APPENDIX K

Filing CRA Reports

from Sage 50
L I N K I NG TO TH E CR A WEB SI T E
WARNING!
Do not change the file
S age 50 includes direct links to the Canada Revenue Agency (CRA) website for
uploading payroll and other tax reports. The Canada Revenue Agency
encourages businesses and individuals to submit reports electronically, and Sage
extension for imported or
exported files. They indicate the 50 can create the required reports in the correct format for direct submission to
file format required by the the CRA. For some forms, the direct links to the appropriate CRA website are
program used to access the file. included. Your business must be eligible (and registered) for electronic filing to
use these features.
Choose the File menu in the Home window, then choose Import/Export
and Electronic Filing:

The Electronic Filing submenu lists the reports that you can file with the
CRA: GIFI, T4s, T4As, RL-1s, GST/HST, T5018 (for subcontracting work); and with
Service Canada: ROE.

Exporting GIFI Reports

When you add the four-digit GIFI (General Index of Financial Information) codes
to the Account tab screen of all your General Ledger account records, you can
export financial statements that use these codes to organize the reports. GIFI
account numbers or codes are required for businesses filing their tax returns
electronically with the Canada Revenue Agency. You can obtain more information
about GIFI from the CRA website at <[Link]/en/revenue-agency>.

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The chart below has the GIFI codes that correspond to some of the accounts for
VeloCity.

CHART OF ACCOUNT EQUIVALENTS FOR VELOCITY

VeloCity Accounts GIFI Account Codes

ASSETS
1060 Bank: Niagara Trust Chequing 1000 Cash and deposits
1200 Accounts Receivable 1060 Accounts receivable
1270 Prepaid Insurance 1484 Prepaid expenses
1610 Computer Equipment 1774 Computer equipment/software
1620 Accum Deprec: Computer Equipment 1775 Accumulated amortization of computer equipment/software
1640 Furniture & Fixtures 1740 Machinery, equipment, furniture and fixtures
1650 Accum Deprec: Furniture & Fixtures 1741 Accumulated amortization of machinery equipment, furniture,
and fixtures
LIABILITIES
2200 Accounts Payable 2621 Trade payables
2650 GST/HST Charged on Sales 2680 Taxes payable
2670 GST/HST Paid on Purchases 2680 Taxes payable
2820 Mortgage Payable 3141 Mortgages
EQUITY
3560 S. Ryder, Capital 3600 Retained earnings/deficit
3600 Current Earnings 3680 Net income/loss
REVENUE
4020 Revenue from Sales 8000 Trade sales of goods and services (net of discounts, returns, etc.)
WARNING! EXPENSE
You must enter GIFI codes 5050 Cost of Goods Sold: Accessories 8320 Cost of purchases (net of discounts)
in all General Ledger account 5200 Hydro Expense 8812 Office utilities (or 9220 Utilities)
records before attempting to 5240 Maintenance of Premises 8961 Repairs and maintenance — buildings
export GIFI reports. If any are 5300 Wages 8340 Direct wages
omitted, you will have error
messages when you export the Choose the File menu in the Home window, then choose Import/Export and
data. After you click OK, there
may be additional messages for
Electronic Filing and then click Export GIFI.
other errors. If you have data for the current and the previous fiscal periods, you can choose
which one to export:

Usually tax returns are prepared after a fiscal year has ended.
NOTES
If your GIFI Balance Sheet Choose the data you want to export: the current year or the previous fiscal year.
does not balance (some accounts
may not have GIFI codes and are Click OK to open the Export Selection screen:
omitted from the GIFI report, or
you may have other errors), you
will get detailed messages
describing the errors — like the
one on the following page. Click
OK to close each message. You
will be asked to replace the
previous file you created when
you export the GIFI report again
after making the corrections. The .GFI file extension is the one required for GIFI reports. Do not change the file
extension — it indicates the required format for this database.
If you have data only for the current year, you will open this Export Selection
window directly when you choose Export GIFI.

