TAX EXCHANGE User Guide - Forbes Computer Systems
Contents
1. Notice 96050901 TXT Date Sent 05 09 96 You have one or more unread notices Close This box shows you the status of the most recent run Use the up and down arrows to check the status of other runs A run normally has one of three results e Successful run in which all files were processed successfully e Partially successful run in which some files failed to be processed e Failed run in which there was a system failure or some other process failure Taking action What you do next obviously depends on the run result Successful run No action required Partially successful run If the File Details panel shows that there were failed file transmissions click the File Details button to see the Process Details report which gives you fuller details of the files sent and received You will be able to use the report to identify the files that failed to be transmitted so that you can take action to recreate them in the ELS software and resend them See also Using the reports Failed run You should use the system log to track down the reason for a system failure This log contains a mixture of messages produced as a result of the TEM send receive process and messages produced by the EDI encryption and X 400 functions The system log information is maintained for up to five days or five runs of the process whichever covers the greater period TAX EXCHANGE Version 3 0 User Guide Page 15 Click the System L2. TEM This includes the MS Office Bar if you are using that application You should delete all versions of TEM prior to Version 1 0 before installing TEM Version 3 0 For further information please see the Tax Exchange Readme file Insert disk 1 of TEM in your A drive and in Programme Manager under File Run type a setup Then follow the instructions on the screen You should ensure that you always make backups of files that may be overwritten by new versions of TEM Setting up TEM Users It is the responsibility of the system administrator to set up the TEM user names and passwords Each user has a different status depending on the tasks that he or she is to carry out There are three categories of user 1 Browsers default user name BROWSER can view reports and run status information they cannot send tax returns or perform administration functions 2 Users default user name USER can send tax returns to the Inland Revenue and receive back returns and messages they can check the progress of the send receive runs in order to detect any problems with files not being sent and take action to re send them 3 System administrators default user name ADMIN are normally responsible for installing the software and carrying out the initial set up procedures and configurations and can add and remove user names from the system They are responsible for day to day configurations of the TEM tools including generating and
3. entering the encryption keys and entering X 400 addresses To add or change a user name double click the User maintenance icon E or select Tools User Maintenance to display the User Maintenance dialog box TAX EXCHANGE Version 3 0 User Guide Page 20 User Maintenance General User To add a new user click the Add button to display the Add User dialog box and enter a new user name and description Add User JOHNS To amend the details of an existing user click the Properties button to display the User Properties box and make the required changes To remove a user from the system select the relevant line and then click the Remove button You are asked to confirm the removal Initial configurations If the TEM Configuration Wizard has not been run during installation of TAX EXCHANGE you must initialise the configuration settings The TAX EXCHANGE TAX EXCHANGE Version 3 0 User Guide Page 21 process cannot be run until these settings have been initialised For more information on the TEM Configuration Wizard see the next section Where TAX EXCHANGE is run standalone each user needs to initialise the configuration settings on the individual PC Where TAX EXCHANGE is run using a network configuration these settings need to be initialised only once Following successful initialisation TAX EXCHANGE can be used to transmit and receive messages Any of the configuration settings can be change
4. the Inland Revenue Page 35
5. this screen refer to the notes on Live User Settings in the previous section Configuration MailMax X 400 Live User Settings Se E TAX EXCHANGE Version 3 0 User Guide Page 32 The EDI Inbound Message Formats screen For information on using this screen refer to the notes on Configuring EDI in the previous section Initial configurations EDI Inbound Message Options The PGP Creation screen For information on using this screen refer to the notes on Setting up the PGP user id in the previous section Initial configurations PGP Key Creation TAX EXCHANGE Version 3 0 User Guide Page 33 The Security Key Transmission screen This is the functional equivalent of clicking the Go icon or selecting Run Go within the TEM main screen to run the TEM process and send the messages Transmit Security Keys The PGP Fingerprint verification screen For information on using this screen refer to the notes on Setting up the PGP user id in the previous section Initial configurations Security Key Verfication with Racal WARNING Only run this option when contacted by Racal and requested to verify the fingerprint of your new PGP userid DA F4 97 21 431B 058C 21 36 88 90 48 6C 6213 TAX EXCHANGE Version 3 0 User Guide Page 34 Glossary of Terms Term Browser Decryption EDI ELS Encryption Envelope MailmaX 400 PGP Pre proces
