Januar er en travel måned for alle som jobber med lønn. Benytter du deg av Visma.net HRM sine supporttjenester, vil du i perioder kunne oppleve noe ventetid. Når du ringer inn på support, får du spørsmål om å sette deg på callback. Vi anbefaler at du velger å sette deg på callback, slik at du får gjort andre ting mens du venter.
Vi anbefaler at du har ditt kundenummer eller organisasjonsnummer klart, slik at vi kommer raskt i gang med å gi deg support.
5. januar: frist for å sende a-melding for desember
15 januar: frist for å betale skatt og arbeidsgiveravgift for termin 6
1 februar: frist for å sende sammenstillingsoppgave til de ansatte
Kan jeg kjøre lønn på to år samtidig? Nei, du må avslutte alle lønnskjøringen for 2020 før du kan kjøre ny lønn for 2021. Hvis en ytelse som tilhører 2020 ikke har blitt innberettet, og du oppdager dette først etter at du er over i 2021, kan du opprette en ny lønnsart hvor du overstyrer transaksjonsdato tilbake til 2020. Du kan lese mer om dette her.
Hvordan går man over til nytt år i Payroll? Les mer om rutinen for overgang til nytt år til Payroll i dette brukertipset.
Blir inngående saldo med på sammenstillingsoppgaven? Ja, sammenstillingsoppgaven tar med seg inngående saldo dersom det er opprettet egne lønnsarter for dette. Les mer her.
Må sammenstillingsoppgaven sendes til de ansatte før jeg jeg kjører lønn i 2021? Nei, du kan sende sammenstillingsoppgaven for 2020 også etter at du er over i 2021.
Må sammenstillingsoppgaven sendes per post eller kan den sendes via Payslip? Dette bestemmer du selv. Du kan sende per post eller via Payslip. Når du sender via Payslip vil de ansatte motta oppgaven i Employee appen, som vil være mest effektivt for deg som lønningsansvarlig og for den ansatte. Les mer om hvordan du sender sammenstillingsoppgaven på Payslip her.
Employees / Settings / Company Settings
You are now ready to enter settings related to the company, employees and the payroll itself. Many of the settings affect the entire solution in Visma.net, and it is therefore important that the correct settings are entered at an early stage. It is highly recommended that you go through these settings again, even though several of them were a part of the Onboarding wizard , and get to familiarize yourself with the system. Under company settings, you will find all the overall settings for your company. Here you enter the address, company number and bank account for payroll account and any tax deduction account.
We start with the company information, where information about the company itself is entered.
Start-up date in Visma.net: This field will disappear in a later version of Payroll. The field is not possible to change and is only used by Visma.
Pro rata method: Choose between calendar days or working days. The settings indicate which method to use for calculations in Payroll. The most common choice is "Working Days."
Calendar Days: Wages will be divided by the number of days in the current month and multiplied by the number of days for the particular absence or benefit.
Working Days: Wages will be divided by the number of working days of that month and multiplied with the number of working days for the absence or performance in question.
Tax-free org: Specify whether the company is a tax-free organization or not. If it is stated that the company is a tax-free organization, information about this will be added to the payment by reporting via A-message. The tax authorities will thus exclude the income from the tax calculation / tax return for the employee, provided that the amount is lower than the limit set for the individual year. The tax calculation for each employee will not start until the limit has passed.
IA: Specify whether the business is an IA business or not. This has, among other things, an impact on absence in Absence and payment in Payroll. If your business practices the IA rules even though you are not an IA company, you must set "Yes" here so that it will be correct in relation to the self-reporting days in Visma.net Calendar.
Here we will enable or disable som core features in the company.
Automatically prefill employee IDs: Check this box if you want the employee number to be automatically generated to one higher number than the previous employee. E.g if you enter an employee with employee number 100 then the next employee will automatically get employee number 101.
Merged company option: Check this out if you have used another payroll system before Visma.net Payroll. This will allow the employees to retain the rights they have in relation to their own notifications, sick pay and the like.
