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.
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.
Creating and Assigning a Payroll Manager
When the company is created, make sure that the payroll manager gets the right roles. If one or more roles are missing, access to the various modules may not work as desired.
Admin / Users and Roles
Go to Admin / Users and Roles. If it is the paymaster who is stated as the admin user in the order of Visma.net Payroll, the user will already be created and you will see this in the list of users. If the payroll manager is listed, click on the name to access the user.
If the payroll officer is not created as a user, this must be done before moving on. Click the "Add User" button at the top right. Fill in the required information. Required fields are marked with a star (*).
Provide the payroll manager access to the customer relationship
If you had to create the payroll manager as a user, you must also give access to the customer relationship. If the payroll manager was already created as a user, you can proceed to the next section.
In the field "Give access to ..." you must choose which customer relationship the payroll manager should have access to. Since you have already created your company, you will have more choices in this field from which they are separated by company and customer. Customer is the overall customer relationship, where the licenses are activated. Companies are the individual companies that have been created. The payroll manager must now be added with access to the customer.
When the payroll manager has gained access to the customer relationship, you must add which roles he / she should have. This is done on the line where the customer name is now listed. In order to be an admin user in the system, the payroll manager must have role of Customer administrator in the Admin column. Therefore add this role by clicking on the line with the customer relationship, and then clicking in the field for Admin. The roles that can be added come up automatically, and you click on each of the roles to assign them to the user. The selected roles will be highlighted in green color. You can click multiple roles at the same time, or click away a role to remove roles.
Once you have added all the roles the payroll manager should have for the customer relationship, click anywhere in the image.
The Payroll Manager has now received an email with information about new roles for the relevant customer relationship and the company. If the payroll manager does not previously have a Visma.net user, this e-mail also contains a message that the user must be activated.
Provide the payroll manager access to the various services for the company
You can now add roles for each individual company you have previously created. In the "Add access to ..." field you should now select the correct company name followed by "(company)". The company lays down as an active line of the customer relationship.
On the line that has been added you should now click in the columns for the different services and select one or more roles according to the list below. The selected roles will be highlighted in green.
Once you've added all the required roles, the image will look like the 4th image in this thread.
Click "Save and Close" at the bottom right to save the user.
After the settings have been saved, the payroll manager can log on to Visma.net to further set up the solution. If you have assigned roles to yourself or the user has been logged on while the roles were added, you / the user must relog to see the various services you have accessed.
Here is an overview of the roles you need to activate, with an explanation:
Absence Approver – access to approve absence requests
Expense Approver – access to Authorize Travel Expenses
System Administrator - check workflow and assign documents
Timesheet Approver - access to approve timesheets
AutoPay Administrator - access to set up an AutoPay agreement
AutoPay Approver –Have the ability to approve the payment
AutoPay Payroll Access –Give access to view the generated bank file in AutoPay
AutoReport user – Access to set the setup against Altinn
AbsenceAdministrator / Plus - See an overview of all employees. Also have the right to register absence on behalf of the employee
Visma.net Employees Management
EmployeesManagement Administrator - Access to register company settings and employees
Expense Company Administrator - View the settings of the firmVisma.net Payroll
Visma.net Payroll Administrator - Access to complete payroll in Payroll
Time Administrator / Plus - See overview of all employees. Also has the right to register hours on behalf of the employee
Some of the roles are incompatible with each other. If you put more roles than those described above, you may not be able to access the various services. If the payroll manager is to be a user of the Absence, Time and Expense services, this will be created when the payroll manager is created as an employee in the setup. It is therefore not necessary to assign roles for this now.
Create a company
When you are going to start Visma.net products, this must be ordered from Visma or a Visma dealer. Visma creates the customer in Visma.net based on information about the company and admin user. The payroll manager (contact person stated in the order) will have the opportunity to logon Visma.net and accept the TOS (Terms of Service). When admin user is enabled and the Terms of Service (TOS) is approved, you are ready to establish the company in the Visma.net solution.
Admin / Companies
Go to Admin / Companies
Make sure you are on the right customer at the top right of the picture. If you are not, you must click on the drop down menu and select the correct customer. If you only have one customer for the Visma.net solution, you will always be on the right customer. To create a new company, click on the "Add Company ..." button Enter the required information. Required fields are marked with a star (*). Furthermore, you must activate the services the new company should have. In order for the solution to function in its entirety, the following services must be activated:
Master Data Management
You activate the services by clicking "On". Click the "Save and Close" button to save the new company. You are now ready to go to the next step, Assigning Roles to the Payroll Manager.