6. your password to one of your own choice select Edit Change Password to display the Change Password dialog box Change TAX EXCHANGE Password zeg E Oo So TASS Cancel New password Con new password Enter your old password and your new password in the boxes and then enter your new password again to confirm Using the TEM screen _ TAX EXCHANGE Mie E3 File Edt View Bun Tools Help Sale FOE le a SI Current User ADMIN User Class Administrator Mailbox TEST Once your log on has been accepted the opening TEM window is displayed Note that not all the menu items or icons are available to all users where functions are not available to you the menus menu items and icons are greyed out TAX EXCHANGE Version 3 0 User Guide Page 6 The menus and icons You will find once you start using TEM that you can carry out most of what you want to do on a day to day level using only the icons underneath the menu bar To see what an icon represents place your mouse pointer just below it you may have to move it around slightly to see a pop up tool tip giving the icon s function The icons are as follows EI Ki e Archive logs Enables you to archive those system logs that are more than five days or five runs old Check run status Enables you to review the progress of the last send receive run or series of runs Run reports Enables you to track in detail the progress of the send receive
7. E module Alternatively select File Exit All the tax returns in the directories will be saved for the next time you log on Sending E mail messages Click on the MailmaxX icon to use the electronic mail E mail facility to send memos reports and other communications to individuals and other service providers Alternatively select Run Start MailmaX a This facility also gives you the opportunity to exchange messages and documents with other E Mail users in Britain and around the world See your MailmaxX 400 User Guide for more information Note to use this facility you will need to have applied for a separate E mail mailbox from Racal Network Services TAX EXCHANGE Version 3 0 User Guide Page 10 Sending the tax returns Sending the returns Your Self Assessment software produces a file for each tax return for each taxpayer which is required to be transmitted to the Inland Revenue and places it in the TEM TAXOUT directory There may be more than one return for each taxpayer for different return types individual trustee and partnership or for different years TEM builds the tax returns that are waiting in the TAXOUT directory into a form suitable for transmission validates and encrypts and then transmits the files using the Racal X 400 network to the Inland Revenue Tax return files are processed and transmitted in batches or envelopes of up to 100 like files When a batch of processed tax return files has been t
8. EAEEEERAAAEEEEEEERR RAEE E EEE EEna 18 MANTAINING TEM USERS otita a n a a EE eene 19 CHANGING TEM CONFIGURATIONS ccccceccccccseecccceeeceeecaesceeeeeeecescaeeeeecueneceeeaeeeeeaeneeenaagesss 19 REMOVING TEM 19 INSTALLING AND CONFIGURING TAX EXCHANGE 0ccscceccesseeeeesnseesceesseeseeeseeees 20 INSTALLING TAX ESCHANGE assssssssssessrrnessrrrerrrrrsrrrrrssrrrrsnrriusrrrrsnritrstitsanrrennrrnunarrrennnnne 20 SELLING UP TEM MISE REESEN 20 INITIAL CONFIGURATIONS sssssssiisseeessuuuniiiueesae unut tk tanuan unnu Lunnan A AAEEEEERAAAAEAEEEERNAAEEEEEE ERRARE EEE En Enna 21 Creating the shared drechor 22 Contig rnng ME ee eege eege 23 Setting Up the PGP user jd 24 COMIQUFING RE 27 Loading New EDI Maps ett eee ih E Milena sisted 28 Change the EDI Inbound Message Format 28 Other Configuration Options ccccccceseeeeceeeceeeeceeaaeneeeeeessecenaaaeeeeeeesseseeaasenseeeeesseeessaeess 29 USING THE TEM CONFIGURATION WIzapp 29 The Shared directory screen 31 The basic X 400 communications parameters screen 31 The X 400 Test User Settings screen 32 The X 400 Live User Settings screen 32 The EDI Inbound Message Formats screen 33 The PGP Creation ecreen 33 The Security Key Transmission screen 34 The PGP Fingerprint verification screen 34 GLOSSARY OF TERMS vi wiscicssssssiccccitecdsasisvicaivtdeds ERAN ENEeEK EE ARENRNN EeE REENEN ENENEREEE nEn kunai 35 TAX EXCHANGE Version3 0 User Guide
9. M browsers users and system administrators Browsers can only view reports and look at the system log they cannot send tax returns or configure the system Users can send tax returns to the Inland Revenue and receive back returns and messages they can check the progress of the send receive runs in order to detect any problems with files not being sent and take action to re send them System Administrators are normally responsible for installing the software and carrying out the initial set up procedures and configurations and can add and remove user names from the system They are responsible for day to day configurations of the TEM tools including generating and entering the encryption keys and entering X 400 addresses In some typically smaller organisations the three types of user are the same person who carries out all the functions provided by TEM In other organisations the administrator may be responsible only for installation and configurations users will then send and receive tax returns and messages and track the progress of send receive runs Using this Help Use this information to find out how to use the TAX EXCHANGE Module Using TEM gives you an overview of the TEM and the basic functions of logging on and leaving the module and changing your password and explains the TEM opening screen and the icons It also briefly explains how to use the MailmaX E mail Sending tax returns explains how to send the tax retur
