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How to Extract Payroll File for Visma Lön 600 from Next Project

Background:

There are two payroll files available in Next Project adapted for Visma Lön 600: Visma Lön 600 with projects and wage supplements, and Visma Lön 600 with wage supplements. This guide will walk you through the setup in Next Project and the settings in Visma Lön. The manual provides instructions on how project and result accounting work; if you are not using this, you can skip that section in the manual. For any questions, please contact us.

Setting up in Visma Lön:

Setting TLU File:

To import a payroll file from Next Project into Visma Lön, the "Use TLU file for import of times and expenses" option must be selected. You can find this setting under Archive - Settings - Company Settings - Integrations (previously Import/Export).

Recommended Print Settings:

Under Archive - Settings - Company Settings - Print, etc., we recommend the "Simple" setting under Payslip Summation and "Wage Art Number" under Payslip Row Sorting.

If you want similar payslip rows to be summed up as a total quantity instead of being specified day by day on the payslip, tick the box for this:

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 Visma Lön. For individuals not to be included in the payroll file, such as subcontractors or external consultants, leave the employee number field blank. Users without an employee number in the user registry will never be included in a payroll file.

Authorization to Extract a Payroll File:

To have the authorization to extract a payroll file in Next Project, you need to belong to a group with the administrative authority "Manage Payroll Integration." Check this by going to Administration - Users/Permissions - Groups/Rights. You can add the authorization to an existing group or create a new group. Choose or create a group, such as Payroll Administration, add users who can extract the file, and ensure the group has the administrative right "Manage Payroll Integration."

Attendance and Absence:

For attendance and absence time, Time Codes from Visma Lön should be used. You can find the codes in Visma Lön under Archive - Settings - Company Settings - Integrations - Time Codes. Usually, most of the required codes are available here, but you can also create your own codes for those that are missing, such as work time reduction and holiday compensation. To do this, select the empty row at the bottom, enter any code and description, and link it to a quick selection or individual wage type. Quick selections are preferred over individual wage types because quick selections are tailored to the type of employment.

In Next Project, information 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 overtime in money and in lieu if used. If your employees have a schedule in Visma Lön and you don't need to project account and/or include cost centers (referred to as result units in Visma Lön) from Next Project, no time code needs to be entered in Next Project for professional roles referring to regular hours as it is controlled by the schedule in Visma Lön. Therefore, it's crucial for users to report time in the correct role and report absence; otherwise, no overtime compensation or deductions for absence will occur in the payroll system.

For absence, the Time Code column should be complemented with the Time Code from Visma Lön 600. The Time Code column is turned off by default but can be easily opened by selecting a column, clicking on the small black arrow, and then Columns. There, choose to check the Time Code column. The column will appear at the far right but can be easily moved to any position.

In the example above, we chose to create and name the time codes from Visma Lön as 1110 for Holiday Compensation and 860 for Work Time Reduction. The number you use for the Time Code in Visma Lön 600 is, of course, according to your preferences.

Absence types that are not used can be advantageously deleted or set to the Completed status to reduce possible options when reporting time on mobile.

In Next Project, we do not send periods for, for example, sickness but send everything hour by hour. Therefore, it's essential to check in the payroll system, especially for sickness, to ensure correct calculations for longer absences. For longer absence periods, such as sick leave or parental leave for a month, we recommend reporting this directly in the payroll system. This ensures accurate calculations, the employee doesn't need to report the time, and you can temporarily deactivate the user in Next Project.

Salary Supplements:

Salary supplements, such as per diem and mileage reimbursement, are created in a price list in Next Project with an expense code from Visma Lön as the article number. The Time Code field should not be used for Visma Lön customers in the Price List module. You can find expense codes in Visma Lön under Archive - Settings - Company Settings - Integrations and then Expense Codes. The price list should not include attendance or absence time. Attendance time should be entered under the Hourly Rates tab, including regular time, compensatory time insertion, overtime, and extra hours.

