How to create a Copy System for Tax Year-end

The year-end copy system allows you to create your employee tax certificates for the Annual Employer Reconciliation Submission to the South African Revenue Service (SARS).

Prerequisites to create a Copy System

• The destination drive must have enough available disk space for the system copy
• No users are allowed to access the payroll system during the Copy System process

Steps to create a Copy System

• From the Company Listing screen (before you access any company), select Options 
• Select Copy System, then select Continue
• Click OK, once you have read the on-screen message

• Type the file location of the copy system directory and then select Continue

NOTE: Type in the location of the new directory (Where you want the copy system to create – for example, C:\Tax2025). It is advisable that you use a unique and descriptive label for example. If you are copying February’s system, then we recommend naming the copy system 'Feb2025'. Do not use special characters and do not leave any spaces in the name of the new folder. 

• Select Yes to proceed, when the message "The Directory you have selected does not exist. Do you want to create it? " displays

• Do not interrupt the copy process while it runs through the copy process
• The process is is completed when an on-screen message confirm copy system process is complete. Click OK

• Choose Yes to create a unique shortcut that will display on the desktop

 CAUTION: If you do not get the option to create a shortcut, it could indicate that the destination drive is full. , or one or more files in the folder is still in use, and the copy process did not complete.

• Type in the name for your Shortcut. for example: TAX2025
• Click Continue
• The new icon will appear on your desktop
• Access the new icon and ensure that the payroll system copy directory is identical to your LIVE payroll system

NOTE: All users who could access the copy source, will now be able to access this new Instance as well. We recommend that you review the Access Control on the payroll system to ensure that the correct users have access to the relevant payroll data.