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You can rename the exported file and choose a destination folder. The year from
your data file will be added to the name. Make a note of the file location for reference.
You will need it to submit the report when you file your business information.
Click Save to save the file and return to the Home window.
If your data file has errors, Sage 50 provides a message describing the first error:

Click OK if you get an error message. It may occur because some accounts are
missing the GIFI code.
If there are additional errors, Sage 50 will describe each one in turn. Click OK each
time until there are no more errors. Make the recommended corrections and try again.
Continue making corrections until you proceed to the next stage when you can submit
the report to the Canada Revenue Agency.

Exporting GST/HST Returns

With Sage 50, you can create and file GST/HST returns electronically. NOTES
If you are familiar with the
Choose the File menu in the Home window, then choose Import/Export and
procedure, you can choose not to
Electronic Filing and click GST/HST Online Filing: display the opening information
screen again. Click Do Not Display
This Again to make this selection.

This first screen has the steps you will follow to prepare and submit the return.
Click Continue:

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NOTES In the next step, you enter your business number and choose the taxes you are
There are several underlined reporting on, your reporting period and the method you use to calculate your remittance
links for Internet connections that amount — regular or quick method. All the businesses in this text have used the regular
will provide additional information. method. If you want to review these methods, refer to Chapter 2. If your business
number was added to the Company Information screen, it may already be included on
this screen.
Enter your business (GST/HST registration) number.
Choose the dates for your reporting period (From and To).
Click the check box in the Use column for the taxes this report covers.
Choose your filing method (Regular or Quick Method).
NOTES Click Next:
Ledger account balances are
used for this report, not the
amounts in the tax reports
prepared by Sage 50.

NOTES
You should print a copy of
this report for your own records.

Your screen should now have the report that will be submitted, based on your
Sage 50 data. Sage 50 calculates the totals and net tax amounts automatically.
Check the amounts carefully. You can edit the amounts if they are incorrect.
Click Print For My Records in the upper right corner.
These amounts will be used to create the return that you will save and upload.
Click Next when you are certain the information is correct:

You must now save the return as a file on your computer. The Next button remains
dimmed until you save the report.
Click Save This GST/HST Return File to open the Save As window:

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WARNING!
Do not change the file
extensions for exported files. They
indicate the file format required by
the program used to access the
files.

Do not change the file extension (.TAX). You can change the file name.
Choose the location for your file and then click Save to return to the Online
Filing form. Make a note of this location.
Click Next.
To prepare an invoice for this payment, click Next and complete the form:

WARNING!
When you create an invoice,
you will leave the export process
and must start again. You will not
need to save the file again; you
can proceed directly to the Go To
Canada Revenue Agency website
(second screen on the previous
page) and upload the file you
saved.

Choose Receiver General as the payee and then click Create Invoice For
NOTES
Payment. Creating the invoice at this
You will receive a notice that the invoice was created successfully, including the stage will reduce the General
Ledger tax account balances by the
invoice number generated by Sage 50:
amounts in the return and create
an Accounts Payable entry for the
Receiver General.

Click OK to return to the previous screen (Create An Invoice). Click Finish.

The Payments Journal will open for the invoice you created so that you can
complete the payment entry. Post the payment and then close the Payments
Journal. You will exit from the remittance process with these actions.
If you choose I Will Pay Later instead, you will create the invoice and receive
the above notice that the transaction was posted successfully. Click OK to
return to the previous screen (Create An Invoice). Click Finish. You will return
to the Home window, and you will exit from the remittance process with these
actions. You can open the Payments Journal later to make the payment.
Start your Internet connection and repeat the previous steps until you reach
the one on the previous page with the option to Go To Canada Revenue
Agency website.
Click Go To Canada Revenue Agency Website:

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NOTES
Please remember that
websites are frequently updated
and changed, so your screens may
be different from the ones in this
text. Always follow the instructions
provided on your webpage
screens.
Your screens may also be
different if you use another version
of Windows or a different web
browser. Because Sage 50 accesses
the Canada Revenue Agency site
directly, it may not use your default
browser.