10. NING This option will replace your Encryption Code You should only proceed if there has been a breach in security The Following steps describe what will happen when you press the Proceed Button 1 4 Dos screen will be displayed where you will be asked to enter a RSA Key Size Type 3 high security b UserlD Type a new User Name maximum 19 characters c Pass Phrase Type a new Pass Phrase maximum 19 characters d You will now be asked to type random characters until asked to stop 2 4 Windows screen will be displayed where you will be asked to enter a The new User Name as you entered it in 1b above b The new Pass Phrase as you entered it in 1c above 3 If validated your new PGP ID should be sent to Racal for verification Proceed Cancel Click the Proceed button if you are ready to proceed with setting up the encryption code A DOS window is displayed for you to enter the required parameters Follow the instructions 1 Choose RSA key size option 3 to provide maximum security 2 Enter a User ID no more than 19 characters You should only use characters and spaces in the User ID but there is no restriction on the name you use 3 Enter a Pass Phrase no more than 19 characters What you type is not displayed It is very important that you remember what you typed and its exact format because you have to type the User ID and Pass Phrase again later Using capital letters throughout ma
11. Page 2 Welcome to TEM What is TEM The TAX EXCHANGE Module TEM is installed as a component of the Electronic Lodgement Service ELS It allows you to process the tax returns produced by your Self Assessment software and send them electronically to the Inland Revenue under strict security control You can receive the acceptance rejection notifications from the Inland Revenue together with tax statements and other messages and through TEM make these available to the tax and other user application software for reprocessing TEM converts the outgoing returns into a common format for EDI transmission validating the details applying security encryption to the files and then despatching the processed files to the Inland Revenue using the X 400 facility Tax return files acceptance or rejection notices and tax statements received from the Inland Revenue undergo the same processing decryption and conversion in reverse Other messages are received in a simple text format and are delivered to a predefined directory These messages can be viewed using Windows Notepad or similar TEM maintains audit and log files to enable you to track the progress of both outgoing and incoming files You can initiate the sending and receiving of processed tax return files and messages on an ad hoc basis just when you require it or you can set up a schedule to run the send receive process at pre defined times and frequencies There are three types of user of TE
12. Wick Hill TAX EXCHANGE User Guide Table of Contents TABLE OF CONTENTO EE 2 WELCOME TO TEM gie REENEN EENEG Eege 3 AY YY WER EE 3 WSING THIS EE 3 ENNEN IEN EE EE eg A USING THE TAX EXCHANGE MODULE TEM cccsssssssseeeeeeeeeeeeeessneeeeeesseeeaeeneeeenes 5 CH RER EE 5 LOGGING e EEN 5 Changing your D sewon enne 6 USNGTHE PEMSCRE N EE EE 6 nne ne Biel EE 7 WISING REPORM EAE AAA A A E 8 LEAVING TAX EXCHANGE siitiaina nnan aa e a AEA E E E aTi 10 SENDING E MAIL MESSAGES cccccccseccceceeeeceeceecececaeeeececaesceeeeueuceecaeeeseeaeueceeaueeseeaeneeeneagasss 10 SENDING THE TAX RETURNS ek Gas eseh eeh NNh Ee ENN eeRdE ENN Ree Eed 11 SENDING THE RETURNS intiena Aaaa Aa aiaa aate paaa Aa tetnietasastbeinatentetas 11 USING THE SCHEDULER TO SEND RECEIVE RETURNS cccccceccceeceeeceeeeeeeeeeeeeeeeeeeaeeeeeeaeeeeeees 12 setting up the schedi ET 12 Scheduler Ooeraton ee 14 CHECKING THE PROGRESS OF THE BUNN 14 Checking the run status 14 Faking RETEN Ol EE 15 RELEASING EIER ee EE 16 DEALING WITH RECEIVED MESSAGES ttun ttte satuun Aukt tana AAEE AEEEEAA AAR EEE EEEn anA nanan nnna 16 DEALING WITH RECEIVED NOTICES ccccecccccessseceueeeeecceceeeeuuueeuseceeeuueeuuueesueeeseueeuuaaeeseeseuueeaas 16 ADMINISTRATION WE 18 REPORTS to tat Oe tee E E E 18 HOUSEKEEPING mrima Tea e AR ATAR A AARAA A AAAA AAAA AO AARAA 18 SYSTEM SECUR imina a a a a aa a a a a aa EAn 18 ARCHIVING THE LOGS NEERA A AAAAEEEERAAAEA
13. ays which is the default minimum but you can enter more Maintaining TEM Users From the user Maintenance window the system administrator can add remove TEM users by selecting Add or Remove See Setting up TEM Users or change their configuration by selecting Properties User Properties m User Details Name USER Description General User Class General User D m Password The system administrator can change the user s Description or Class or reset the user s password to the default PASSWORD Changing TEM configurations You can make changes to the configuration of the TEM system using the same processes as for the initial configurations See Initial configurations Removing TEM To remove TAX EXCHANGE from your computer use the Uninstall TAX EXCHANGE icon in the Program Manager and follow instructions TAX EXCHANGE Version 3 0 User Guide Page 19 Installing and configuring TAX EXCHANGE Installing TAX EXCHANGE The Installation Notes are supplied as a text file which can be accessed by clicking the Readme icon in the TAX EXCHANGE Program Group Please follow the following instructions to install the TEM software programme You should not attempt to install TEM until you have received your installation letter from Racal as this gives important information about your unique User ID s etc It is important that you close all other software application programmes prior to installing
14. configuration when requested to do so by your ELS software provider Select Tools EDI Configuration to display the EDI Configuration screen EDI Configuration EDI Component Map Load Inbound Message Format Select the required EDI component option Disabled C Altemative Inbound Program Gg Outbound Program e The Disabled option disables the EDI component of TEM e The Alternative option enables the use of alternative EDI software with the specified inbound and outbound programs TAX EXCHANGE Version 3 0 User Guide Page 27 Loading New EDI Maps When requested to load a new set of EDI maps select Map Load EDI Configuration Restore ED datetase Set the source directory for the new EDI Maps normally provided on floppy disk Select Load New EDI Maps After loading it is possible to return to the previous version of EDI Maps by selecting Restore EDI Database Change the EDI Inbound Message Format To change the format of EDI Messages select Inbound Message Format EDI Configuration The default settings of ASCII should only be changed if requested to do so by your ELS software provider TAX EXCHANGE Version 3 0 User Guide Page 28 Other Configuration Options To change other Configuration options select Tools Options This screen allows you to change the directory where TEM will look for it s subdirectories To unlock the TAX EXCHANGE process select Lock S
