Keep the old version of easyfile 7.4.5/7.4.6 for historical info.
Maximise your easyfileTC window for the best experience working in the new easyfile.
Setting up your Username & Password
Sign in with your PAYE/Income Tax number as well as your eFiling credentials and click VERIFY.
Next, leave the Username as ADMIN & setup a new password (you can use the same as your old easyfile) & reminder. (Needs to be minimum of 8 characters, 1 UPPERCASE, 1 lowercase, 1 number & 1 special character.)
Check the boxes for Allow CSV editing – This allows editing of imported certificates & the I understand box – to acknowledge SARS will not be able to retrieve or reset your password should you lose it.
Then click REGISTER to continue.
Log in screen will pop up to log in. Use the credentials you just created. ADMIN is in caps
If you want to have a your own user you can add it as an additional user once you have logged in with ADMIN. The main reason for this is that if you have an issue with logging in the ADMIN username is generic/default and is known.
Importing data from old easyfile – manual entry
The new version does not pull complete backups from the old version. Read the manual under Retrieve Certificate History
https://www.sars.gov.za/wp-content/uploads/Ops/Guides/EMP-GEN-02-G01-A-Guide-to-the-Employer-Reconciliation-Process-External-Guide.pdf
- Open easyfileTC & log in
- Click Retrieve Certificate History
- Click Select Backup File and browse to your old version ZIP backup. [When retrieving certificates make sure you are retrieveing from a backup created in the old easyfile v7.4.5 or 7.4.6 not earlier versions. You need to select a ZIP file and not an already decompressed folder.]
- Put in your Login name & Password from your old easyfile as this is required to decrypt the ZIP
- Put in the PAYE reference of the company you want to retrieve history from & Select Period you want to retrieve
- Click Retrieve Certificate History
- It should give you a success message, now you should be able to see the company & period in easyfileTC
Starting the new period
- Click the Employee Admin in the left bar
- Scroll down and toggle the Employee Selection, so that you can select Employees
- You can now either select all or specify which employees you need in the new period and click Duplicate Employees
- Select your new period e.g. 202508 and click OK
Payroll import
A video going into how the new easyfile 8.0.0.258 works, all subsequent versions are similar. https://www.youtube.com/watch?v=u6SZi7JPliA
Submit to SARS
After going to Reconciliations and Accept Data, and once you are done with checking your figures click File>File and close
Then under Action, click the 3 dots … next to your EMP501 Reconciliation and Submit to SARS – You can Download EMP501 PDF etc as well from here
Errors/Issues
Log in issue
- Make sure your Username is ADMIN [all caps]
- Try restart your PC & then log in. Or try Run as Administrator
Error retrieving version.json
Usually occurs after trying to restore a backup from the old easyfile. See importing data above.
Restore from your old easyfile backup ZIP files. You’ll get errors if you unzip the backup first.
PAYE reference number is not available
Are you sure you didn’t submit a zero return for that client & period?
Retrieve Certificate History issues
Error The captured PAYE Reference number and Period of Reconciliation is not available in the selected backup file.
If you are unable to import it could be that it was a zero return for the period, or possible data corruption. Try another backup.
Just being able to see the .dbz files does not mean that the backup is not corrupt. Check the .ZIP filesize, the newer backups should be larger than the older, unless you delete files or there is corruption. As you keep adding data, filesize naturally grows.
You can test the backup by seeing it will restore in 7.4.5. – Make sure you have a backup of your current data as it will get overwritten.
Manual Creating 202502
After you have retrieved your certificate history for the last period, you toggle Employee Selection, then select all employees with the checkbox or select individually and then click Duplicate Employees, it then gives you the option to select the 202502 period, it will copy the employees you selected to the new period. You can edit them from there.
SEZ Code
Error Employer Information: Employer SEZ Code (2083) Code invalid ‘ZAR’
Go to Employer Admin, click on the Employer SEZ dropdown & click Please Select – the top option, so that NO SEZ is displayed and then Save. Now try reload recon, File & close the return and then Submit.
Maximum length requirement not met (xx/21)
Clear the field that is giving issues and retype your details making sure in this case to not have more than 21 characters.