Smart pension holds a unique identifier for each employee called the 'External ID'. When creating a new record with Smart (an enrolment), if you used the Sage 50 Payroll CSV file upload process this sets the External ID on Smart as the Employee reference from Payroll. However, when you create a new record with Smart via PDX, the External ID field is set as the RTI number from Payroll. The RTI ID is a unique identifier that your software creates when you add a new employee, used in RTI submissions to HMRC. Only one of these identifiers will be set up with Smart, depending on whether you enrolled them with a CSV file or PDX.
Check employee detailsTo resolve this error, check the details in your Smart online account and update any incorrect details. Check employee is enrolled with SmartThe first step is to check that the employee is actually set up in your Smart pension online account. If not, you need to manually enrol the employee on the Smart website before you can send your pension data.  NOTE: If the employee is enrolled, you can see whether the External ID field is set to the RTI number or the employee's reference number.
Check NI numberEnsure that the employee's NI number is correct within Sage 50 Payroll, and that it's set correctly in your Smart online portal. If you find this is incorrect in either location you must correct it. You can then submit your pension data without completing the RTI ID section below. RTI IDIf the NI number is unknown, check that the employee's RTI ID is either 7 or more digits long, or contains one or more letters. If it does, update the employee's External ID on your Smart portal to match the RTI ID in payroll. To find this ID in your software: - Double click the relevant employee on your employee list.
- Click the Employment tab.
- Check the RTI Payroll ID field.
- Before you compare this to Smart, check how long the ID is. If it's 32 characters, remove the first two.
NOTE: If the RTI ID is 32 characters long in payroll, you must only enter the first 30 characters to your Smart portal. PDX uses a maximum of 30 characters for this field. If you need to check the RTI ID for multiple employees, you can download a report to make this easier. - Click the link below to download the Smart Payroll ID report.
- Download the report >
NOTE: If you're prompted to select where to save your download, select a location you can easily find, for example, the Window Desktop.
- In Sage 50 Payroll, click Help then About.
- Click the link beside Reports directory.
- Double click the Userdef folder.
- Browse to your Downloads folder or the folder you selected to save the download, right-click SMARTPAYROLLID.report and click Copy.
- Right-click within your Userdef folder and click Paste.
The report is now ready to run in your software. Run the report- On your employee list, highlight the employees you'd like to include in the report.
- Click Reports, then click the User Defined (Local) folder on the left.
- Locate and run the Payroll RTI ID - Limited to 30 Characters report.
Send pension dataAfter you resolve any differences, you can send your pension data. Click Payroll, then Send Pension Data. Click the Errors tab, if the error is still present here click I've corrected the errors. You can then click the To Send tab, and submit your data as normal.
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