15. d at a future date simply by repeating the configuration process To carry out the initialisations start TAX EXCHANGE and log on as ADMIN The following settings must be set prior to running the TAX EXCHANGE process The order of initialisation is important and must be followed Creating the shared directory mandatory Configuring MailmaX 400 mandatory Setting up the PGP user id mandatory Configuring EDI optional General configuration optional aon gt Creating the shared directory A shared directory is required to exchange files with the taxation software and must be located on the same physical drive as TAX EXCHANGE This shared directory must be created before the TAX EXCHANGE process can be run Creating the directory automatically creates the three required subdirectories e TAXOUT the taxation software out tray e TAXIN the taxation software in tray e NOTICEIN the notices received tray To create the shared directory select Tools Options to display the options dialog box General Lock Status Start Mode Run Mode Shared Directory Enter the full directory path to the shared area l Enter the full path name of the required directory the prompt is to the default i e CATAXEX TAX EXCHANGE Version 3 0 User Guide Page 22 Configuring MailmaxX 400 MailmaX allows you to send Tax Returns to the Inland Revenue There are two settings Test and Live Test transmissio
16. dialog box and make the required changes TAX EXCHANGE Version 3 0 User Guide Page 13 To remove a scheduled job select the relevant line and then click the Remove button You are asked to confirm the removal Scheduler Operation The scheduler works on a daily cycle from midnight to midnight A job with a frequency of Daily will be initiated once each day at the selected Start Time Jobs marked as Repeat Every will be initiated at the selected start time and then repeated at the selected time interval until midnight Note that the interval is measured from the previous start time not from when the previous run finished It is possible to set the scheduler to operate on a continuous basis from the selected Start Time To do this mark a job as Repeat Every and leave the Hours and Minutes settings on zero In this case the scheduler will initiate the send receive process at the selected Start Time and will then repeatedly initiate the process as soon as the previous run has completed The scheduler must be running in order to initiate a job If the scheduler is started after the selected start time then it will not attempt to run missed jobs but it will initiate the next scheduled job While the TAX EXCHANGE process is running a lock is in place which prevents the scheduler from attempting to initiate another instance of the process This lock is removed when the current process is completed When the lock is in place the scheduler wind
17. e report immediately without previewing it click the Print button TAX EXCHANGE Version 3 0 User Guide Page 8 If you choose the Preview button the Print Preview window is displayed BB TAX EXCHANGE Report System Messages Audit Listing Bisi x q 22 May 96 TAX EXCHANGE System Messages Audit Listing Function Date Time Message Text LOGON 20 May 96 22 09 37 User ADMIN has logged on LOGOFF 20 May 96 22 10 07 User ADMIN has logged off LOGON 20 May 96 22 10 54 Logon attempt has failed LOGON 20 May 96 22 13 02 User ADMIN has logged on POET ENS ORI AN Man D 19 40 44 The anhadula han hann shanana bin AMAAL 4 Lif 101 gt gt i concet S So eea aa ctose 2et 9 Totakzi 100 The arrow icons on the toolbar at the bottom of the report enable you to scroll forwards and backwards through the report either a page at a time or to the beginning or end of the report The other icons enable you to Cancel Cancel Stops loading data into the report Zoom Zooms in and out of the screen Print Prints the report Export Exports the report in a range of standard formats e g suitable for Excel Email Emails the report in a range of standard formats e g suitable for Excel ELLE Close Close Closes the preview screen TAX EXCHANGE Version 3 0 User Guide Page 9 Leaving TAX EXCHANGE Click on to the Exit icon on the extreme right hand side of the menu bar to shut down and leave the TAX EXCHANG
18. ed by Racal and requested to verify the fingerprint of your new PGP userid 1 Read the following fingerprint code to the Racal SMG Administrator 2 If they confirm it is the same code as theirs press the Verified button Fingerprint code les 97 B8 F6 3E F1 BB 3E 01 ED 63 C1 AB BE D1 23 Verified Cancel Follow the instructions to confirm that the fingerprint code shown in the panel is correct Click the Verified button to complete the installation of the new User ID Once the ID has been verified it will be used for all future transmissions unless you change it You should only need to change your ID under normal circumstances when on an annual basis you do have to change it as recommended by Inland Revenue or because for example you have to reload your system You should then follow the same process as given above Remember that again you must not send any tax returns until your new code has been verified by Racal TAX EXCHANGE Version 3 0 User Guide Page 26 Configuring EDI When TAX EXCHANGE is first installed it should not be necessary to change the default EDI configuration At a later stage you may need to run the EDI configuration for instance to load a new set of EDI Map Files These will be issued for new versions of Tax returns and any other forms as advised by the Inland Revenue Full instructions will be issued if you do need to change these configurations You should only change the EDI