Click Ready To File to proceed to the information and checklist page:

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Read the information on this page and then scroll down and click Continue:

Click Browse to locate and enter the .TAX file you saved.
Click Next to continue.
A page with your return details opens:

NOTES
The GST/HST number in the
screenshot is used for illustration
purposes only. You must have and
use a valid GST/HST number to
submit your business return.

Check your information carefully before continuing.

If you find an error, you should close this page and return to your original Sage
50 data file to make corrections. Then start the export procedure again and save
the revised file. When you are certain all the information is correct,
Enter the Access code provided by the Canada Revenue Agency.

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Click Yes to indicate if you will make a Payment Within The Next Five Days
(or if you have already paid), or click No (Or Not Sure).
Click the checkbox to Certify that the information is accurate, and submit.

Exporting T4s
NOTES You can also file T4 statements electronically. Creating T4s for electronic filing involves
We used the Helena’s
Academy data file to demonstrate
many of the same steps as printing T4s. Printing T4s was covered in Chapter 8.
exporting T4s. Choose the File menu in the Home window, then choose Import/Export and
We created a new data file
Electronic Filing and click Export T4s (Internet File Transfer):
for the current year dates to use
for exporting both T4s and ROE.
Future dates are not permitted for
the ROE report.

If you have already started a new year, you should choose the year for which you
are filing the T4s.
Include inactive employees for whom you have not yet submitted a T4 report.
You can choose the type of report from the Report Code Type drop-down list. The
report may be the original one, an amended report to replace one previously submitted,
or you can cancel a previous report. Original is the default selection.
To file electronically, you must have a web Access Code or Magnetic Media number
from the Canada Revenue Agency. All employee records must include valid social
insurance numbers and two-letter province codes. The business number for the
company should be included on the Company Information screen (Setup menu, Settings,
Company, Information settings) and must have the four-digit RP component included to
indicate this is a payroll business number. The three tab screens in the Export T4s
window allow you to enter the transmission method, company contact and business
information. All three screens must be completed before sending the data.
If you choose Magnetic Media as the transmission method, you must enter the
MM number provided by the CRA.
Click the Business Information tab:
NOTES
If the business number
(Payroll Account Number) is not
added automatically from your
Company Information Settings,
you can enter it here.
Click the Payroll Account Number field. Type the business number with the
appropriate RP extension if the field is blank.
Choose the type of business. If the business is a partnership or sole
proprietorship,
Enter a valid social insurance number for each owner/partner.

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Click the Contact Information tab:

Enter the name, telephone number and email address for the contact
person — the individual responsible for payroll at the company. All
fields on this form are required.
Select the employees you want to file for or click Select All. (Press C+
click each name to select multiple names.)
Sage 50 will save the information if you have made any changes.
Click OK to proceed to the T4 Box Options selection screen for Incomes:

PRO VERSION
The Pro version allows for
20 additional incomes and
deductions, so you will have box
On this form, you indicate which box numbers on the T4 are used for each type of numbers up to 20.
income or benefit. This is the same form that you complete when you print T4s (refer to
page 310). Each box has a drop-down list of numbers that may apply and the Help
button in the T4 Box Options screen provides additional information about the purpose
of each box number.
Choose box numbers for each type of payroll income that should be on the T4.
Click the Deductions tab to proceed to the T4 Box Options selection screen
for Deductions: WARNING!
Do not change the file
extensions for exported files. They
indicate the file format required
by the program used to access the
files.

