I Visma.net Payroll vil a-meldingen bli generert først når alle lønnskjøringer for en måned er fullført.
Dette innebærer følgende:
Dersom du har lagt opp flere faste kjøringer pr måned, f.eks. reiseregninger den 5. og månedslønn den 15. i hver måned, vil Payroll vente med å generere a-melding til du er ferdig med månedslønnen den 15.
Oppretter du en ekstrakjøring etter at månedslønnen den 15. er kjørt, vil Payroll generere en ny komplett a-melding i denne kjøringen som erstatter det som tidligere er innsendt for måneden.
Oppretter du en ekstrakjøring før planlagt hovedkjøring for måneden, f.eks. fordi du skal bestille HMS/byggekort, vil det ikke bli generert a-melding i denne kjøringen. I disse tilfellene sperrer hovedkjøringen for at det blir generert a-melding i ekstrakjøringen.
Du vil da få følgende melding i blokken A-melding under Betaling og rapportering i lønnskjøringen:
Under pågående lønnskjøringer ligger det i dette eksemplet to lønnskjøringer. Den siste lønnskjøringen hindrer her at det blir generert a-melding i den første lønnskjøringen.
For å få generert a-melding i den første lønnskjøringen, må du slette de etterfølgende lønnskjøringen for måneden.
Klikk Endre på aktuell lønnskjøring og velg deretter Slett.
A-meldingen vil da bli generert i den “siste” lønnskjøringen for måneden. Dette kan ta par minutter.
Når du senere oppretter "hovedlønnskjøringen" igjen, vil alle faste transaksjoner automatisk bli lagt inn i denne kjøringen.
Dersom regnskapsbilaget ikke balanserer vil differansen bli ført på konto for øreavrunding.
Du sette opp konto som skal benyttes til øreavrunding i Employees under Innstilinger | Selskapsinnstillinger. I dette eksemplet konto 7740 Avrundingskonto.
I enkelte tilfeller kan det være vanskelig å forstå hvor et beløp på avrundingskontoen kommer fra. Her finner du noen tips til hva du bør sjekke for å finne differansene.
Manglende konto på lønnsart
Dette er det vanligste årsaken til at man får differanser. Du må derfor sjekke at alle lønnsarter som er med i en lønnskjøring er til tilknyttet en konto. Dette vises i fanen Kontering på lønnsarten:
I Payroll er kontoer knyttet mot en Kontotype. I eksemplet over er lønnsarten knyttet til kontotype 30000 Faste lønninger som igjen er koblet til konto 5010 Fast lønn. Du må derfor alltid påse at kontotypen er tilknyttet en konto. Dersom konto mangler på kontotypen, vises det slik på lønnsarten. Dette medfører at transaksjoner fra denne lønnsarten vil bli bokført på konto for avrunding.
I slike tilfellet anbefaler vi at du angir konto på kontotypen under Innstilinger | Kontotype. Les mer om kontotyper her.
Feil definisjon på lønnsart
Under Generell Informasjon på lønnsart, angir du i feltet Til utbetaling om en lønnsart skal utbetales eller ikke. Alt som skal utbetales skal ha hake i dette feltet, mens f.eks. naturalytelser som kun skal øke grunnlaget for skatt og arbeidsgiveravgift ikke skal ha det.
Hvis oppsettet er feil vil det medføre en differanse som føres mot konto for øreavrunding. Følgende bør sjekkes:
At lønnsarter med hake i feltet Til utbetaling kun er definert med debet konto i fanen kontering
At lønnsarter uten hake i feltet Til utbetaling er definert med både debet og kredit konto i fanen kontering
Manglende konto på kontotypen
Du bør også kontrollere at alle kontotyper er tilknyttet en konto. Dette ser du enkelt i Employees under Innstilinger | Kontotyper. Er konto blank for noen av kontotypene, anbefaler vi at du legger inn aktuell konto.
Tidspunkt for endring
Når du endrer på en lønnsart må du angi dato for når endringen skal gjelde i fra. Dersom du velger "I nåværende versjon", vil det medfører at Payroll rekalkulerer endringene tilbake til foregående endringsdato/startdato. Dette medfører at bokføring som tidligere er gjort på avrundingskontoen vil bli tilbakeført.
Husk også å angi dato for når endringen skal gjelde fra n år du endrer konto på en kontotype!
Vi anbefaler i de fleste tilfeller å benytte første dato i neste kalendermåned, for å unngå at du får med deg rekalkuleringer fra tidligere kalendermåneder.
Når du gjør endringer i august før lønnskjøringen er bekreftet kan du benytt endringsdato 01.08
Når du har bekreftet lønnskjøringen for august, bruk endringsdato fra neste måned, altså 01.09
For å se hvilke transaksjoner som er ført på avrundingskontoen i en periode, anbefaler vi transaksjonsoversikten i Payroll. Velg Rapporter | Transaksjoner per konto og kostnadsbærer. Legg inn utvalg på avrundingskontoen i feltet Kontoer, i vårt eksempel konto 7740.
Du vil da se hvilke ansatte som har transaksjoner mot den aktuelle kontoen. Gå deretter til lønnskjøringen/lønnsslippen for den aktuelle ansatte for å forsøke å finne igjen beløpet som kom på avrundingskontoen.
I dette eksemplet ser vi at det var lønnsarten for kontorrekvisita som manglet konto.
Kontoer, innstilling og endring
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.
In this tab you specify the general settings on the Paycode.
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-antall-fra-lonnsart-Visma-net/ta-p/171731 though it is not translated to English as of yet.
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.
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.
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.
Under Accounting, you must choose how the type of salary is to be posted in the accountsystem.
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.
On this tab you can manage how the type of salary is reported in the A-message, like report code salary description and benefit.
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.