19. hey are placed in the TEM TAXIN directory for processing through the tax software General notifications do not undergo any inbound processing and are simply placed in the TEM NOTICEIN directory You can choose to run the send receive process only when you require it for example once a day or even once a week if you have only a few tax returns to process and send each day Alternatively you may need to run the send receive process several times a day in which case it is easier to set up the send receive process to run automatically according to a pre defined schedule see Using the Scheduler to send returns To start the send receive process running immediately click the Go icon TAX EXCHANGE Version 3 0 User Guide Page 11 or select Run Go The TAX EXCHANGE Process box is displayed indicating that the process run is underway and showing the active steps in the process When the process run is complete you need to review the progress of the run to check if any outgoing files tax returns or incoming files acceptances rejections tax statements and other messages failed to be transmitted See Checking the progress of the run Using the Scheduler to send receive returns The TEM scheduler is a small program which can be used to initiate the send receive process automatically according to a pre defined schedule To run the send receive process in this way you must first set up the schedule by defining one or more
20. kes this easier 4 You are then asked to type random characters This is the fingerprinting process which the PGP system uses to set up the encryption code 5 When this is complete after a minute or two the New PGP User ID Validation dialog box is displayed Enter your User ID and Pass Phrase exactly as you entered them at stages 2 and 3 above If you enter them correctly the process is complete If you make a mistake and enter your either your User ID or your Pass Phrase incorrectly you will have to start the PGP Configuration again Your new PGP User ID will not be active until it has been verified with the Secure Messaging Gateway Administrator at Racal You must send the new ID and the encryption code for verification using the X 400 connection At the TEM main screen click the Go icon or select Run Go to run the TEM process and send the messages Note that you cannot use TEM to send tax returns until the PGP verification process has been completed and you have been contacted by Racal TAX EXCHANGE Version 3 0 User Guide Page 25 When the message has been received you will be contacted by the Secure Messaging Gateway Administrator at Racal and requested to verify the fingerprint of your new PGP User ID When this happens select Tools PGP Configuration to display the PGP Configuration dialog box and then select Verify with Racal PGP Configuration Create PGP ID Verify WARNING Only run this option when contact
21. lect Live User Settings and enter your Live User details from your ELS information letter Select Apply and confirm the password when requested Select Communication Parameters x400 Configuration E 2 A00 Component Test User Settings Live User Settings Communication Parameters Advanced Options m Network Settings PAD Account frequied PAD Password lege Telephone Number frequied Outside Line l Modem Settings Type Generic Hayes d Pott COM1 d Speed 9600 Enter your Communication Parameters details from your ELS information letter then select OK to save your settings and exit the MailmaX 400 configuration NOTE The Advanced Options takes you into raw MailmaX 400 you should only select this option if requested to do so by your ELS software provider Setting up the PGP user id PGP is responsible for ensuring the privacy of all files transmitted between the user and the Inland Revenue In order to send and receive secure files using PGP each user must set up a user id and verify it with the Secure Messaging Gateway Administrator at Racal the provider of the X 400 network This has to be done before you can use TAX EXCHANGE to transmit returns To create your PGP user id select Tools PGP Configuration TAX EXCHANGE Version 3 0 User Guide Page 24 PGP Configuration R00 eereereresrersesonreesesserersen Create PGP iD Verify with Racal WAR
22. m Log button or Click the Go icon TAX EXCHANGE Version 3 0 User Guide Page 4 Using the TAX EXCHANGE module TEM Starting TEM You can use TEM in one of two ways e Interactive mode Start TEM from the icon in Program Manager Windows 3 11 or a menu item Windows 95 You can carry out all the TEM administration functions and use the Go icon to send and receive tax returns and messages directly e Schedule mode Activate the Scheduler using the Run Scheduler icon This will then initiate the send receive run s automatically according to your schedule of predetermined times and frequencies irrespective of whether or not you have TEM open see Using the Scheduler to send returns Logging on To start the TAX EXCHANGE Module in interactive mode double click on the TAX EXCHANGE icon in Windows Program Manager TAX EXCHANGE The TAX EXCHANGE Logon dialog box is displayed TAX EXCHANGE Logon Enter your User Name and Password User Name I The first time you log on to TEM you type the user name which is ADMIN then use tab to move to the Password box and type your password which is set to password Click on OK to accept your log on or click Cancel if you want to abandon If you make a mistake entering the user name or password click OK to return to the blank log on dialog box and type them again TAX EXCHANGE Version 3 0 User Guide Page 5 Changing your password If you want to change
