ and the folder ..\AppData\Local\Programs\easyfileFormsViewer and then reinstall.

Install e@syFile Forms Viewer Application
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: If you get this error when trying to open a specific company. That company has become corrupted, you can also see this from the file size in the easyfile Local Store which will be around 20kB. – The simplest fix is to restore a recent backup. Be aware you’ll lose any changes you made to any other 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. See if this helps https://www.handshake.co.za/2021/sars-easyfile-employer-backing-up // If it happens after you have opened the company it can be due to missing info or an incorrect characters in a field. Essentially easyfile is expecting something & getting an unexpected result & throws an error. – Check your employer details are correct. [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: “Payroll Provider Software (2028 or 2029) is mandatory” 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: “e@syFile 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 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 manually
  • #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 e@syFile 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”
  • Force an update under the Rights Groups>Manage Groups> Update Group Details – make sure your user is part of the group
  • In easyfile Utilities>Sync application

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 its 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.
  • Error Code 624, Source Codes should be exactly 4 digits. Record Structure invalid. // Check under your employer details to see if you have any special characters like commas in the address which throw this error.
  • Employee SSEZ Code (3264) is invalid ‘ZAR’ // Usually occurs when doing older resubmissions. Run through all employees use 10 zeros for employees without tax numbers. Easyfile did not use to require tax numbers but now does.

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 e@syFile

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 Fails

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 final desired location.

This also occurs when trying to save to a OneDrive folder. Not all files are generated.

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.

68 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. I get a e@syFile Synchronisation Process notification saying…
    xxxxx has additional Bulk Income Tax Registration results available but these could not be saved to your e@sayFile database as the matching certificates could not be found. Please ensure your local e@syFile database contains these certificates before completing an IT Registration synchronisation to obtain these results.

    How can I fix this?
    THanks

  3. 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?

  4. I Can’t seem to find any info anywhere. I have a user that is getting “e@syfile 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?

  5. 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

  6. 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 …

  7. 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, e@syFile 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?

  8. I got a “e@syFile 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??

  9. 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 e@syFile 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.

  10. It then has to be done manually or it could be that your installation is faulty. Uninstall and reinstall according to my instructions on the site.

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

  12. 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.

  13. 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

  14. 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?

  15. Hi. Is it possible to amend an ID number on easyfile. Have been trying but it doesn’t work

  16. Madeleine Botma

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

  17. 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?

  18. 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.

  19. I got a “e@syFile 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???

  20. 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.

  21. 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

  22. 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.

  23. PLEASE HELP someone who has experienced this! E@syfile 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.

  24. 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?

  25. 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

  26. 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

  27. 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.

  28. 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?

  29. 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.

  30. 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)”

  31. 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?

  32. You need to save/print it when it displays or once submitted, go to Utilities>Generate irp5/it3(a) click View and then save and/or print the PDF

  33. 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 ?

  34. 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 e@syFile 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?

  35. Wayne Lavarinhas

    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?

  36. 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.

  37. 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

  38. Hi Grant, when we try to view an EMP501 declaration, FW does not open, is this maybe a problem on windows 10? Our windows 7 PCs seem to work, i’ve tried everything else on your guide. Thanks in advance.

  39. Grant, just wanted to say please keep up the amazing work you do with your updates and trouble shooting! Your website is a God send and just so grateful! Thank you Thank you!!!!!

  40. Hi

    I get an error 3138 – could not change the selected employer, could you perhaps assist what to do, i work on windows 10

  41. Hi Grant, I have deleted the temp folder and the EMP501.swf file but it doesnt create a new file for me. Any suggestions please. I have a lot of client computers not displaying the EMP501 form and giving the Adobe problem.

  42. Hi Grant. Help!! When I try to generate the IRP5’s / EMP501 – it gives me the following error code: PDF cannot be displayed. Error code: Adobe Reader is detected, but the version is too old. I have done all the updates to Adobe and I am on latest version.

  43. #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.

  44. Hi, I am having an issue when generating IRP5s. It says “Generation Complete” but only one IRP5 downloads and it is 0kb. I have saved to my desktop with the same result. My EMP501 file size is also 0kb. I am using Adobe Reader 32bit

  45. Tracey Stotesbury

    Hi. I do multiple companies on easyfile. One of them has an error 1009 when i tey to open it. I’ve done may feb submissions for the others so now i want to restore a backup of just this company. How do I do it? I don’t want to loose all the work already done in the other companies by doing a full restore.

  46. Hi Grant
    How do I resolve this
    The following field(s) are incomplete or invalid
    Invalid code ‘ MCA HOUSE’; Source Codes should be exactly 4 digits. Record Structure invalid.

  47. Good day, We are trying to generate EMP501 declaration, the Forms viewer opens, and blue dots appear, but nothing after that. Blue dots just keeps on going round and round. We are tried to reinstall the Forms viewer. What else can we try?
    Thank you very much

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