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Year End Settings (Payroll Tab)

This screen allows you to create and modify the settings that are required to perform the year end process. These settings must be in place before you can generate your XML file (for upload to the CRA).

Before You Create the Year End Settings: Although you can generate T4s at any time after the final pay of the year has been closed, we suggest that you first clear your payroll's year-to-date values (YTDs) before you create your year-end settings. This will prevent the T4s from being incorrect if you happen to run an additional pay with a pay date outside the T4 year (e.g. an end-of-year bonus). Remember that in order for amounts to be included in the T4s, the pay date has to be within the same year (T4s rely on the Pay Date, not pay period End Date).

If you are certain that your final payroll of the previous year is complete, you can proceed with the steps below.

View step-by-step tutorial

Internet Filing Requirements

To use the CRA's Internet Filing Transfer (XML) service, your company must meet several requirements:

Your company has both a valid Business Number and a Web Access Code. You can find these items at the top of your personalized T4 summary that you received from the CRA. If you have not received this document or if you have misplaced your Web Access Code or Business Number, you may call the CRA to obtain or replace either of these items.
Your company must have a Transmitter Number. If you have transmitted a magnetic media file in the past, you may use the MM number that the CRA has already assigned to you. If your company is new to transmitting, you may use the number MM555555 (after which you will be issued a new transmitter number that you can use for subsequent transmissions.

Common Buttons (included on all screens)

The following command buttons appear on all screens. Choose a button to view detailed description of each command. Note: If a button is unavailable (i.e. its text appears in Gray), either the command is not applicable to the current screen, or its function has already been applied (e.g. you clicked the New button for an item that can only be added one time). You can also view the Button Descriptions help page to see the detailed descriptions of all program button on a single help page.

Save New Delete Reload Tools Help

Save - Clicking this button saves all pending table changes to the program database. If a row is currently being edited, the changes will be saved and the row's checkmark () will remain so that you can continue making further edits.

New - This button allows you insert a new row (item) in the current table. Clicking the button adds the new row at the top of the table and activates Edit Mode so you can enter the data required for each cell. Note: If this button includes a drop-down list immediately to its right, you must first select an item from the list so that the new row will be based on the chosen list item.

Delete - Clicking this button removes the current row from the table. If you have multiple rows selected, all of the rows will be removed. When you click the button, you are prompted to make sure you want to delete the item(s) as the action cannot be undone.

Important Considerations - While most program screens allow you to delete a row easily, some screens contain items that require special consideration before deleting:

Employees - When you delete an employee from the Payroll tab's Employee - Setup Employee screen, the employee will no longer be visible on any screen in the Payroll tab other than the Employee - Status Parameters screen (the latter screen is required so that the employee can undeleted if necessary). If you delete an employee from the Employee Database, the employee is irretrievable. Refer to the Deleting Employees tutorial for more information.

Linked Items - Care should be taken when deleting an item(s) as they may be associated with other items in your database. If you attempt to delete an item and receive the following message: "Cannot delete <item> because it is linked to the following item:", it means that the item is associated (linked) with another item in the program. The item cannot be deleted until you remove the link/association between the two items. Refer to the Deleting Linked Items help page for more information.

Sub Rows - Some screens contain sub-rows that will appear under the main row that you are deleting. If you see an Expand icon () at the leftmost side of the row, you may wish to expand the main row to ensure that you are deleting the proper items. Note: If you are presented with an error message stating that "the first item should be deleted last", it indicates that you must delete all of the sub rows first before you can delete the main row. For screens that offer a Trash icon () to the left of the main row, you can choose the icon to remove the row and all of it's sub-rows in one action.

Reload - Clicking this button refreshes the browser page and replaces the data in the current screen with the last saved copy from the database. This is useful if you have made a number of changes to a row and wish to discard them all in one operation. Note: Remember that eNETEmployer saves the changes to a row each time a new row is selected. Thus, if you edit three rows in succession and then select the Reload button, only the third row will be restored.

