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.
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.
If you have employees who are members of a union, you must establish the union in Employees / Settings / Unions.
Click on "Add union" to add a new union.
The following values can/must be filled in:
Number: Fill in a number on the union if you want to use one. Name: Fill in the name of the union. Address: Touch "Add" to enter the address. (It will appear on the union report) E-mail adress: Tap "Add" to enter email address. Phone Number: Touch "Add" to enter the phone number. Payment method: Choose between "Bank file" and "Manual". If a bank file is selected, the payment of the union client will be included in the file for Autopoay. Bank Account Number: Must be filled in if payment method "Bank File" is specified.
Use reference number from: Here you choose wether to use reference number from Union or Employment. Union reference number: Must be filled in if payment method "Bank File" is specified. Entitled to tax deductions: Here it is stated whether the union's trait for this union should reduce the employees' basis for tax or not. Fee percentage: If the quota is to be deducted in percent, fill in this here. For example, 5% is value 5. Minimum fee: If it is not to be deducted less than a given amount, enter this limit here (applies to the percentage deduction). Maximum fee: If no more than a given amount is to be deducted, fill in this limit here (applies to the percentage deduction). Fixed fee: If a fixed amount is to be deducted, register it here. Collective insurance amount: If collective insurance is to be part of the union, you can fill in this value here (the value can also be overridden on each employee). Unions insurance amount: If other insurance is part of the union, you can fill in this value here (the value can also be overruled on each employee).
Press "Continue" and then "Save" at the bottom of the page to save the union.
The tax collectors
Unlike Creditors, tax collectors are municipalities who submit claims to employees in your company. Tax collectors must also be registered in your system in order to be associated with the employees. Employees / Settings / Tax collectors
There are no predefined municipalities in the system. This must therefore be created manually. The municipalities are mainly used for creditor payment to municipalities, or Outlay deduction - tax and fee.
Click on "Add" and fill in required fields to add a new Municipality:
Municipality: Select municipality from the drop-down menu. Bank account numbers for each municipality are predefined and appear automatically. Type of deduction: This is automatically set to Pull Out - Tax and Tax, and is not possible to change. Address: The field is optional. Click "Add Address" if you wish to enter it. Phone: The field is optional. Click "Add Phone" if you wish to enter it.
Creditors are external and possibly internal companies and institutions with requirements for the employees of your company. These must be registered in the system in order to obtain an automatic deduction from the salary of the individual employee. NAV Collection center/innkrevingssentral Outlay - Legal offenses Outlay - Claims by State enterprises These creditors are not possible to change or delete.
To add new creditors, click the "Add" button on the right.
A new window opens and you need to fill in the following information:
Name: Enter a name for the creditor. The field is obligatory.
Bank account number: If it is to be paid automatically to the creditor, account number must be entered.
Overdue balance: If you tick off in this field, any negative balance will be transferred to the next period.
Type of deduction: All new creditors will get the Other category. This field is not possible to change. The field is used to categorize the creditors when linking the individual creditor and the deduction to the employee later.
Once the information on the creditor is stored, you will only see a line of some information about the creditor. To see all the information on the creditor, you can click the arrow to the right to expand the image.
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.
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.
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 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.