P46 (Company Car) Archive Initialisation Report (RPCI46G0) 

Use

You use the P46 (Company Car) Archive Initialisation Report (RPCI46G0) to prepare a company car archive (database) for reporting purposes. The report creates entries in the table HR-GB: Archive for P46 (Car)-Forms (T5G_P46ARV), which forms the basis of the car archive.

Report RPCI46G0 initialises the car archive and creates a car database for future reporting purposes. It creates a snapshot of your employee’s company car data (a baseline) on the date you run the archive initialisation, which is used later by P46 (Company Car) Form Report for Great Britain (RPCP46G0).

You must run the Archive Initialisation Report before running the P46 (Company Car) Form Report for Great Britain (RPCP46G0).

You run the P46 (Company Car) Archive Initialisation Report (RPCI46G0) one time only, allowing you to subsequently run report RPCP46G0 as and when required.

 

Prerequisites

• If you have previously created infotype Company Cars GB (0222) records, you must first carry out data migration from infotype Company Cars GB (0222) to infotype Company Car (0442), before you run the archive initialisation report RPCI46G0.

This migration process is executed using report RPUMIGG0. For further details on this report, see Note 490007.

Once you have completed this data migration, the earliest start date of an infotype Company Car (0442) record is April 6 2002. If you create an infotype Company Car (0442) record with an earlier date of first availability than the April 6, 2002 after the initialisation of the archive, and before the first run of the P46(Company Car) Form Report for Great Britain (RPCP46G0), then report RPCP46G0 will not be able to produce the required P46(Car) Forms.

• If you have not previously created infotype Company Cars GB (0222) records, you can immediately run the P46 (Company Car) Archive Initialisation Report.

• 1. In a situation where you may have infotype Company Car (0442) records with a start date earlier then April 6 2002, the P46 (Company Car) Archive Initialisation Report will create P46(Car) forms for all these cars with the category 'New Car', irrespective of the actual reasons these P46(Car) forms should contain.
  2. For company cars having a date of first availability later than April 6 2002, the required P46 (Car) forms will be created with a correct reason.
• You must also ensure your SAP system contains the relevant payroll results for the employees for whom you wish to run the P46 (Company Car) Archive Initialisation Report. This is because the P46(Company Car) Form Report for Great Britain that you will run later, requires payroll results to determine whether or not the car needs to be reported. If the employee is earning below the current annual income threshold set for company car reporting, report RPCP46G0 will not produce a P46, and vice versa.

Both this report, and the P46(Company Car) Form Report for Great Britain require your SAP system to contain payroll results for your selected employees back to the start date of each employee’s infotype Company Car (0442) record.

You can achieve this by either running payroll back to the start date of infotype 0442 for each employee, or via the Data Take-On process.

You can find more information on Data Take-On in the SAP Service Marketplace (http://www.service.sap.com/hrgb), under Media Center ® Literature, in the document Data Take-On: A New Code of Practice.

 

Features

Selection

On the selection screen for the P46 (Company Car) Archive Initialisation Report (RPCI46G0), you have the following options:

1. You can enter the end date of the period in which all P46 (Car) forms are created and archived. This date will be visible on each P46 (Car) form produced.

The begin date of this period is always set to April 6 2002 and cannot be changed.

2.       Set the test run indicator, if you would like to run this report in test mode without saving the produced P46 forms to the database (archive).

SAP recommends that you run the report in test mode until you are certain that the report can be run in productive mode.

Output

The P46 Archive Initialisation Report creates P46 forms in the same way as the P46 (Company Car) Form Report for Great Britain (RPCP46G0), for all cars that were available on or after 6.4.2002. You must run the P46 Archive Initialisation Report even if there were no cars available at this time. This report stores all such cars in the archive, but does not output P46(Car)-SAPScript forms .

After running report RPCI46G0, the report output screen appears. This displays a statistical evaluation of the current run of the P46 (Company Car) Archive Initialisation Report. You can view the warnings, information and error logs created during the current run by using the following menu paths:

Extras ® Warning/Information List

Extras ® Error List

If any employees are rejected from the report run, then no P46 (Car) forms will be saved to the archive. In this situation, you must view the error list, correct any existing errors and re-run the report.