Article Category Function: The Article Category function must be enabled in Next Project and specified on the articles to be included in the payroll file as salary supplements in the price list. If you want to create a new article category, go to Administration - Types - Article Category. To create new article categories, administrative rights for Article Category are required. If you lack the Article Category function, contact us at Next.

If you update an existing article's Article Number, only the number will be updated for future registrations and will not receive the correct code. The same applies to the Article Category, meaning we will not update already reported lines. Reported articles lacking an Article Category will not be included in the payroll file.

If you want to include salary supplements in Next Project with variable compensation for the employee, such as lodging expenses, we recommend adding the cost as 1 SEK in the Price List. After the employee reports this, the reporting needs to be updated in Next Client with the current cost if you want the correct compensation to be included in Visma Lön through the payroll file. If the payroll file contains reported articles where the compensation is variable and the cost is set to 0 SEK, Visma Lön will ignore that reporting, and other entries will not be affected. An alternative approach is for the employee to report 1200 lodging expenses, and it will then be linked to a Time Code, which in turn is linked to a wage type worth 1 SEK.

Expense Codes in Visma Lön:

Codes to be set for salary supplements in Next Project are found under Archive - Settings - Company Settings - Integrations, and the choice is Expense Codes in Visma Lön. Here, you can choose to use any of the existing options or set up new ones as needed.

If you have entered a code in Next Project that does not exist in Visma Lön, it usually becomes a line with "Other Expenses" on the payslip upon import if you have that setting in Visma Lön (see the top row in the image above).

If you comment on the article/order line in Next Project, not a journal entry or a comment for salary, during reporting, the comment will come to Visma Lön. Comments can be made on mobile or in the client.

Project Distribution and Cost Center (Result Unit)

Project Distribution:

You have the option to receive a project-accounted payroll file from Next Project, where both attendance, absence time, and salary supplements will include a project number. When extracting the payroll file, you can control whether the project distribution should include or exclude hours related to the absence project. This is to allow you to customize project distribution based on employment type and pay period.

If an employee reports more, such as overtime, or less than their expected working hours according to the schedule, you will need to manually adjust the distribution. This is because the calculation of the distribution in Next Project pertains to all reported attendance hours. Some minor differences may arise due to rounding since we send a percentage distribution between projects.

If the projects do not exist in Visma Lön previously, the projects will be created during the file import.

Cost Center (Result Unit):

You can choose to include the cost center, referred to as the result unit in Visma Lön, in the payroll file from Next Project. In Next Project, we set a cost center in Project Information, and therefore, you can only have one cost center per project.

If the cost center is static for the employee, such as referring to the place of employment, we recommend having this information on the employee card in Visma Lön 600 rather than in the file from Next Project. This is because we only have one absence project for all users.

For the cost center to be included, the Cost Center field must be filled in Project Information in Next Project and have the same code as in Visma Lön under Administration - Finance - Cost Centers. You can choose to include the cost center in both files, i.e., regardless of whether you choose the payroll file with or without a project. We recommend creating any new cost centers (result units) in Visma Lön before loading the file from Next Project.

Note that the distribution is based on all reported hours and may need adjustment depending on whether the number of reported hours exceeds or falls short of the expected workload according to Visma Lön and depending on the employment type. Some minor differences may arise due to rounding since we send a percentage distribution between projects.

Extraction of Payroll File in Next Project:

To extract a payroll file from Next, go to the "Book hours" module and one of the sub-tabs, e.g., "Attest hours and trips." Choose the period for which you want to extract the file and then click on the "Retrieve payroll file" button.

A dialog will appear where you choose one of the files: "Visma Lön 600 with project and salary supplement" or "Visma Lön 600 with salary supplement" depending on whether you want a payroll file with or without a project. See the upcoming sections for more description of the settings. Next time you want to extract a payroll file, Next Project will remember your settings for your login.

A prerequisite for extracting a payroll file is that all time entries for the specified period and the included individuals are approved. It is not necessary for the hours to be attested. Extraction of payroll files in Next Project is unlimited and can, therefore, be done once or several times during the same period.

Visma Lön 600 with Salary Supplement:

Used by those who do not project account the salary.

