Troubleshooting - Common Errors in the T5018 Payment Declaration

Objective

The T5018 form is a form that must generally be sent to the Federal government once a year to declare all amounts paid to subcontractors. This form can also be sent to the subcontractors as follow-ups.

However, it may happen that an error message appears upon the generation of the T5018 payment declaration in XML file.

Here is the link towards the list of errors concerning the T5018 form, as well as their explanations, on the the Canada Government website: T5018 Statement of Contract Payments.

Errors and Verifications

The two most frequently encountered errors when generating the T5018 form are the following:

Error	Reason	Verification
rcpnt_tcd	Problem with the recipient type	Check if either the codes 1 or 3 are missing in the Recipient Type column. If one is missing or if some codes are incorrect, modify them in the Supplier Management option.
rcpnt_bn	Problem with the GST number	This field must necessarily include 15 alphanumerical characters. If the recipient has not indicated their account number, contact them or enter 000000000RT0000 ou 000000000RZ0000 in the GST field of the Supplier Management option.

Solution

In the case where too many suppliers have erroneous information causing errors, follow these steps to perform mass verifications and changes.

"rcpnt_tcd" Error

If you get the following error:

Validation Error: The 'rcpnt_tcd' element is invalid - The value '' is invalid according to its datatype 'indicator1-3-4Type' - The Pattern constraint failed.

maestro* > Purchasing > Maintenance > Suppliers > Supplier Management

Click on the arrow next to te print icon and select Generator.
Select the Name, Code, Project Type, and Recipient Type parameters and click on the right arrow in order to add them to the list.
In the Filter tab, click on Add and select Project Type.
In the appearing window, check the Prompt user for the filter box and enter Project Type in the Question field. Choose Single Select in the Filter Type field.
Click on Accept.
Back in the List Generator, click on the View Excel File icon and enter S as an answer to the displayed Project Type question.
Check if codes 1 or 3 are missing in the list. If some are missin or incorrect, make the modifications in Excel and save the file.
Close the List Generator.
In the Tools menu of the Supplier Management option, select Import an Excel File.
In the Option menu of the Import Data window, check Import all or nothing, as well as Allow overwrite of existing records.
Select the Excel file saved in step 7 in the Excel Data File field.
In the four.idx fields section, identify and select an empty field, then select the corresponding value in the Imported Fields section by making a double-clic on this value. For example, make the empty Code field in the left section correspond with the Code field in the right section.
Repeat this process for all other fields to import.
Click on the Transfer icon. A message will display the results of this operation.
Close the Import Data window.

"rcpnt_bn" Error

The solution in maestro* to avoid the rcpnt_bn error (problem with the recipient's account number) is the following:

Recipient's account number
Necessarily made up of 15 alphanumerical characters
Box 24 of the T5018 form
Enter the company number (RT) of the Goods and Services Tax (GST) or the account number (RZ) assigned by the CRA
If the recipient has not indicated their account number, either contact them or enter 000000000RT0000 or 000000000RZ0000 in the GST field of the Supplier Management option.

In order to find the problematic supplier, follow the same steps as mentionned above for the rcpnt_tcd error, by adding the GST Number to the selected parameters (step 2). Once the Excel import done (step 7), validate which suppliers do not respect the XXXXXXXXXRTXXXX format and proceed with the necessary modifications (correcting the number if it contains any mistakes or entering 000000000RT0000) in either Excel, to proceed with the reimport steps above, or in the Supplier Management option for the problematic suppliers.