23. n 3 0 User Guide Page 29 The following is an example of the opening screen of the TEM Configuration Wizard TEM Configuration Wizard Welcome EN Configuration Wizard Welcome to the TAX EXCHANGE Configuration Wizard This Wizard will lead you through all the steps required to configure TAX EXCHANGE to file self assessed Tax Returns with the Inland Revenue s Electronic Lodgement Service ELS Any configuration changes you make for TAX EXCHANGE will become permanent when you start to create your PGP keys You can cancel any changes you have made by pressing the Cancel button at any time upto the creation of the PGP keys At the end of the Wizard you will have the option of making a connection to the Inland Revenue and registering your security key Itis recommended that you select this option You will then be contacted by telephone to verify the security key lt Back Next gt Cancel Each screen within the Wizard is functionally equivalent to one of the screens within the TEM Module itself The screens are displayed in the following sequence e The shared directory screen the directory where TAX EXCHANGE receives input files to the Electronic Lodgment process and supplies output files e The basic X 400 communications parameters screen the details of PAD user and password access telephone number and modem details e The X 400 Test User Settings screen details of the X 400 address
24. ng of the major system messages such as when users Audit Listing logged on what configuration changes have been made etc Enables the system administrator to monitor TEM For details on how to view the reports see Using Reports Housekeeping You are advised to institute a policy for taking backups and archiving your files How often you archive data depends on your circumstances but you should consider the implications of loss of data in establishing an appropriate plan System security You are advised to change the system administrator s password from the default in order to ensure the security of your system See Changing your password Archiving the logs TEM writes two logs of all processes it carries out e System Log A text file of every message that TEM produces This file is automatically cycled every five runs or days and does not need any user maintenance e Audit Log A database of key messages run success failure administration functions performed etc and files transmitted or received This log is not cycled and needs to be regularly archived by the TEM administrator TAX EXCHANGE Version 3 0 User Guide Page 18 To archive the audit log click the Archive logs icon or select File Archive Logs to display the Archive logs dialog box Archive Logs Archive messages older than Runs Days Enter the number of runs or number of days or both You cannot enter fewer than 5 runs or 5 d
25. ns are sent but not processed and are used to assist with the confirmation that the service is working correctly You would normally use the Live service but can use the Test service for training purposes etc Select Tools X400 Configuration to display the X400 Configuration dialog box x400 Configuration Eg Parameters Advanced Options Test User Settings Live User Settings ech Select the required X 400 component option Ze Mailmax 400 TestMode C Live Mode Disabled C Alternative Program On Note that MailmaX 400 setting on this screen should only be changed if advised to do so by your ELS software provider Select Test User Settings X400 Configuration EN ced Options ings Live User Settings m Test 400 OR Name Organisation Name Lu CK HILL TEST 1 Organisation Unit 1 auz 5RP Sumame D1050446 m Test Mailbox Password Enter your assigned password jz NB If you subsequently wish to choose your own password this must be carried out within a special session of Mama 400 Select the Advanced Options tab and start Mailmax 400 for the required user type cont Le Enter your Test User details from your ELS information letter NOTE These fields are case sensitive and must be typed in exactly as they appear in the letter Select Apply and confirm the password when requested TAX EXCHANGE Version 3 0 User Guide Page 23 Se
26. ns created by your Tax Self Assessment software This includes how to set up a schedule for controlling the send receive runs automatically and how to check the progress of the send receive run by looking at the audit logs and reports available TAX EXCHANGE Version 3 0 User Guide Page 3 Administration explains how to archive the logs re configure the other TEM components EDI X 400 PGP the encryption keys and other options Additionally it explains how to change the user name and password details of TEM users Installing and configuring TEM explains how to configure the TEM components EDI X 400 PGP the encryption keys how to set up the user name and password details of TEM users and other options Conventions The following terminology and conventions are used in this guide Windows 3 11 Windows 95 TEM can be used in both Windows 3 11 and Windows 95 environments Directions in this guide refer to Windows 3 11 usage but Windows 95 users should assume the equivalent Using the mouse The main terms you need to know are Click Point to an item then quickly press and release the left mouse button Double click Point to an item then quickly press and release the left mouse button twice Menus Menu commands are referred to in the form Menuname Menucommand for example Select Edit Change Password Button or icon names Button or icon names are referred to in the form Buttonname for example Click the Syste
27. of the Test User e The X 400 Live User Settings screen details of the X 400 address of the Live User e EDI Inbound Message Formats screen the message format in which inbound EDI message files will be supplied e PGP Creation screen the creation of PGP security keys e Security Key Transmission screen the transmission of the prepared PGP security keys to RACAL e PGP Fingerprint verification screen the verification of the fingerprint of the PGP security keys with RACAL Note this option is run on its own and not within the sequence of the Wizard TAX EXCHANGE Version 3 0 User Guide Page 30 The shared directory screen For information on using this screen refer to the notes Creating the shared directory in the previous section Initial configurations General Options gg The basic X 400 communications parameters screen For information on using this screen refer to the notes on Communication Parameters in the previous section Configuration MailMax x 400 Basic Communications Options 12345678 12345678 COMI ei 9600 TAX EXCHANGE Version 3 0 User Guide Page 31 The X 400 Test User Settings screen For information on using this screen refer to the notes on Test User Settings in the previous section Configuration MailMax X 400 Test User Settings EN WICK HILL TEST 1 401050446 The X 400 Live User Settings screen For information on using
