This article explains how to extract a payslip in the PAXml 2.0 format.

There are two payslip files available in Next Project in the PAXml 2.0 file format: PAXml without a project and PAXml 2.0 with a project. The payroll systems Fortnox Salary, Kontek Salary, and Crona Salary support the import of PAXml files from Next Project. This article will guide you through the setup in Next Project.

For questions regarding importing the file or setting up in your payroll system, we recommend contacting your system provider first. The article also includes instructions on how project and result coding work, but if you are not using these features, you can skip those sections.

Setting up in Next Project

Employee Number

Go to the user registry under Administration-Users/Permissions-Users in Next Project and enter the employee number from your payroll system. Users without an employee number in the user registry will never be included in a payslip file. For individuals not to be included in the payslip, such as subcontractors or external consultants, leave the employee number field blank.

Right to Extract a Payslip

To have the right to extract a payslip in Next Project, you need to belong to a group with the administrative right to Manage Payroll Integration. Check this by going to Administration-Users/Permissions-Groups/Rights. You can supplement an existing group with the right or create a new group. Choose or create, for example, the Payroll Administration group and add users who should be able to extract the file, ensuring that the group has the administrative right to Manage Payroll Integration.

Graphical user interface, application

Attendance and Absence

For time worked and time off, Time Code or Salary Codes should be used according to the PAXml 2.0 standard, with any exception rules from the payroll system. These standard codes are described in a separate article.

In Next Project, these codes should be entered in the Time Code column in the Hourly Rates module and on the absence project in the Work Order module in the Time Code column.

In the Hourly Rates module, there should be roles for regular working hours as well as overtime, overtime in money, and in comp time, etc., if used. If your employees have a schedule in your payroll system and you are not project coding and/or sending a cost center from Next Project, no Time Code should be entered in Next Project for professional roles that refer to regular hours as it is controlled by the schedule in the payroll system. For this reason, it is important that users report time correctly and report absence when absent; otherwise, overtime compensation will not be paid out, and deductions for absence will not occur in the payroll system.

For absence, the Time Code column in Next Project should be supplemented with the Time Code according to PAXml 2.0; the appendix of PAXml codes can be found at the bottom of the document. The Time Code column is turned off by default but can be easily opened by selecting a column, clicking the small black arrow, and then Columns. Choose to check the Time Code column. The column will end up far right but can be easily moved to any position by dragging and dropping.

If a type of absence is missing, it can be added by clicking the green plus sign. If you want to rename a type of absence, do so in the Name column. Types of absence that should not be used can be deleted or set to Completed to reduce possible options when reporting time on mobile.

From Next Project, we do not send periods for absence, such as sickness; everything is sent over hour by hour. It is, therefore, important to check the outcome in the payroll system to ensure accurate calculation. For longer absence periods, such as sick leave or parental leave for a month, we recommend that you report directly in the payroll system. This ensures accurate calculations immediately; the employee does not need to report the time, and you can temporarily disable the user in Next Project.

Salary Supplements

Salary supplements, such as allowances and mileage, are set up as items in a price list in Next Project. The item needs to be marked with a Salary Code according to PAXml 2.0 in the Time Code column. Next Project currently does not support specifying Salary Types in the file, only Salary Codes. If there is no information in the Time Code column, the code in the item number will be used instead.

The information in the Time Code column is updated for both old and new registrations; it can, therefore, be updated/changed at any time. Note that the price list should not include time worked or time off. Time worked should be entered under the Hourly Rates tab, including regular time, comp time, overtime, and overtime in money.

Items for salary supplements to be included in the payslip also need to be marked with the current item category, specified in the Item Category column in the price list. If you lack the Item Category function, contact us at Next. Note that updating the item's item category only applies to future registrations; previous reports will not be updated. (To create a new item category, go to Administration-Types-Item Category; creating new item categories requires the administrative right Item Category.)

If you want to report salary supplements where the compensation is a variable amount, such as lodging expenses or parking, the amount will be included in the PAXml 2.0 file from the cost of the item. Contact your payroll system to see if there is a Time/Salary Code where the amount can be controlled by external systems. Another option is to report, for example, 125 parking and link it to a Time/Salary Code with a cost of 1 SEK; this allows the mobile reporter to report the correct cost directly.

Tips: If you add a comment to the salary supplement when reporting, on the item/order line in Next Project (not the same as the journal note or salary comment), the comment will be included in the PAXml file. Comments can be made on mobile or in the client; see images below. If you want to include this information in the payroll system, contact your payroll system and ask if they support importing comments through the PAXml 2.0 file format.

Project Distribution and Cost Center

Project Distribution

You have the option to receive a project-coded payslip from Next Project, where attendance, absence time, and salary supplements will be sent with the project number on which time and salary supplements have been reported. Since we only have one absence project in Next Project, all absence reports will receive the same project number.

