2019 Quebec XML Format - Preparation and Creation

Introduction

If you have over 50 employees, it is mandatory to submit your forms in XML format. Paper forms are no longer accepted by the government. This wiki
will explain the steps from the initial setup to submitting the file to the government. This option is to be run AFTER you have printed the copies for your
 employees using the "Preparation and Printing of Quebec Releve 1 Earning Slips" wiki (for 2020). Downloading of the Software

1. ALTOVA XMLSPY Evaluating Program: This is the program that the Government recommended for evaluating  the XML earning slip files. Each year a free trial version is available for  download for 30 days. After that period, it expires and the following year needs to be downloaded again.

*IMPORTANT NOTE*: The previous version must be deleted first, before downloading this year's. To download, search for "ALTOVA XMLSpy Download",
or go to http://www.altova.com/download, and follow the instructions.

2. After downloading, an email will be returned (after about 30 minutes or less) with the new key code. The key code is necessary to unlock and install
the actual program.

RL-1 Schemas

Since the schemas for T4's and RELEVE-1's are different, a separate folder should be created for each. The year that you began submitting the XML format,
2 folders were created on your system: FEDT4 and PROVRL1, with the schema for each stored in the respective folders. If you have submitted in this format
before, this year’s XML file will be added into the appropriate folder for the year being submitted. If this is the first time submitting by XML, these two
folders need to be created in Windows Explorer, or ask your system administrator to create them for you.

1. Schemas are the specifications of the XML files, against which your  XML files are evaluated. The zip files you download for the schema  should be installed and unzipped in the same folder where your XML file  will be generated from VJSI.
This is a must because the ALTOVA program needs both files to be in the  same place.	Jonar will download the Schema for you from the revenue Quebec  “Partner” website. Contact Jonar for further details.

Preparing the XML File

1. In the JSI menu, go to   - Wages   - System Setup  - XML Media Setup

2. Select Quebec returns (RL-1), and fill out all the information. If this is not the  first time you are submitting in this format, simply review the information for its  accuracy and change it if necessary. If it is the first time, all required fields must  be filled in. There are 6 tabs in this section and there may be changes required to the third  and fourth tabs.  - Header Record -1  - Header Record -2  - Detail Specifications -1  - Detail Specifications -2  - Detail Specifications -3  - Detail Specifications -4

Header Record - 1

Each field is defined at the end of the line as to what is required.  Fill in the required  fields or confirm that what was previously filled in is correct. If this is the first time you  are submitting by XML and do not have an "MM" number (Transmitter number), you  can enter 6 zeros (000000) or email the Government and request one.  Certification  No: This number is Jonar’s certification number issued by the Quebec Government  approving VJSI software. Our certification number for 2019 is RQ-19-01- 325 and must  be entered on this screen. This number is then part of the XML files you send to the  government and will be refused if incorrect or missing

Header - 2

Employer information  Each field space is defined at the end of the line as to what is required.  Fill in the required fields and confirm that whatever was already filled in is correct.  Accounting Contact Information Source of RL-1 Slips Minister of Revenue Quebec

Detail Specifications -3

If you had information in this screen last year, it still remains. If changes were  made during the year and this screen is now required fill in the appropriate  lines. Fill in the required fields or confirm that what was previously filled in is still correct. If you are using these fields for “other information” in your regular RL-1’s, you must  fill these in accordingly.  Click Modify to access the screen and then Update to save the changes.

Detail Specifications -4

If you had information in this screen last year, it still remains. If changes were  made during the year and this screen is now required fill in the appropriate  lines. Fill in the required fields or confirm that what was previously filled in is still correct. If you are using these fields for “other information” in your regular RL-1’s, you must  fill these in accordingly.  Click Modify to access the screen and then Update to save the changes.

The preparation is now completed. The creation of the XML file is next.