On this form, you indicate which box numbers on the T4 are used for each type of
deduction.
Choose box numbers for each payroll deduction that should be on the T4.
Click OK to open the file location screen:

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If any information is missing, you will get an error message. You must make the
necessary corrections before continuing — that is, before saving the file.
You must save the file if you want to upload the information to the CRA website,
even if you have already saved the same file before. The next screen is the only one that
has the link for filing the T4s.
Choose the location for the file. The default is the folder with your data file.
Enter a name for the file but do not change the .XML file extension.
Click Save.
When the file has been successfully saved, you will get a confirmation message.
WARNING!
If you click OK on the
Summary screen you will no
longer have the option to access
Internet filing and you will need to
begin again with creating the file.
Or, you can go directly to the CRA
website and submit your file from
there by choosing the file you
previously saved.
Click Print to save a copy of the file details. Do not click OK at this stage if
NOTES you want to file the report.
The steps we provide here You can now access the CRA website and submit the file that you saved.
were the ones needed in
November 2024. If any screens Click the T4 Internet Filing link at the bottom of the Summary screen to
have changed, search for T4 access the site immediately:
Internet Filing under the topics for
businesses until you reach the
screen that allows you to Enter the
Internet File Transfer (XML) Secure
website.
NOTES
Please remember that
websites are frequently updated
and changed, so your screens may
be different from the ones in this
text. Always follow the instructions
provided on your webpage
screens.

This page has disclaimer information and the terms of use. You must read the terms
and agree to them before continuing.
If the site address has changed and you have an error message, access the
CRA website <[Link]/en/[Link]>. Enter File Information
Returns Electronically in the Search field and press E. Select the
underlined link for File Information Returns Electronically (Tax Slips And
Summaries) – Get Ready To File. Then select the underlined link for Internet
File Transfer. You should now have the Disclaimer information above.

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Read the information carefully. Scroll down the page to include the rest of
the information.
Click the I Agree button after reading the entire document to proceed to the
login page:

Click the Account Number field and type your CRA business number,
including the RP payroll extension.
Click the web Access Code field and type the access code provided by the
CRA for your business.
Click Next and follow the remaining instructions to retrieve and upload the
file you created and saved in Sage 50.
After you have finished filing the T4s, you will return to your Sage program.
Click OK after you have finished to close the T4 Summary.

Exporting ROEs (Records of Employment)

The process for exporting Records of Employment — for employees who have left the
NOTES
We used a separate Helena’s
company— is similar to exporting other reports. The steps involved in terminating an Academy data file with current
employee and preparing the ROE are covered in Chapter 8 of this text, page 307. calendar dates for the illustration to
demonstrate exporting ROEs. The
Choose the File menu in the Home window, then choose Import/Export and
export function does not work for
Electronic Filing and click Export ROE Web (Bulk File Transfer). the future dates we have in the
This opening screen has the steps you should follow to prepare the return: text.

NOTES
If you are familiar with these
procedures, you can click Do Not
Display This Again to skip this
screen in the future.

Click Continue:
NOTES
You must add RP0001 to the
business number to indicate you
are submitting a payroll report.

The next step is to enter your company information: a valid business number,
including the RP extension for payroll reports, and the name and phone number of the
person responsible for preparing and submitting the report are required.

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Enter the Business Number and the contact person’s First and Last Name
NOTES and Phone number.
To prepare the screenshots
for filing the ROE, we needed to Click Next:
use a date that was earlier than
the current calendar year.
Therefore the dates used for Tiste
are in 2023.

WARNING!
The Record of Employment
created in Sage 50 will include
The employee selection screen opens with a list of all employees who have
only paycheque information that
was entered using the Sage 50 termination dates in their records. You can change the range of termination dates by
Payroll journals. If there is other entering dates in the date fields or selecting dates from the date field calendars. You can
historical information for the submit the records for one or more employees at the same time. If there are several
employee, you should edit the employees listed, the Select All option will prepare ROEs for all of them.
record details.
Enter start and end dates for the termination period in this report.
Click the Create ROE check box for the employees who should be included.
The Status field will indicate whether the information has been validated. The
Status field must include the word Validated before you can continue. Check the
employee record details carefully before proceeding. If all the information is correct, you
can validate the information.
Click the employee name to open the record details for the employee:

NOTES
Personal employee details
will be copied from the ledger
record. The social insurance
number in this screenshot is not a
valid number — it is used for
illustration purposes only.
Errors will be flagged when
you click Save, and these must be
corrected before the information is
validated and before you can
proceed to the ROE website.