28. og button to access the system log directly from this screen or alternatively you can select View System Log at any time Notepad TAXEX LOG File Edit Search Help LOGON 214 The foll MPSTART 215 A Fatal LOGON 226 The foll MPSTART 226 A Fatal EDIMAPLOAD 234 Started EDIMAPLOAD 234 No EDI m EDIMAPLOAD 234 Ended ED LOGON 225 The foll LOGON 233 The foll LOGON sti The foll LOGON 212 The foll ARCHIVE 213 The mess LOGON 223 The foll MPSTART 223 A Fatal LOGON 211 The foll SA ee ee ee ee e Je Releasing the Lock In some circumstances an unexpected error causes the TAX EXCHANGE process to terminate leaving a lock in place which prevents the process from being restarted This is to prevent automatic restarting of the TAX EXCHANGE process by the Scheduler until the error has been resolved The lock should not be cleared until the cause of the error has been identified and resolved To release the lock select Tools Options and then the Lock Status tab Click the Release Lock button and TAX EXCHANGE can then be run normally Dealing with received messages You receive acceptances and rejections of returns tax statements and other messages Received messages can be routed to a file from which they can either be collected by your ELS software for further processing or be printed depending on the way that your software application has been set up Notices received are summarised separately The last notice
29. ow contains the message Spooler Locked While the TEM is open the scheduler is disabled This prevents the scheduler from attempting to initiate the process during configuration potentially causing unpredictable results At this time the scheduler window contains the message Spooler Disabled The scheduler is re enabled on closing the interactive application Checking the progress of the run On completion of the run you need to review the progress of the last send receive run or series of runs in order to check if any outgoing files tax returns failed to be transmitted This allows you to track the reason for the failure take action to correct the error and ensure that the file is resent It also shows you whether any incoming files acceptances rejections and tax statements or messages failed to be received so that you can similarly track the reason and take action to recover the file Checking the run status To check the run status select View Run Status or click the Run status icon The Run Status dialog box is displayed TAX EXCHANGE Version 3 0 User Guide Page 14 Run Status Ti This run completed successfully Run Details Run No E i By ADMIN Default Administration User At 02 Jul 97 3 23pm For 3 Mins 40 Secs File Processing Summary Succeeded Failed View File Details Dutbound 0 Inbound 3 Notices Received Summary Total this run 0 View Notices Latest
30. ransmitted TEM then checks for incoming returns acceptance rejection and other messages and receives and processes them If there are no incoming messages TEM processes the next batch of outgoing tax return files and repeats the process until all the tax return files have been processed and transmitted All files processed through this system are encrypted TEM monitors the entire process of file processing and transmission and produces reports which enable you to track the progress of the send receive run and to resolve any failures The process is as follows e EDI processing firstly ensures that the files are consistent and suitable for processing unsuitable files are moved to a reject directory and an error message created Files are then processed into an EDI format on a first in first out FIFO basis using the date created e Encryption ensures the privacy of all the tax return files transmitted between the user and the Inland Revenue It is an essential element in TEM and cannot be switched off e X 400 MaXware transmits the batches of processed tax return files and collects any incoming messages or files System messages tax messages and general notifications can be received MaXware logs any failure in the transmission process and retries transmission until successful You can configure the number of retries to be attempted Received tax messages are processed in reverse e X 400 e Decryption e EDI pre processing before t
31. received can be viewed directly by clicking the View Latest Notice button Dealing with received notices Notices received are summarised separately The Run Status form displays the number of notices received during a run and shows details of the latest notice received A list of all notices can be displayed by clicking the View Notices button TAX EXCHANGE Version 3 0 User Guide Page 16 View Notices 96103102 13 lt T 96103101 TXT 96103001 TT 96090503 T lt T 96090501 T lt T 96090502 TxT From this form any notice can be opened for viewing or printing Notices can also be deleted if no longer required TAX EXCHANGE Version 3 0 User Guide Page 17 Administration Reports TEM provides several reports to enable you to track the progress of the send receive runs and resolve any errors The purpose of the reports is as follows Process Summary Summary of runs identifying whether a run succeeded or failed and how many tax returns passed failed transmission Use this report to analyse the overall status of the TAX EXCHANGE process and whether any runs need analysing in more detail Process Details Details of runs listing which tax returns passed failed transmission Use this report to identify which tax returns need to be resubmitted Process Audit System details of the progress of runs Use this report to Listing analyse any system problems with running the TAX EXCHANGE process System Messages Listi
