Problem
When I try to send my ir-file using the IRD software I get a message that says "File already exists in your workspace". Then another message
comes up saying the file has an "Invalid header". What has gone wrong in Ace Payroll? 
Answer
Probably nothing - chances are you created the file perfectly. We have had a number of calls about this problem recently, and in every case the
IRD helpdesk said there was something wrong with the file that Ace Payroll had created. After checking these files, it was discovered they were perfect.
To fully understand the problem let us explain the workings of the IR-File software. When you come to import your Ace Payroll file, you are presented with the following screen in the IR File system
 Having located the Ace Payroll export file, you have three options as indicated by the above buttons
| Import file
This copies the Ace Payroll export file from the location it was created by Ace Payroll and places it in the IR File workspace. This process allows you to add entries for say contractors that for some reason you have chosen to not
include in the payroll system. The original file is neither deleted nor moved. | |
|
Import and check file
This option does an Import File as described above, then checks for data integrity. You are advised of any
errors such as PAYE deductions being larger than gross earnings. All the checks done here, and many more, have already been done by Ace Payroll when the file was created.
| |
| Import and send file
This does an
Import File as described above, then transmits the file to the IRD without validating the contents to any great extent.
If there are problems with the contents of the file these are dealt with by the IRD during processing. They will call if errors are found.
After successfully completing this step, a dialog is shown advising the file was sent successfully, and that a copy has been placed in the archive folder. | |
Correct Procedure
To transmit the file created by Ace Payroll to the IRD, always click
Import and send file. That is all that is required.
Incorrect Procedure
If you follow these steps you end up in a situation from which this part of the IR File software cannot recover -
log on to use ir-File -
click file transfer -
find payroll file to be sent to Inland Revenue -
click import or import and check -
click file transfer a second time -
click import and send -
the error message shown at the start of this FAQ is displayed.
What happens here is that each of the import options checks whether the file already exists, and if it does, declines to import the file a second time if you take the steps shown in red.
Because there is no separate send button on this screen, there is no way to send the file without importing the file a second time, which the software does not permit you to do from here.
Solution
On contacting the Telecom / EDS / Microsoft alliance that runs the IR File help desk, we were given the following response
Subject: Re: IR FILE ERROR MESSAGE
Date:Thu, 7 Sep 2000 12:46:17 +1200
From:"ir file Help desk" ir-File@ird.govt.nz
To:"julian eriksen" acepay@paradise.net.nz
Hello
The file that you are trying to import to your workspace, already
exsists in the workspace. It will not import a second copy of the file. If you check in your workspace first for the file that you are trying to send. |
We had no idea what this email meant, and followed it up with the IRD directly. The service we received from the IRD was impeccable. They
have worked with us duplicating the problem, supplied screen shots, and done everything possible to assist with documentation. The solution is quite straightforward as shown below
-
Click OK on the error message. -
Click
Workspace as circled in the left margin. -
Select the file
by clicking on it. -
Click the Send file button.
More Information on IR-File
| 
Setting up for IR-File
Correcting errors