If you receive the message "The File [filename] already exists. Do you want to replace this file?" the reasons for this include:

1. You may have already been through the Monthly Schedule option and created the file. If you are processing pays for only one company then it is ok to overwrite the file since it is only going to create the same file again. Payroll Pro does not actually send the file to the IRD - you do this by logging on to the IRDs website and uploading it yourself - so by creating the file again from Payroll Pro it will not automatically get sent to the IRD again.

2. You may have printed the "Approved Schedule" for the month. Printing the approved format schedule also creates a file in the upload format whether you upload to the IRDs website or not. So if you print the "Approved Schedule" and then go back and create the file to upload, you will get the message advising that the file already exists. Again as long as you are only processing pays for one company, you can overwrite the file as it will be the same file.

3. You may be processing pays for more than one company. In this case if you are saving the Monthly Schedule to the same folder for each company, then obviously the second file you save will overwrite the first one if they are of the same name. For example, the name of the file for August 2012 will default to MS120831.CSV for all companies if you process more than one payroll. You can override the name or you can save the Monthly Schedules for each payroll in a separate folder. If you save the files in the same folder and use the default name, then you would want to upload the first file to the IRD BEFORE creating the second file, and so on. Please click here for more details about this.