Creation of the XML T4 file

1. In the JSI menu, go to  - Wages - Printing - Create Quebec Returns (RL-1)

2. Every year these fields need to be changed to reflect the current year of process. Range of RL-1 No’s Assigned by Revenue Quebec: From - To: Numbers issued to you by revenue Government. If you have not received your series of numbers, contact revenue Quebec. Taxation Year: This should reflect the current year being processed. Change '2018' to '2019'.
Starting RL-1 NO: This is the first number from the range of RL-1 numbers issued to you by the government
File Location: During the initial installation of the programs, a new directory was  created by Jonar on yoursystem for the output of these files. This location will  automatically default to the correct location. If this is the first time you are running this  procedure and the File Location doesn't currently exist, a message will appear  advising you. You can create this folder in Windows Explorer or ask your system  administrator to create it for you. This folder should have been created prior to  downloading the new version of the ALTOVA software. Begin the procedure again  once created.
Submission Ref. ID: This is the file name you choose to indicate what the file is. An  example you could use is XMLQUE19 or XMLQUE2019. Each year the file name will  change accordingly. The field is 10 characters long so you can change the last two  characters to represent the appropriate year.

Type of Data:

Clear RL-1 NO’s in the employee file: This should be set to “Yes” to begin the  process and will also be used later if the XML file has been created and needs  to be canceled and re-run. This will reset the number that has been added into  the employee record.
Last RL-1 number used: This field is automatically updated by the system. It will  confirm that the number being used do not exceed the number issued to you by  the government.
4. Click Update to save the changes, Cancel to escape and save nothing.
5. Select the employees:  Click on the browser by either clicking the check mark on the top right hand corner of the table OR clicking on "Select All".  The range of employees selected will turn red. (Note: ALL employees should be selected) Click Proceed.
6. Confirmation of employees: The system will confirm that ALL employees are included and indicate the  number of employees selected. NOTE: Each time you are in this screen, you will need to select (or re-select)  employees. Click "Create XML File" or "Exit" to quit and save nothing.
7. A message will appear confirming that the file was successfully created.
8. If there are any errors or omission in the file created the following message  will appear:
9. When creating the XML file(s), the program will generate an error log, listing  the employees whose data in the files did not pass the validations in the program. Go back and fix the data or the earning slip layout as required. You will  need to re-do step 2 above to recreate the XML file.
10. If there are no errors or omissions a message appears reminding you to copy  the file. The file created will be automatically saved in the file location indicated  above. If submitting the file online, you do not have to make an additional copy  of the file.
The XML file is now prepared and ready to be sent to the government . This also  has generated a unique number into each employee file. The RL-1 forms can now be printed and these numbers will print in addition to the other information  on the forms.	**Important note** If you have created the XML file and for some reason you  need to start over prior to submitting it to the government, you must clear  the RL-1 numbers already in the file before you re-select the employees. see the notes under “Submitting an Amended or Canceled File”

Validation of the file using the Government Schema

1. From your Start Menu, click on Explorer and go into the File Location folder on your  system where the provincial RL-1 schema and XML files were installed.  Double-click on the '.XML' file created, and allow the Altova program to validate it.  There is a program in that directory which will verify thecontext of your data and  indicate if there are any errors in your XML file.	By pressing the keys "CTRL" + "End", you will drop to the  bottom of the file. The last three lines will read as shown  below. </T> </Group 01>
2. The last line of the file should read </Transmission>. If the file has more information  after the line </Transmission>, please report these errors to Jonar immediately. If the  file created above is correct, the file can then be forwarded to the government.	*IMPORTANT*  When you submit your file to the  government, you will receive a 'receipt' number.  Keep this  receipt as it is time and date stamped and is your proof that  your file was submitted and received.

Go to the government website, read the information and select the option for 51 information slips or more. Click on "File Now" and follow the prompts on their website

Filing on Electronic Media

Website : https://www.canada.ca/en/revenue-agency/services/e-services/filing-information-returns-electronically-t4-t5-other-types-returns-overview.html

If you file 1 to 50 slips, we encourage you to file your computer generated returns through the secure Internet file transfer (XML) service. You will receive electronic
confirmation of receipt, save on mailing costs, and benefit from faster processing. Alternatively, you can file on electronic media (DVD, CD, or diskette) or on paper. 
If you file 51 information slips or more you MUST file by Internet file transfer (XML) in Extensible Markup Language (XML).  Paper forms are no longer accepted for
50 + employees.

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