32. runs and to resolve any errors Go Enables you to send tax returns immediately and receive acknowledgements and tax payer statements Run the scheduler Enables you to activate the Scheduler to initiate send receive runs according to your pre defined schedule of times and frequencies MailmaX Connects you to electronic mail E mail so you can communicate with people in the Inland Revenue and with other X 400 users in Britain and around the world Set up the schedule Enables you to define the start times and frequencies of send receive runs to be initiated automatically by the Scheduler User setup Enables the administrator to set up and change user names and passwords Help Gives you access to the help information Exit Enables you to shut down and leave the TAX EXCHANGE module saving any files awaiting processing TAX EXCHANGE Version 3 0 User Guide Page 7 Using reports To see a report click on the Reports icon or select View Reports to display the Reports dialog box Process Audit Listing System Messages Audit Listing Aested TS Ur OPS rites Drivin tle You can report against the current logs or one of the archived logs see Archiving the logs For some of the reports you can select details for a specific run or all the available runs in the selected log Select the report you require from the list and click the Preview button to see the report on the screen If you want to print th
33. scheduled jobs see Setting up the schedule below When you have done so you can start or enable the Scheduler by clicking the Run Scheduler icon or selecting Run Start Scheduler Once you have enabled the Scheduler it will run the send receive process according to the schedule Note The scheduler will only initiate the send receive process if TEM is not running see Scheduler Operation If you want to cancel a scheduled run use the Scheduler configuration either to disable a particular run or remove it altogether from the schedule see Setting up the schedule Setting up the schedule To define one or more scheduled jobs double click the Scheduler Configuration icon or select Tools Scheduler Configuration to display the Scheduler Configuration dialog box TAX EXCHANGE Version 3 0 User Guide Page 12 Scheduler Configuration To add a new scheduled job click the Add button to display the Add Job dialog box and enter the start time and frequency details for the job Add Job Note that to enter any of the time details you must ensure that the cursor is on the item you want to enter so that it is highlighted as shown above before you can either type or use the arrows to select the required value Ensure that Enabled is checked if you want this job to be included in the Scheduler run To amend the details for an existing scheduled job click the Properties button to display the Job Properties
34. sing Racal System Administrator Secure Messaging Gateway Administrator TAX EXCHANGE TEM User X 400 TAX EXCHANGE Version 3 0 User Guide Description TEM user with authority to only view the reports and logs Process for converting encrypted files into a format that can be used Electronic Data Interchange a standard text format used for converting tax returns for use by other applications Electronic Lodgement Service service for the electronic transmission and processing of Self Assessment tax returns Process for making files unreadable to anybody except the intended recipient Group of tax returns packaged up and ready for transmission by MailmaX 400 see X 400 Pretty Good Privacy software for encrypting files so that they cannot be read by anybody except the intended recipient A check that tax returns are consistent and suitable for transmission to the Inland Revenue Racal Network Services X 400 service provider TEM user with authority to send tax returns and perform configuration maintenance tasks The person at Racal Network Services responsible for managing TAX EXCHANGE user s PGP user id see TEM TAX EXCHANGE Module component of the Electronic Lodgement Service ELS for processing and transmitting tax returns to the Inland Revenue TEM user with authority to send tax returns MailmaX 400 E mail software for transmitting files and messages between the ELS user and
35. tatus Release Lock This will only be necessary if a previous run has failed to complete when for instance the PC was switched off whilst TAX EXCHANGE was running To set the mode of operation for TAX EXCHANGE select Operation Options General Lock Status Operation System Log r Run Mode Select the required run mode for controlling the TAX EXCHANGE process Ce Process and send batch multiple X400 connections Process all then send single X400 connection Select the required Run Mode Process and Send Connect to X 400 and E Mail each batch of tax returns as they Batch are prepared This option requires multiple connections but reduces the length of each connection better if you have line problems Process all then Process all the batches of tax returns before connecting to Send X 400 and E Mailing the files faster if you have a robust line Using the TEM Configuration Wizard The TEM Configuration Wizard is a Windows program that enables the configuration of all the settings within the TEM Module in a number of logical steps These steps cover the configuration of shared directories X 400 messaging information EDI inbound file formats and PGP Key creation The TEM Configuration Wizard can optionally be run during the installation of TEM from the TAX EXCHANGE program group on your computer or it may be called from the programs supplied by your Taxation Software Provider TAX EXCHANGE Versio
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