 

Examples

Two scenarios are given below, to further illustrate how the P46 (Company Car) Archive Initialisation Report (RPCI46G0) is run.

Scenario1

Your organisation implements SAP and goes live at the beginning of Quarter 3 of the year in question. This scenario assumes that your organisation does not need to migrate data from former infotype 0222 records and payroll results are included in your SAP system from the beginning of Quarter 3.

The following diagram illustrates Scenario 1:

Insert here example 1 PPT

 

Scenario 1 process flow:

1. In Quarters 1 and 2 of the payroll year in question, you continued to manually report employee company car information to the Inland Revenue. Beginning in Quarter 3, you instead wish to report this data using the P46 (Company Car) Form Report for Great Britain (RPCP46G0).
2. Employee 1 takes possession of a company car on 20 May. An infotype 0442 record is created (retrospectively for the employee during Quarter 3), and new car is reported to the Revenue manually at the end of Quarter 2.
3. At the start of Quarter 3, in preparation for running report RPCP46G0, you run the P46 (Company Car) Archive Initialisation Report. You have already ensured that payroll results exist in your SAP system for employee 1 back to the start of his or her infotype 0442 record, that is, 20 May. Running Report RPCI46G0 therefore creates your car database, containing only Employee 1 in this scenario.

The date on which you run the initialisation report must also be the date up until which all relevant employee car data has already been reported manually to the Inland Revenue.

4. On 25.07, employee 2 also takes possession of a new company car. An infotype 0442 record and a new car entry in the car archive are created by the system for this employee.
5. At the end of Quarter 3 you run report RPCP46G0 for the first time. The report searches for any changes to the car archive since the date of the archive initialisation. Therefore, a P46 form is produced for employee 2 by report RPCP46G0, but not for employee 1, who was already reported manually at the end of Quarter 2, and whose data was already recorded in the archive at initialisation.

A P46 would also be produced for employee 1 at the end of Q3 if:

·         The employee begins to earn more than the annual reporting threshold during the course of Q3.

·         You did not enter payroll results in your system back to the start date of infotype 0442 for employee 1.

In this case, because of the missing payroll results, the P46 (Company Car) Form Report for Great Britain assumes that because only payroll results exist from the start of Q3, the car must now be reported, when in fact, it has already been reported manually at the end of Q2.

 

Scenario 2

Your organisation reports company cars to the Inland Revenue manually up until the end of Q3 of the year in question. You are using an existing SAP implementation and payroll results exist in your SAP system for all employees for whom you wish to report on.

The following diagram illustrates Scenario 2, involving a single employee with multiple company cars in a single payroll year:

Insert here example 2 PPT

 

Scenario 2 process flow:

1. The employee receives her new company car on 20 May of the payroll year in question, and receives a second replacement car on 10 October of the same year. Both of these cars are reported manually to the Inland Revenue at the end of Q3. In addition, the SAP system creates infotype 0442 records for each car and makes appropriate entries for the two cars in the car archive.
2. From the beginning of Q4, your organisation decides to report company cars using the P46 (Company Car) Form Report for Great Britain (RPCP46G0). You therefore run the P46 (Company Car) Archive Initialisation Report at the start of Q4 to prepare your car archive for later reporting.
3. On 20 February of the same payroll year, the employee takes possession of a third replacement car. A new infotype 0442 record is created at this time for the employee’s third car, and a updated entry is recorded in the car archive by the SAP system.
4. At the end of Q4, you run report RPCP46G0 for the first time. The report produces one P46 form for the employee, notifying the Inland Revenue of the change of car on 20 February.

Report RPCP46G0 reports only on any changes in car data for selected employees between the time of the car archive initialisation and the time you run the report. In this case, the only change was on the 20 February, for which one P46 was produced for the employee.

 

See also:

P46(Company Car) Form Report for Great Britain (RPCP46G0)