Check the information carefully. This report will determine the employee’s
eligibility for EI (Employment Insurance) benefits.
Scroll down for the details in all four sections. Errors will be highlighted, so you
can make corrections if necessary.
Click Validate This Completed Form When I Click Save. This will change the
status to Validated on the employee selection screen when all the
information is correct.

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Click Save to continue and return to the employee selection screen:

Sage 50 checks your information and will prevent you from continuing with errors.
Incorrect fields will be marked so you can make corrections.
If all the information is correct, you will be allowed to proceed — the Status field
entry must have Validated (in green) as the entry. The Ready To Upload button has
become available.
Click Ready To Upload:

Before uploading the information, you must save it as a file on your own computer.
Click Save This Bulk ROE File to open the file location screen:

WARNING!
Do not change the file
extensions for exported files. They
indicate the file format required
by the program used to access the
files.

Choose the location for the file. The default is the folder with your data file.
Enter a name for the file but do not change the .BLK file extension. Click
Save to return to the previous screen.
When the file has been sucessfully saved, you will return to the ROE webpage with
the file name and location added.
You may be able to copy the file location from this screen directly to the CRA
website later, as indicated in the Tip To Copy Location information box.
Highlight the file location and press C + C to copy the reference location.
Start your Internet connection.
Click Go To ROE Web Site on the Sage 50 ROE web screen earlier on this
page and press E.
At this stage, you should be connected directly to the Service Canada ROE webpage.
If you are not directed to the ROE webpage, you can access it from the Service
Canada website instead.

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Open a web browser page and start a new search for “Service Canada website.”
Click on one of the links for Service Canada such as Service Canada – All
Services or Service Canada – [Link]. Use the Search field on this page for
the next step.
Enter ROE web in the Search field. A page with ROE web links will open.
Click Access Record Of Employment On The Web (ROE Web).
These steps should open the page we provide next with the sign-in options as well as
additional information about ROE on the web:

NOTES
Please remember that
websites are frequently updated
and changed, so your sequence of
steps may be different from the
ones in this text. Always follow the
instructions provided on your
webpage screens.

The webpage also provides a link for recovering your ROE account information.
There are two sign-in options: you can continue with the GCKey code issued by
Service Canada to your business account or sign in with one of Service Canada’s financial
institution partners. We will describe both processes.
Through Interac Sign-in Service, a third party, Service Canada has made
arrangements with some financial institutions to have businesses access their Service
Canada accounts through their financial institution.
Click Sign In With Your Bank on the Access Record Of Employment On The
Web screen.

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You will open a separate screen listing all the partners:

NOTES
Each link will open the sign-
in page for that financial service.

NOTES
New sign-in partners are
added regularly.

You can sign in with any of the listed institutions/financial partners if you already
have an online account with them.
For example, clicking the Scotiabank link will open the Scotiabank sign-in page:

Follow the login instructions for your account and then follow the instructions
on the site to retrieve and upload the file you created and saved in Sage 50.

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Enter the file name and location you copied earlier when you reach the stage
of entering the file you want to submit. Or, you can press C + V to
paste the name and location of the copied file.
Click Finish to close the ROE web screen after returning to your Sage 50 file.
Instead, you can use the GCKey assigned to your business.
NOTES
Click Close on the screen Click Sign In With GCKey on the Access Record Of Employment On The Web
with information about changes to screen (on page A–198) to open the Welcome To GCKey sign-in page:
the GCKey sign-in procedure to
return to the sign-in options page
(page A–198).

Enter the Username and Password connected to your GCKey and click Sign
In to continue.
If you do not yet have a GCKey, you can request one.
Click the Sign Up link and follow the instructions provided.
When you have the key code for your account, you can sign in with your Username
and Password.
Enter the file name and location you copied earlier when you reach the stage
of entering the file you want to submit. Or, press C + V to paste the
name and location of the copied file.
Click Finish to close the ROE web screen after returning to your Sage 50 file.

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