Contact your system provider to ensure if the payroll system supports reading project coding from a PAXml 2.0 file, and whether projects can be created during payroll file import or if they need to be imported in advance.

Cost Center

You can choose to include a cost center in the payslip from Next Project. In Next Project, we set a cost center per project in Project Information, so you can only have one cost center per project.

If the cost center is static for the employee, such as the employment location, we recommend having this information in the payroll system rather than in the file from Next Project, considering that we only have one absence project for all users.

For the cost center to be included, the Cost Center field needs to be filled in on Project Information in Next Project and have the same code as in the payroll system under Administration-Finance-Cost Center. You can choose to include the cost center in both files, i.e., whether you choose the payslip with or without a project.

Contact your system provider to ensure that the payroll system supports reading the cost center from a PAXml 2.0 file.

Withdrawal of Payslip in Next Project

Retrieve Payslip from Next Project

To retrieve a payslip from Next Project, go to the Book Hours module and one of the sub-tabs, e.g., Approve Hours and Travel. Choose the period for which you want to extract the file and then click the Retrieve Payslip button.

A dialog box will appear where you select one of the files, PAXml 2.0 without a project or PAXml 2.0 with a project, depending on whether you want a payslip with or without a project. See the upcoming sections for more description of the settings. Next time you retrieve a payslip, Next Project will remember your settings for your login.

A prerequisite for being able to extract a payslip is that all time entries for the specified period and the people included are approved; it is not necessary for the hours to be attested. Payslip withdrawals in Next Project are unlimited and can therefore be done once or several times during the same period.

PAXml 2.0 without a project

Used by you if you do not project code the salary.

• From / To: Select the date for the period you desire.

• Payroll System: Choose the type of file you want to retrieve.

• Item Category: Select the item category(ies) that you have set in the price list for items related to salary supplements and that you want to include in the file.

• Include Cost Center/Result Unit: Check if you want Next Project to include the cost center from Project Information for all time registrations and salary supplements.

• Update Payslip Retrieved: If checked, you will receive a timestamp per user in Next Project when the person was last included in a payslip in Next Project.

• Selection for Payslip: If you want all users with employee numbers in Next Project to be included in the file, choose Retrieve all entries for the selected period. If you only want to include the users you have filtered, choose Retrieve according to selection for the selected period, see more information below.

PAXml 2.0 with a project

Used by you if you want to project code the salary.

• From / To: Select the date for the period you desire.

• Payroll System: Choose the type of file you want to retrieve.

• Item Category: Select the item category(ies) that you have set in the price list for items related to salary supplements and that you want to include in the file.

• Include Cost Center/Result Unit: Check if you want Next Project to include the cost center from Project Information for all time registrations and salary supplements.

• Update Payslip Retrieved: If checked, you will receive a timestamp per user in Next Project when the person was last included in a payslip in Next Project.

• Selection for Payslip: If you want all users with employee numbers in Next Project to be included in the file, choose Retrieve all entries for the selected period. If you only want to include the users you have filtered, choose Retrieve according to selection for the selected period, see more information below.

Retrieve According to Selection

The minimum requirement for Next Project to include a user in the payroll file is that individuals to be included have an employee number under Administration-Users/Permissions-Users. Additionally, we have the ability to control who is included in the file based on three additional levels by choosing Group and/or Employment Form under the sub-tab Hours per person or Approve Hours and Travel, or by filtering among users.

The number of users displayed in the list will be adjusted based on the selection, and in the Retrieve Payslip dialog, you can now choose Retrieve according to selection for the selected period. The selection is what you have just filtered.

The dialog will suggest the selection option you last used when retrieving a payslip from Next Project.

Time Report in PDF Format

If you wish to have a Time Report in PDF format as a complement to your payslip, go to the Book Hours module and one of the sub-tabs, such as Approve Hours and Travel, and click on the PDF button and then Print Time Report.

Automatically generated description You have the option to customize the content/sorting in the report according to your preferences through the options on the left side in the dialog. It is important to add the item category related to the salary supplements to include them in the report. The salary supplements are seen as a summary at the bottom of the report. Overlined columns in the image below come from an old method in Next Project that is not included in the payroll file. Therefore, there should be no information in the columns Travel tj, t/j work, Piecework, and Allowance in the Time Report.

Import of Payslip PAXml 2.0

Import Payslip

After retrieving a payslip from Next Project, the file is saved in Downloads on your computer and is named paxml-20--xx followed by the date and time when the file was extracted. To get help with importing the payslip, contact your payroll system provider.

If you encounter an error message when importing a payslip, you can validate the file at www.paxml.se to see if anything is not according to the PAXml 2.0 format. Contact us for assistance if you are unsure about error messages during file validation. Send us the file you have tried to import and received errors on the website. If no error messages are displayed during validation, please contact your payroll system provider for help in investigating what caused the problem during loading.

Note: Next Project does not support specifying salary types in the PAXml 2.0 file, only salary codes. See also the article on Standard Codes for PAXml 2.0.