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Explanation of paycode settings

 

In this article I will go through the settings you may choose to apply when editing an existing, or creating a new paycode. A tip to find the information you need is to use the ctrl + f search function.

 

General information

In this tab you specify the general settings on the Paycode.

Generalinformation.PNG

 

In the upper left you specify the paycode number, and name. They can be changed for new paycodes and paycodes that you have created.

 

Right under the general information tab you will find the description field, here you can add a description to the paycode, this will be shown when hovering your mouse over the paycode later on.

 

Behaviour: Here you choose wether the paycode should be variable or duration sensitive.

Duration sensitive: This setting mean that the transaction will consider dates used in a transaction. For example, you may have a monthly transaction of 100,- but it starts in the middle of a month. The actual amount will then be calculated to 50,-. Only fixed transaction may have this setting.

Variable: Paycodes with this selection may be used for "variable transaction" on a single employee. If neither of the setting are chosen the paycode will be regarded a fixed transaction, and may then only be added to employees as such.

Taxable income: Here you choose wether the paycode should be calculated based on tax percentage or a tax table.

FNO Pension reporting: Here you choose wether the paycode should be reported as an hourly pay or additional pay to the pension company.

Basis: Here you choose what basis the paycode should apply for.

Gross/ Net: Here you specify if the paycode should have an impact on gross income or not. In addition you must choose wether the paycode should lead to a payout or not. Payments in kind for example should not be selected for net pay.

Reporting: Every Paycode that should be included in the A-message report need to be checked for "A-message report" here.

Basis for calculation: Here you may check the boxes if you want this paycode to be used as a basis for further calculation in other paycodes. An example would be when working over time. You can read more about this here: https://community.visma.com/t5/Brukertips-i-Visma-net-Payroll/Fleksible-kalkuleringer-arve-belop-ant...
though it is not translated to English as of yet.

 

 

Appearance

In this tab you choose how this paycode should be shown in for example Payslip. And also which paycode type it should be included in.

Paycodeappearance.PNG

 

Paycode types:
Here you choose which types the paycode should have. At least one must be selected. These types are a way to categorize the different paycodes. Many of these types are mainly used to filtrate, but some of them do have an actual function.

The following types are available:

 

Absence: Here you may if the paycode should be available for Visma.NET absence. An example of paycode: 10800 - absence without pay.

Expense: Specify whether the type of salary is to be generated from the travel bills the employees
register in Visma.net Expense. Example of paycode: 311000 - Car allowance.
Opening balance: All types of payroll to be used as incoming balance payrolls,
must be checked for this group. The salary type will then be automatically available 
under "Opening balances" in the transaction image of the single employee. Salaries that have this checked  can be coded with a salary description, but the check mark for "A-message report" on the General tab should not be checked in this case.
Salaries checked for "Incoming balance" will not appear on the pay slip of the employees.
Benefits: Indicate whether the wage type is a payment in kind. Examples of paycode: 23000 -Electronic communication (benefit).
Taxes: Here it is stated whether the wage type should be deducted for tax. Example of paycode: 89000 - Extra tax.
Time: If the salary type is to be available for Visma.net Time, you have to check here. These are typical variable pay types that are generated from the timesheet employees registers during Visma.net Time. Examples of salary type: 10100 - Hourly salary.
Payment Rule: Specify whether the type of salary will appear under bank and payment on the
employee. This option is not in use at this time.
Holiday allowance: The field is only filtering.
Salary: The field is filtering only.
Pension: Here it is stated whether the wage type should treat pension, typically OTP or
deduction for pension. Otherwise, only used as filtration. Example of paycode: 60000 - Occupational pension, OTP.
Sickness benefits: Indicate whether the type of salary applies to sick pay. Examples of salary types: 14000 - Sick pay, refunded by NAV.
Transaction: Here it is stated whether the paycode should cause a transaction. All salaries
which should be available for both fixed and variable transactions in "Employees" must
be watchful for that choice. Example of paycode: 11150 - Overtime 50%.
Miscellaneous: Here it is stated whether the salary type is diverse. As of the current version, there are no paycodes associated with this group.
Prepayment: Currently this group is for filtering options only. Example of paycode: 13100 - prepayment, fixed.
Template: Currently not in use.
Reporting: This is only used for filtering in reports. The paycodes we have been thinking
that is most sensible to show in reports has been linked to this group. These filters in reports can be changed by the customer themselves, but we have created some reports by default with filter only on "Reporting". Example of paycode: 12600 - Bonus (percentage tax).
System: When you change additional information on a pending transaction in this group, an A-message will be generated on the original month it is posted and
not this month. The group does not follow the cash principle. Example of paycode:
310000 - Company car.
Deductions: This field is only used for filtering. Example of paycode: 63000 - Canteen deduction.