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-antall-fra-lonnsart-Visma-net/ta-p/171731
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.
On the "Additional Information" tab, you can add additional information to your paycode.
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.
How to create a Paycode
Payroll/ Settings/ Rules/ Paycodes
To create a new Paycode click on the button "New Paycode" at the bottom right on this screen.
Here you may choose to create the Paycode "from existing" or "from scratch". We recommend that you always choose "from existing" and use a Paycode that is similar to the one you want to create.
How to change existing Paycodes
Location: Payroll / Settings/ Rules / Paycodes If you want to change an existing paycode, select it in the list to open up a window with information about that Paycode.
Then click "Edit" in the bottom right. You will be asked when you want to change your paycode from.
Now it is important to make a conscious decision. If you choose to apply changes in current version, Payroll will recalculate all salaries in this Paycode back to the date this version was created. This will likely cause wrong salary to the employees or errors in the accounting sheet during the next payroll. Therefore you should in almost all cases use a from date here. We recommend using the first day of the next calendar month without a created payroll. For example if we are in June it would be a good idea to set the date to 01.06 in cases where the payroll for june is not created yet. If the payroll for June already is created the from date should be 01.07. We do not recommend applying other changes to excisting paycodes than changing account types. In cases where you want to change anything else it is better to create a new paycode using the original as a template.
Dette brukertipset er for ansatt som ikke får registrere fravær ifm barns sykdom fra Employee-appen.
Når du som ansatt skal registrere fravær ifm barns sykdom, forutsetter det at dine barn er registrert med fødselsdato i Visma.net Employee
In visma.net, a new term appears that may be unknown to most people. Account types are a way of categorizing pay codes in order to link them to a common account. Many types of wages may have the same account (eg fixed salary, hourly wage, overtime, etc.) and instead of linking the same account to all these pay codes, one can associate the account with an account type that is common to all pay codes. This will make it easier to maintain your account records since you only need to change the account type on the account. Updating of wage types that are linked to the current account type then happens automatically.
Employees/ settings / Account types
All account types must be linked to the correct account before the first pay run, to ensure that every transaction are posted towards the correct account a set of standard account types are already inside the system. If the customer has chosen a default accounting standard, the accounts will also be available automatically linked to an account type.
To link the account type to the correct account, you can click on the individual account type, then you will reach this window:
Now you may click "Edit" to edit this account type.
Name: You can change the name of the account type if you wish.
Account: Select account from the main ledger accounts previously entered under Employees / Settings / Accounts. Version valid from: Enter a new start date for the version to be valid if it is to apply from a particular date. If it is to apply back in time, do not specify a date. Delete this version: You can choose to delete the version of the account type you are on. Please note that this may result in retroactive changes in time, if the account type is used.
NOTE! If you set the change date back in time, before the last paycheck was approved, this will result in re-calculation of the transactions on the accounting report for the next pay run. If you use the "Delete this version" button, the account type will be returned to the previous version, and will result in recalculation of transactions on the accounting report for the next pay run.
NOTE 2! We recommend that all account types are linked to an account even if they are not in use, in case you start using the account type at a later date. The consequence of not linking an account to an account type is that the accounting document becomes incomplete if you use a salary type that is linked to this account type. The account types 32410, 32420 and 32430 (Travel expenses, not mandatory with different VAT rates) are without an account even if you have chosen the default chart of accounts. These must therefore be linked to an account manually.
In order to be able to charge costs and remuneration on the correct accounts, you are dependent on the accounts being set up in Payroll, and that they are properly linked to wages. Payroll has the option of using two types of standard chart of accounts, which you have specified under the Onboarding Wizard or in Employees | Settings | Company Settings | Accounting, but you can also add your own accounts, or add your own accounts to an existing account set.
Employees / Settings / Accounts It is very important that all the accounts you use are created before registering transactions and wages because they are used in other contexts in the system. For example, the Payroll accounts use them when you create the accounting file at the end of the payroll process. If you have chosen to use one of the account setups predefined in the system, some accounts will already be ready for use. The link to the account types is also predefined, you can read more about this in the article Account types.
Click "Add Account" to create new accounts.
Account: 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, unless accounting will be mistaken for transfer to accounting. Name: Add the requested name to the account. Maximum length is 60 characters.
Properties: Specify whether account shell is used for amount, quantity, or both. Dimensions: Specify whether the account should be associated with dimensions. Possible choices are "Not allowed", "Optional" or "Mandatory". Eg. for some companies it will be useful that there should always be a department responsible for transactions related to salary (Required), but not desirable for transactions related to withholding tax (Not allowed). If you create an account with ID starting with numbers 3-9, the system will automatically suggest "optional" as the setting for the dimensions. Account valid from: By default, the validity dates of the account are set without a specific date. That is, the account will be valid at any time. If you want to specify a validity period, enter the start and / or end date here.
To create multiple accounts consecutively, check "More registrations" next to the Save button. When you save, the account will be saved and the image will be ready to create the next account immidietly.
Note! If you are going to use Visma.net Financials as an accounting system, all accounts MUST be set up with the dimensions "Optional", or "Mandatory". This is because Visma.net Financials requires a dimension on most accounts. If the accounts are not set up with "Optional" or "Mandatory", the accounting file of Visma.net Financials will fail upon transfer and you will have to post manually.
To get the electronic pension reporting (FNO report) you must first add the pension company under Employees / Settings / Pension.
Click "Add Pension"
You will then see the following picture:
In use: Enter the date from which this will apply. Pension company: Enter the name of the pension company.
Note! The report will only be generated for the first time in January 2019. If this report is to be used from January 2019 then you must enter from date 01.01.19.
Note! It is only possible to enter one pension company
When all the information is entered, press "Continue", then press "Save" at the bottom right.