Export IR56B data for “IRD IR56B software”

Make sure you have completed following session(s)

l How ecPayroll system handles HK taxation

l Taxation module setup

l Add New Employee

l Add New Payroll Record

In Hong Kong, employers are required to submit the tax information of active staffs to government every year. For details, please refer to IRD web page. It can be done by exporting those required data from ecPayroll system to the “IR56B Software” provided by Inland Revenue Department (IRD). Actually, it is a process of file export and import. Once the tax data imported to the “IR56B Software” successfully, user can follow the IRD provided guidelines to submit those data to IRD by post, by person delivery, or even by Internet. See the diagram below.

Steps

NOTE

Before export the MDB file from ecPayroll system, please: 1. Make sure all required personal particulars (e.g. Name, HKID, Address, …) are correct for all active employees 2. Make sure all salary records of each employee are correct within the tax year

1. Click the [Payroll Maintenance] button from the main screen toolbar

2. Click the [Export to IR56B] button from the toolbar

3. In “Company” tab, select which company you want to export tax data. The corresponding employer information will be shown. Enter which “Year” to be exported. If you enter “2017” means you have selected the tax year “2016/17”. Enter the “Date of Submission” in DDMMYYYY format.

4. In “Path to Export” tab, select the folder where you want the data file to be exported. You are suggested to select a folder which you can find it easily, for example, “C:\Temp\”. At this stage, you can see the full export path with filename (e.g. C:\Temp\ir56b.mdb) based on your selected options. You will need to go to this folder and copy the file later on.

5. In the tab “Employee List”, select which staffs you want to export. Normally, you should select all staffs to be exported.

6. In the export format box, select the required file format (i.e. version 3.5 or version 4.1/4.2). Please check which version of the “IR56B Software” you have installed.

7. Press the [Store and Export] button to save your selection, and export the data file immediately. Please be patient as this process may need several minutes to complete depends on how many staffs you have.

8. Once the export process completed, a summary report will be shown. Please check carefully if any error occur. If there is any wrong or missing data, you have to correct it and re-generate the data file again until all records are exported without error.

9. Copy the exported data file at the folder you selected (e.g. C:\Temp\ir56b.mdb) to the folder where “IR56B Software” installed (Default path is “C:\ProgramData\HKSARG\IR56B\1.0.0\”). Actually you can find this path when you open the “IR56B Software”. If the file already exist, for safety, please rename or backup the original data file.

10. Run the “IRD IR56B Software” (i.e. Default password is “ird”) and you should find the tax data have already imported. Check the imported data are correct or not. In case there is any incorrect or missing, you should correct it in ecPayroll system and re-do the whole process again instead of correcting the data directly in “IR56B Software” as you should treat ecPayroll as the master database.

11. If everything is ok, please follow the “IR56B Software” instructions and submit the IR56B data to IRD.

See also

l Generating IR56E Tax form

l Generating IR56F Tax form

l Generating IR56G Tax form