 

Payslip- Information:

Below this point you must specify how the paycode is displayed in the payslip.
Payslip sorting: Sorting for paycheck indicates which area of ​​the paycheck the type / transaction should be displayed. The "Sum" sorting group is predefined and shown in bold

on the paycheck. In cases where sorting groups other than "Sum" or "Do not show on payslip" are selected, you can further select:

 

One transaction per line: Each transaction on the paycodeis shown on its own line on the payroll.
Display to and from dates: Whether to show to and from dates on the transaction, for example date for when the hours from Calendar apply.
● Display additional information: Whether additional information from the payroll type should be displayed.

Details: It is possible to specify whether Factor / Quantity / Rate should be displayed on the pay slip or not.
Amounts should always be displayed. You can also specify whether the text entered in the "Description" field of the individual transaction should appear on the pay slip.
Mobile payslip category: Here you can decide which category results for the type of salary
shall be displayed below when the applicant receives his pay slip electronically, for example in the Payslip service, or in the Mobile Employees app.

 

Accounting

Under Accounting, you must choose how the type of salary is to be posted in the accountsystem.

Accountsystem.PNG

 

Accounting: Choose whether the type of salary is linked to an account type, or directly to an account. This applies to both debit and credit. If account types are used, it is very important to check that the correct account is connected to the account type to ensure that the type of salary is posted to the correct account in the accountsystem. The account will appear to the right of the selected account type. If the check mark for "Use account type ... "is not set you will have the option to select a single account.
Dimension: It is possible to enter a fixed dimension of the salary type. This can for example be applicable if the customer uses Visma.net Financials, and has salaries that are not to be posted to a special department - in these cases it may be appropriate to enter a dummy department with ID 000, but make sure the ID matches the dummy ID created in Visma.net.

 

Reporting codes

On this tab you can manage how the type of salary is reported in the A-message, like report code salary description and benefit.

Reportingcodes.PNG

Type of amount: Specify whether the paycode  is of the type "Salary", "Deduction" or
"Payroll withholding tax". Based on what is chosen here, relevant salary descriptions will be available under descriptions.
Description: Based on what is stated in the Type of amount, relevant salary descriptions will be available.
Advantage: Specify whether the type of salary applies to a cash benefit, allowance or payment in kind. Only the benefits that are relevant to the salary description are available.
Reporting period: The reporting period says something about when the type of salary is to be reported in the A-message. The paid period means that the type of salary is reported against the period the employee receives the money in their bank account and must be used for all types of salaries paid in cash. Initial period means that the wage type is always reported with the period it belongs to and should be used for payments in kind.
For example: an employee may have a mobile subscription from an employer as of January, but this is not posted to Employees until March. Since the transaction date on electronic communication is now entered with 01.01, electronic communication will nevertheless be reported on the A-message for January, February and March. In the payroll for March, this will be marked by the emergence of retroactive A-messages for previous calendar months.

 

Advanced
On this tab you can make some advanced settings for factor, quantity, price and amount of salary on the paycode.

 

advancedpaycode.PNG

Transaction data: Specify whether the factor, quantity, price and amount should be optional, required or illegal.
Script: Some of the payrolls contain a script that allows Payroll to process those payrolls automatically. Eg. for example, the script based on the type of pay for electronic communication (payment in kind) will be calculated at 366, - per month if the paycode is connected with an employee. In the image above there is a script below the price that allows Payroll  to automatically collect the fixed salary for the individual employees.
Constant: Specify whether the salary type should have a fixed value for factor, quantity, price or total amount.
Starts paycodes: If any paycodes are to be linked, you can add a paycode under "Add paycode". When this type of salary is added to an employee, it will then automatically enter the paycode under "Starts paycodes" so that both are paid to the employee.
Run at: Here you specify whether the salary type is calculated based on positions on the employee, or on the single employement.
If you select "Position" in this field, the salary type can retrieve information from the "Position" tab of the employee, including dimensions. If you select "Employee" in this field, the salary type
could consider that it should always be calculated per. employed and thus only once per employee. For accounting purposes, it is recommended to select "Position" in this field.
Rounding mode: Specify which rounding is desired for the type of salary.
Rounding accuracy: Specify the rounding level desired for the paycode. In this case 1 is indicated to indicate that the wage type is to be calculated in full amount (NOK). For example, enterering 0.1 will result in the type of salary rounded to the nearest øre.
Sequence number: If multiple paycodes are to be linked, and a paycode should form the basis for calculations in another paycode, the paycode that forms the basis must always have a
lower sequence number than the type of salary to be used. You can read more about how to link salaries in this way at Visma Community, here:
https://community.visma.com/t5/Brukertips-i-Visma-net-Payroll/Fleksible-kalkuleringer-arve-belop-ant...

 

Note:

We do not recommend removing scripts from existing paycodes. If you want to change or remove a script we suggest creating a new paycode using the existing one as a template.

 

Additional information

On the "Additional Information" tab, you can add additional information to your paycode.

 

addinfopaycode.PNG

 

Additional information is used to add additional information that is required with the reporting of the a-message. A typical example of this is diet or number of passengers.

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