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Onboarding wizard guide, english

18-07-2019 12:07
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Once the company is created and the payroll manager is assigned roles, you can begin to set up the actual system. To make this easier for you as a payroll manager, you will be guided through an onboarding wizard where you can set up most of the settings required for the solution to work fully. We recommend filling in as much information as possible in this, but it is also possible to fill in / change the information in the various services later.

The boarding wizard will automatically appear when you enter the Employees service. Here is an overview of the steps in the onboarding wizard and what the different fields mean. At the bottom of the article you will also find a PDF document that refers to where to find the different fields in the system.
Step 1: Welcome.

Step 2: Company. Here, some of the company settings are defined.


Address: Click "Add" to add the company address, if desired.

Phone: Click "Add" to add the company phone number, if desired.


Company contact person: Enter the contact information. The fields are mandatory.

Company logo: Here you can enter the logo that will be shown on the payslip in Visma.net Payroll. 


Business sub-unit

Name: Enter a name for the business sub-unit. This is a mandatory field, and therefore a business must be registered with the company.

Bussiness number: Enter the bussiness number of the sub-unit. If you do not know what the sub-unit's number is, you can look up the organization number in the Brønnøydundsregistrene (https://www.brreg.no/), and look at "overview of registered sub-units". You can also find this information in the Brønnøysund Register Center.

Start-up month A-message: Define which month you want the system to start sending A-messages. The field can be changed later as long as no A messages have been sent yet. After the first A-message has been sent, it is no longer possible to change the field.

Type of business: This field is shown as ordinary, and is unchangeable at this point in time.


NOTE! If you have several businesses (locations) in the same company, you must create all the businesses. Click "Add" to add more businesses.


Bank information

Create bank file: If you are using Visma Auto pay, and have a bank agreement, you can check this box for Payroll to automatically create a file for automatic salary payments. If checked it is mandatory to add the bank account from which the payments should be sent from.

Bank salary: Click add, to define bank salary account number.
Bank guarantee for tax: Check this box if you have a bank guarantee for tax. If not you need to split tax into a seperate bank account, it is then mandatory to fill in that account number here in that case.

Payment of unpaid tax: Here you can choose between monthly and bi - monthly payment.
Half tax: Here you may choose if you want to remove half tax in November or Desember.


Step 3: Company Calendar


Transfer of attendance and absence to Payroll: Here you can choose if attendance and absence registration done by employees should be registered in Payroll automatically, or if they have to be approved first.

Inclusive Workplace (IA): Specify whether or not the company is an IA company. This has, among other things, an impact on absence in Absence and payment in Payroll. If your company practices the IA rules even if you are formally not an IA company, you must set YES here to make it right in relation to the self-reporting days in Visma.net Calendar.


National holidays: Here you choose if the national holidays are days off or normal work days.


Step 4: Wage run. This step will create first wage run with a default payout date. The system later creates ongoing pay slips with the same payout date as stated in this image.

Wage run.PNG


Wage run title: Title of the wage run, standard is "Månedslønn."

Pay out date: Day of month when salary is being paid.

Pro rata method: Here you can choose if en employee beginning or ending work in the middle of a month, or gets a change to payment should be calculated per calender days or work days.

Difference threshold: Here you choose the percentage (0-100) for which Payroll wage runs will be used to present deviations compared to previous wage run results.


Chart of Accounts: There are three different possibilities for the chart of accounts in the system, one of which allows you to set up a completely separate account register. If you want to use the predefined charts of accounts, you can choose between "Norwegian standard chart of accounts" and "Mamut standard chart of accounts".

NOTE: If you select the Norwegian Standard Chart of Accounts or Mamut Standard Chart of Accounts, you will receive this message:
Click save anyway to continue.
Altinn: Here you will set up Altinn credentials. You need to choose default report step, and fill in computer system ID and computer system password.
Step 5: Accounting.
During this step you have the opportunity to view / add account and make changes to account types.
Accounts: If you have selected "Norwegian Standard Chart of Accounts" or "Mamut Standard Accounts Chart", the accounts will be synchronized and updated automatically. You do not need to enter your own accounts if the selected account set covers the accounts you want. If you still need multiple accounts, you can enter them under "Accounts".
Account types: Account type is a new term that appears in Payroll. This is a way of defining salary types so that if you later If you change the general ledger account for salary, you can change the account on the account types so that this is updated for all salary types related to this particular type of account. We recommend that you read more about the account typers in the tutorial.
NOTE! If you use Visma.net Financials, the integration account requires the accounts to be found in both systems. Some of the accounts used in Visma.net Payroll do not exist in Visma.net Financials - these must be created manually in Visma.net Financials in order for the accounting file from Visma.net Payroll to be transferred without errors.

To add new accounts, click "Add account" under the accounts field.
ID: Enter the desired account number. Maximum length is 40 characters. It is important that this account number is the same as that used in the accounting system, if not the transfer will push through to the accounting system with errors.
Name: Enter the desired name for the account. Maximum length is 60 characters.
Properties: Specify whether to use the account for amounts, number, or both.
Account valid from: By default, the validity dates of the account are set without a specific date. That means, the account will be valid at any time. If you want to specify a validity period, click "In use from / to" and specify the start and / or end date.
NOTE: Here we recommend that you look over the proposal that the account is linked to the correct account type.
Accounting information: Here you will choose adjustment account and export file format. 
Step 6: Dimensions. In this step you can enter your cost carriers, or dimensions as it is called in Payroll. Dimension definitions are type of cost carrier, while dimension values are the different values of the cost bearers. Eg. You can add the dimension value "Department" and enter the different departments under "Dimension values".
If you use Visma.net Financials or have had Visma.net Expense from earlier, dimension definitions and dimensions will be transferred to the onboarding wizard. If you do not use Visma.net Financials, you will create your own dimension definitions manually by pressing "Add dimension definition"
Id: Specify which Id to use for the definition. Maximum length is 10 characters. The field is obligatory.
Name: Enter the name of the dimension definition type. Maximum length is 30 characters. The field is obligatory.
Is numeric: Specify whether the dimension values ​​(the different cost carriers) are numeric or not.
Select order: The priority that the priority order should have. The order is used in the payroll itself, and specifies where Payroll should start looking for dimensions. Eg. Payroll will first see if there is a dimension on the actual transaction. If there are no values ​​here, it further looks at the position of each employee. If this is also blank, it will search for dimensions of the type of salary that have been used. Possible choices are:
Transaction Position Paycode
Transaction Paycode Position
Dimension definition valid from: By default, the validity dates are set for dimensional definition without specific date. That means, the dimension definition will be valid at any time. If you want to specify a validity period, click "In use from / to" and start and / or end date.
Furthermore, you create dimension values ​​by clicking "Add dimension definition"
Step 7: Finish
All the steps in the Onboardingswizards are now complete. Click "Save" to exit the wizard.
Congratulations, you are now done with the onboarding wizard and hopefully have filled in most of the settings. You are now ready to use the system. Click on Save to move forward. If there are settings you have not known at the time you went through the onboarding wizard, or there are settings you want to change or add, this must be done before adding employees. The onboarding wizard you will automatically take you to Employees / Overview. It is in this picture that you create the employees, but we recommend that you look through Company settings first. Much of the company settings are already defined in the onboarding wizard, but there are a couple of registry entries in Company settings that may be useful to look at.
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