# Take-on Balances

## **Introduction**

When transitioning to a new payroll system or starting part-way through the tax year, it's crucial to ensure that all prior financial transactions, earnings, deductions, and benefits are correctly accounted for. This is where take-on balances come into play.

## **What Are Take-On Balances?**

Take-on balances represent the accumulation of financial data for each employee from the start of the tax year up to the point of transition. Essentially, they provide a snapshot of an employee's financial journey before using Agrigistics.

## **Why Are They Important?**

1. **Accuracy:** Ensures that end-of-year figures, such as tax calculations and deductions, are precise, preventing discrepancies.
2. **Continuity:** Offers a seamless financial record, bridging the gap between the previous system or period and Agrigistics.
3. **Compliance:** Adheres to regulatory requirements, ensuring that all financial data is correctly reported to authorities like SARS.

## **When are they needed?**

If you start using the Agrigistics payroll system **after March** of a financial year, you will need to **capture take on balances**. This allows you to record all payroll values from your previous system into Agrigistics.

<figure><img src="https://4190935239-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FQs9GZ7QOfs5wHesuQLQh%2Fuploads%2FLyTclsrU02ElN6y4aNqx%2Fimage.png?alt=media&#x26;token=8f38c581-2a06-4309-bfed-16473761bb90" alt="" width="375"><figcaption><p>Tak-on balances required</p></figcaption></figure>

1. On the **filing page**, the system will notify you if your first **EMP201** submission for the financial year occurs **after March**.
2. A **notification card** will appear indicating:
   * That no take on balances have been found.
   * The **duration** for which the take on balances must be captured.
3. You can then click **Upload Take On Balances** to submit your historical payroll data.

What you'll see after upload:

<figure><img src="https://4190935239-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FQs9GZ7QOfs5wHesuQLQh%2Fuploads%2F1eH3S3MLnYJjQ54VW2bl%2Fimage.png?alt=media&#x26;token=d92ad3d7-3374-408d-b0bb-3c61bf49d94c" alt="" width="375"><figcaption><p>Take-on balances</p></figcaption></figure>

Once take on balances are uploaded in the same section:

1. You will see the **totals for all SARS tax codes**.
2. You will also see the **total number of employees** for the captured period.

## **Inputting Take-On Balances in Agrigistics**

1. **Preparation:** Begin by setting up an Excel spreadsheet. Ensure it has columns for 'employee', 'SARS code', and 'total'. Populate this sheet with the relevant financial data for each employee from the current tax year up to your point of transition.
2. **Contact Agrigistics:** Once your spreadsheet is complete and verified, reach out to your client success manager at Agrigistics. They will guide you through the next steps.
3. **Import Assistance:** Our team will assist with the importing process to ensure that the data integrates seamlessly into the Agrigistics platform.

Example data for a single employee:

| Employee Number | SARS Tax Code | Amount     |
| --------------- | ------------- | ---------- |
| 0258            | 3601          | R25,856.33 |
| 0258            | 3607          | R2,563.18  |
| 0258            | 4142          | R3,665.25  |
| 0258            | 4141          | R966.20    |
| 0258            | 4102          | R1,852.33  |

### ETI Take-on balances

<table data-full-width="true"><thead><tr><th width="193">Employee Number</th><th width="126">Month Code</th><th width="171">ETI Remuneration</th><th width="188">Calculated ETI Total</th><th width="138">ETI Min Wage</th><th>ETI Wage Paid</th></tr></thead><tbody><tr><td>0258</td><td>3</td><td>R5,000.00</td><td>R750.00</td><td>R12.50</td><td>R37.50</td></tr><tr><td>0258</td><td>4</td><td>R5,000.00</td><td>R750.00</td><td>R12.50</td><td>R37.50</td></tr><tr><td>0258</td><td>5</td><td>R5,000.00</td><td>R750.00</td><td>R12.50</td><td>R37.50</td></tr></tbody></table>

## Exporting from previous payroll

### Simplepay

<figure><img src="https://4190935239-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FQs9GZ7QOfs5wHesuQLQh%2Fuploads%2FFEM97F7hV5kjlbGdZMoO%2FWhatsApp%20Image%202023-10-13%20at%2012.36.18.jpeg?alt=media&#x26;token=3e53b692-8ba7-414d-8e30-47f5c052c3f6" alt=""><figcaption><p>Simplepay Tax Certificate Excel Export</p></figcaption></figure>

Export all of the employee tax certificates in excel format. This can be used to generate a new excel file that can be imported for take-on balances.&#x20;