Tools - Clicking the button displays a drop-down menu with special data functions that are available for the current screen. Depending on the which screen you are viewing, the options may include any of all of the following:

Audit - This option opens the History window that displays a list of changes that have been made to the current row. Changes are shown in colored text. Note: Audit History is a developing feature and subject to updates as new functionality is added.

Backup - This option creates a backup file that contains your complete company database (from all program modules, including Payroll, HR, Recruitment, etc.) - including all of the necessary information required to restore your data to the last program state when the backup was created. Depending on your browser settings, the backup file will either be stored in your Downloads folder or you may be presented with a window that will prompt you where to save the file. Click here to view a detailed description of the Backup command.

Export - This option saves the current table's data to a semicolon-separated file that can be opened in a spreadsheet program. The export function is carried out immediately upon choosing the command. Depending on your browser settings, the file will either be stored in your Downloads folder or you may be presented with a window that will prompt you where to save the file. Refer to the Export a File for Proper Formatting note above for more information on the export feature.

Import - This option allows you to import data from a character-separated (comma or semi-colon) spreadsheet file. Choosing the option opens a popup window where you can specify the file to be imported.

Messages - This option displays the Messages Log window that contains a running log of program messages that appear above the table. This log will be active for the login session, and will be cleared when you log out or the program, or if the system times out. The popup window contains thee command buttons:

Print - This button opens the Print window so that you can print a copy of the current table. A preview of the table will appear in a preview window before printing so that you can adjust the print settings as needed.

Copy - This button copies the full contents of the Messages Log window to your computer's virtual clipboard. If you wish to copy only a portion of the text shown, select the desired text, and then press <Ctrl>+<C> on your keyboard.

More - This button scrolls the window so that you can view messages that appear outside of the current view. You can also use the scroll bars at the left of the window to scroll through the window.

Print - This option opens the Print window so that you can print a copy of the current table. A preview of the table will appear in a preview window before printing so that you can adjust the print settings as needed.

Report - Available on the Payroll tab's Payroll Processing - Calculations screen only, this option generates an interim Payroll Register report so that you can review the details of the current pay sequence.

Help - Clicking this button displays a list of the various tutorials and online help tools that are provided for the current screen. The Online Help option provides a detailed description of each column and item on the current screen. The Step-by-Step option provides a tutorial for the current screen where you can follow along with the lesson one step at a time.

Context-Specific Buttons (unique to this screen)

New - This button inserts a new Year-End row so you can manually enter the details. Once a row is inserted, this button will be unavailable. Note: When you select this button, the current row's cells are populated with information found in both the Current Payroll - Contacts and Current Payroll - Name and Address screens. Once the row is created, you can change the various fields as as needed.

Minimum Requirements: When this file is created, you will notice that a number of cells are not populated with any data. You can still proceed with generating your year-end reports, however you must ensure that the following minimum requirements are met before you can create your XMl file:

Proprietor #1 SIN.
Transmitter Number and Name.
Transmitter Address, City, Country, Province/State, and Postal Code.
Contact Name, Phone #, and Email.

Table Columns

The following section of this help page describes the various columns that can appear in the main table on this screen. If you see a column description below that does not appear on your screen, you can add the column to your view by using the Customize option under the Views button (located at the left side of the screen just above the table). Refer to the Customize View help page for more help on this feature.

Additional Address Info

Use this cell to enter additional address information, over and above the information shown in the Transmitter Address cell, that may be useful. This could include complete delivery designations or multi-unit indicators such as STE 208 (Suite 208), APT 33 (Apartment 33), etc., when applicable.

Contact Email

Use this cell to enter an email address of a representative from the transmitting company. The transmitter representative may be contacted if eNETEmployer Services has any questions or concerns regarding the transmitted file.

Valid email addresses, such as john.smith@example.com are made up of the name, followed by the @ symbol, followed by a domain. The domain part is not case-sensitive, but the name portion may be, depending on the persons email server settings. Underscores and hyphens are permitted, but other special characters (e.g. #, $, !, quotes and spaces) are not.

Contact Name

Use this cell to view or edit the contact person's name.