Show employee import option: Select whether you want the import button to import employees to be visible under Employees / overview.
These fields include basic contact information regarding the company. Adress and phone.
Contact person: Enter information in the fields to register a contact person in the company. The fields are mandatory.
Tax unit information
Furthermore, you must enter the business(es) the company has. These are the different locations for their business.
Name: Add the name of the workplace where the business is registered.
Business number: Enter the business number of the sub-unit. This is not the same number as the legal organization number, but the number that belonged to the individual location where the company has its work. If you are unsure of what it is, you can search the Brønnøysund Register website and look at "overview of registered sub-units". The field is locked after the first A-message with the business number is submitted.
Municipality: Enter the municipality where the business is located. 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 is locked after the first A message is submitted.
Note! When editing this information, you must also provide a "valid from date" from which the changes will apply. If there is a correction of a previous error registration or the first time you enter a registration for a new field, enter "Or use existing valid from date". In the case of actual change of information, it is very important that you provide a new off-date because this may affect the calculation of your salary and benefits back in time.
Under the Accounting tab you will find the following information:
Export format: Used in Payroll when creating the accounting file. Here you have the choice Visma.net Financials, Huldt & Lillevik Standard or SIE 4 format. Huldt & Lillevik standard is a standard format created by Huldt & Lillevik, and can be used by many different accounting systems. SIE 4 is a standard export format used by several accounting systems ex.Visma Global, Visma Business, eAccounting.
Adjustment account: The account is used for rounding and "debugging" in Payroll (Interim account / debugging account). Enter one of the ledger accounts in the selected chart of accounts. If you do not find the correct account, it must be created under Employees | Settings | Accounts - see sections for accounts for guidance. The field must be filled before you can pay salaries in Visma.net Payroll. If the field lacks a value, this will lead to errors in the payroll and the payroll can not be carried out.
Accounting standard 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! Please note that changes to the chart of accounts with date back in time will lead to corrections in book entries back in time, on the next open pay run. You will receive this alert if you try to change:
Banking and payment
Here you need to provide information about which account the salary should be paid from and which account the tax deduction should be transferred to.
Create bank file: Here you decide whether Payroll should create and send a bank file to AutoPay or not. If you set this field to "Yes", you will be able to send a bank file directly to AutoPay pay run. The bank agreement must be set up in Visma.net AutoPay to make the process possible. AutoPay is a payment service that automatically takes care of the payments.
Bank salary: Before you can pay the salary, you must enter the account number in the bank the salary must be paid from. Click "Add" to add a bank account for payout if this has not already been done.
Bank guarantee for tax: Here you choose whether the company has a bank guarantee agreement. The field is automatically linked to the next field on bank account numbers for tax deductions. By default, this field stands for "No". If you do not have a bank guarantee agreement and "No" is the correct choice, you must enter a bank account number regarding the tax deduction account in the field below.
Bank tax: If the bank guarantee is set to "No", you must enter a bank account number for the tax deduction account. Click "Add" to add a bank account to which the tax deduction shell is transferred at payroll if this is not already done. If you are going to change the bank account already paid in, click in the field to open it for editing. If a bank guarantee is set to "Yes" you will not be able to enter this account.
Paying Expense Tax: Specify how often tax deductions are paid to the government. You have two choices, monthly or bi-monthly. If you set up a monthly payment, the outlay deductions that are deducted on employees will appear on the bank list and may be paid monthly with wages if you are to use AutoPay.
The last tab under company settings includes information about hours per year on the employees, recommendations on when the system should deduct half tax, and method of calculation for employer's national insurance contributions.
Number of hours per year: Here you enter the number of hours per year in full position. This is independent of whether employees work part-time or not. The value is used to calculate actual working hours per year according to the position fraction for such employees. By default, the system sets 1750 hours.
Half tax: Specify which month the company will deduct half tax before Christmas. Possible values are November or December.
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.