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SARS easyFile Employer – Exporting a company for a 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 e@syFile stores its data.

Saving the data so your client can access it

Do this if you don’t mind sharing your username and password with your client, otherwise you’ll need the more secure way.

  • Make a backup of your current database either from within e@syFile or manually
  • Make sure easyfile is closed
  • In File Explorer type %appdata% in the address bar and press enter
  • Open the folder easyFileEmployer.0612E4541602589CA8807A3EA214FDF182FEF49D.1
  • Then open the folder called Local Store
  • Copy the PAYE-Number.dbz file plus the key.txt and li.txt files and save in a know location
  • You can then send that to your client and they will be able to Merge the company into their e@syFile

Restoring data received 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 e@syFile & open any company
  • Make sure you do not have a company with the PAYE number you are wanting to Merge, if you do delete it from Local Store
  • 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

More secure way

  • Make a backup of your current database either from within e@syFile 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 e@syFile, it will think it is the first time it is being used and ask for you to create 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 e@syFile, 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 e@syFile or continue with the following
  • Make sure e@syFile 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

Windows 10/11 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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