Contact Phone #

Use this cell to specify the contact person's phone number. The format of the phone number is "+Country Code (Area Code) Phone Number +Extension". For example, if Joe Smith lives in Winnipeg, MB and his phone number includes an extension of 300, you would enter: 1 204 555-5555 +300.

Language

Use this cell to specify the contact person's preferred language of communication when they exchange information with Canada Revenue Agency (CRA). Currently, eNETEmployer supports Canada's two official languages: English and French. Refer to the Options help page for more information on this feature.

Proprietor #1 SIN

Use this cell to enter the Social Insurance Number for Proprietor number 1 (or principal owner number 1.) if the employer is either a Canadian-controlled private corporation or unincorporated.

Proprietor #2 SIN

Use this cell to enter the Social Insurance Number for Proprietor number 2 (or principal owner number 2.) if the employer is either a Canadian-controlled private corporation or unincorporated.

Rejected XML Submissions - As of January 2025, some clients report that the CRA website rejects their XML submission if text is included in this field (even though the file passes the CRA's schema test that you can run using the "Test" button in the Year End - Print Year End Forms screen). Therefore, if you receive a rejection notice from the CRA website, we recommend that you leave this field blank before generating your XML file. If you wish to add text in this field for record keeping purposes, remember to remove it prior to creating your XML file each year.

Registered Pension Plan (RPP) #1

Use this cell to enter the company's 7-digit registered pension plan number for RPP number 1 (if applicable). This number is issued to businesses by the CRA.

Registered Pension Plan (RPP) #2

Use this cell to enter the company's 7-digit registered pension plan number for RPP number 2 (if applicable). This number is issued to businesses by the CRA.

Registered Pension Plan (RPP) #3

Use this cell to enter the company's 7-digit registered pension plan number for RPP number 3 (if applicable). This number is issued to businesses by the CRA.

Relevé 1 NEQ

Use this cell to enter the company's Relevé 1 NEQ Number (Quebec Enterprise Number), if applicable. This numerical identifier is assigned to businesses when they register with the Registraire des entreprises.

Relevé 1 Nold

Use this cell to enter the company's Identification Number. This 10-digit numerical identifier is assigned to businesses when they register with Revenu Québec.

Relevé 1 Transmitter Number

Use this cell to enter your company's magnetic media Transmitter Number as assigned by Revenu Quebec.

Transmitter Address

Use this cell to enter the physical address (where applicable) of the transmitting business. The address can be entered as one entity (e.g. 698 South Street or Suite 3 - 600 South Street).

Transmitter City

Use this cell to enter the city in which the transmitting company is located.

Transmitter Country

Use this cell to specify the city in which the transmitting company is located. The program currently supports either Canada or the United States. Note: If you choose a province option from the Transmitter Province/State cell, the Country setting will automatically be set to Canada. Similarly, choosing one of the 50 U.S. states will automatically set the Country option to United States.

Transmitter Name

Use this cell to enter the name of the transmitter. The transmitter can be a person or the name of company that is transmitting the year end information to the CRA.

Transmitter Name #2

Use this cell to enter an additional name or further information about the transmitter. For example, "Payroll Administrator", or "A division of XYZ company".

Transmitter Number

Use this cell to enter your company's magnetic media transmitter number as assigned by the CRA. The transmitter number consists of 8 alphanumeric characters beginning with a two-letter prefix (e.g. MM123456). If you are filing your T4s for the first time with the CRA and do not yet have a transmitter number, you can enter MM555555 into this cell. When the CRA receives your first T4 transmission, they will issue you a new transmitter number. Once you've received the new number, return to this screen and replace the MM555555 number with your newly assigned transmitter number.

Transmitter Postal Code

Use this cell to enter the postal code of the transmitter.

Transmitter Type

Use this cell to specify the report types that are being submitted to the CRA. The options are:

You are a software vendor.
You are submitting returns on behalf of others.
You are submitting returns on your own behalf (this is the default option and should be used in most situations).
You are submitting returns on your own behalf using a third-party software package.

Transmitter Province/State

Use this cell to enter the province (or state) in which the transmitter is located.

Transmitter Zip Code

Use this cell to enter the Zip Code of the transmitter.