Import benefit information using CSV files

Summary

How to import details of employees' benefits to Sage 50 P11D.

Description

You can import data from Comma-Separated Value (CSV) files into Sage 50 P11D.

Find out below how to import data, and what you can import.

Resolution

When you import data using CSV files, the CSV files must contain the correct information, in the correct order.

To help you with the import process, your software includes a CSV Templates folder within your software installation folder. To access the templates:

  1. Log in to Sage 50 P11D as normal.
  2. Click Help then About.
  3. Click the System Information tab.
  4. In the section to the left, click Application.
  5. Under the Item column to the right, right-click P11D then click Open folder.
  6. Double-click the CSV Templates folder.

You can open the relevant templates using Microsoft Excel, then save as type *.csv.

CSV templates

Fields in the templates included with your software match the fields in the Sage 50 P11D database. The data import wizard in your software has a list of templates to make it easier to import data.

Your software uses the titles of the columns during import to identify where to place the data in your P11D database.

This means that you can't change column titles or create your own import templates.

Certain rules apply when using the CSV Import Templates:

  • The headings of mandatory fields are coloured turquoise. The import fails if any of these fields are blank
  • Each column heading contains a tool tip comment, which, when the mouse hovers over it, provides advice about the fields below it
  • Each column contains validation rules to ensure you enter the correct data. For example, percentage-based fields only allow a value between zero and 100

Recommended order for entering or importing CSV data

Type of data Used by Notes
Employer Every template Mandatory information, either manual or imported entry.
Once you import the Employer table, update the following before you import further tables:
Departments Employment Mandatory information, either manual or imported entry.
Cost centres Employment Optional information, either manual or imported entry.
Mileage rates Cars Optional information and manual entry only.
Insurance groups Employment Optional information, either manual or imported entry.
Benefit information Miscellaneous Benefits Your software creates a default set of data for each Employer. You can customise the benefit names by manual entry only.
You can now import tables in the following order:
Employer assets Use of Assets and Gift of Assets Optional information, either manual or imported entry.
Employee/Employment All benefits Optional information, either manual or imported entry.
Benefit templates N/A Optional information, either manual or imported entry.

Check the CSV information is valid

Sage 50 P11D checks the information in your CSV files before importing the details. To prevent an import failing, this section explains how to check for common errors.

Import information Validity
Incorrect date formats Use the date format dd/mm/yy. For example, 1 October 2020 imports as 01/10/20. If you use any other format, this appears in the error log. The record doesn't import to Sage 50 P11D. Also use a valid date, for example, 99/99/99 fails on import.
Entering negative values You can only import negative values when importing loan advancements. Check all values for other benefits are correct in the CSV file before you import.
Invalid characters To ensure accurate importing of your information, you must remove all commas from text fields. For example, if an employer's company name is Jones, Smith and Brown, delete the comma and import the name as Jones Smith and Brown. When entering values, don’t use slashes (/) to separate numbers. The PAYREF field is the only field where this character is valid.
Maximum field lengths The comment in each field header of the CSV templates gives the number of characters allowed in each field. If the characters exceed the number allowed, your software truncates it by removing any characters above the limit.
Employer Tax District and Reference Number This information imports from the PAYREF field in the CSV template. Enter this information using three characters followed by up to 30 characters, separated by a slash. For example, 123/9876543210.

Import information into Sage 50 P11D

The following detailed steps contain everything you need to help you import using CSV data.

Before importing data into Sage 50 P11D, take at least two backups of your data.

  1. Select File, then click Data Import, then click Import Sage P11D Data.
  2. Select Next, then select the type of information you want to import, then click Next.
  3. Select Browse, then select the .CSV file you want to import.
  4. Select Next.

    TIP:

    When the import is complete, the number of records read, imported and skipped appear.

  5. Select Next then click View the Import log.
  6. Select OK then click Finish.
  7. If Sage 50 P11D prompts you to recalculate your benefits, select OK then OK.

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Solution ID
200427112209570
Last Modified Date
Thu Apr 09 12:25:48 UTC 2026
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