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

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

  • Article Category: Select the article category(ies) you set in the price list for articles related to salary supplements that you want to include in the file.

  • Fixed Amounts: Select the salary supplements that have a fixed price on the wage type in Visma Lön, such as per diem. If it is a variable amount, such as lodging expenses, where Next Project should determine the cost, do not select those articles here. Note, it is important that variable salary supplements have a cost in Next Project before extracting the payroll file. If the cost is missing for a reported salary supplement, Visma Lön will ignore that specific reporting; other reports will not be affected.

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

  • Update Retrieved Payroll File: If this is checked, you will receive a timestamp in Next Project when a user was last included in a payroll file retrieved from Next Project.

  • Selection for Payroll File: If you want all users with an employment number in Next Project to be included in the file, choose "Retrieve all records for the selected period." If you only want the users you have filtered to be included, choose "Retrieve according to selection for the selected period," see more information below.

Visma Lön 600 with Project and Salary Supplement:

Used by those who want to project account the salary.

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

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

  • Article Category: Select the article category(ies) you set in the price list for articles related to salary supplements that you want to include in the file.

  • Fixed Amounts: Select the salary supplements that have a fixed price on the wage type in Visma Lön, such as per diem. If it is a variable amount, such as lodging expenses, where Next Project should determine the cost, do not select those articles here. Note, it is important that variable salary supplements have a cost in Next Project before extracting the payroll file. If the cost is missing for a reported salary supplement, Visma Lön will ignore that specific reporting; other reports will not be affected.

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

  • Include the Absence Project in the Distribution in Visma: Here, you can control whether the distribution of projects on the base salary in Visma Lön should include or exclude the absence project on absence hours in the project accounting.

  • Update Retrieved Payroll File: If this is checked, you will receive a timestamp in Next Project when a user was last included in a payroll file retrieved from Next Project.

  • Selection for Payroll File: If you want all users with an employment number in Next Project to be included in the file, choose "Retrieve all records for the selected period." If you only want the users you have filtered to be included, choose "Retrieve according to selection for the selected period," see more information below.
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    Retrieve According to Selection

    The minimum requirement for Next Project to include an employee in the payroll file is that individuals to be included have an employment number under Administration - Users/Permissions - Users. In addition to this, we have the ability to control it at three additional levels by selecting a group and/or employment type or filtering among users on the "Attest hours and trips" or "Hours per person" tab. The number of users displayed will be adjusted based on the selection, and in the "Retrieve payroll file" dialog, you can choose "Retrieve all records for the selected period" or "Retrieve according to selection for the selected period," which is what is shown in the background. The dialog will suggest the option you last used when retrieving a payroll file from Next Project.

Time Report in PDF Format

If you wish to have a Time Report in PDF format as a supplement, go to the "Book Hours" module and one of the sub-tabs, such as "Attest hours and trips," and click on the PDF icon and then "Print Time Report."

You will see several options depending on the desired layout of the report. It is important to add the article category related to the salary supplements to include them in the report. Salary supplements are considered a summary at the bottom of the report. Therefore, there should be no information in the columns Travel tj, t/j work, Piecework, and Allowance in the report. This is an old method that is not possible with salary supplements in the payroll file.

Importing Payroll File in Visma Lön

Import Payroll File in Visma Lön 600:

To import a payroll file in Visma Lön 600, create a payroll run just as before; "Import times/expenses from file" should be selected, and when you press "Create," you will choose which file to import. Usually, the file is saved in Downloads on your computer and is named SPCS600-xx followed by the date and time when the file was extracted from Next Project.

A summary of any error messages from the import will be displayed after the file has been imported into Visma Lön 600. Common error messages include if a person has tried to take vacation or reported sick leave for more hours than the schedule in Visma Lön. Another common message is that the time balance has not been adjusted if you use, for example, comp time. However, comparing it to the previous month, this is usually updated despite the error message. Adjustments can be made in Next Project, and a new file can be extracted and imported, or adjustments can be made in Visma Lön.