This article explains how to export a payroll file to the payroll systems Hogia Lön and Hogia Lön Plus from Next Project.
In this article, we will refer to both versions as HogiaLön, except where there are differences between the files, which will be clearly indicated in the text. The payroll files include both project and business unit dimensions. In the file for HogiaLön Plus, there is also the option to include cost centers.
This guide will walk you through the setup in Next Project. For questions about, for example, how to import the file or set up in your payroll system, we refer you primarily to HogiaLön. For questions about the setup in Next Project, please contact us.
Setup 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 payroll file. For individuals who should not be included in the payroll file, such as subcontractors or external consultants, leave the employee number field empty.
Right to Extract a Payroll File
To have the right to extract a payroll file in Next Project, the user needs to belong to a group that has 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 group Payroll Administration and add users who should be able to extract the file. Also, check that the group has the administrative right to Manage Payroll Integration.
Attendance
To transfer attendance data to the payroll system, time roles in Next Project need to be linked to a wage type in HogiaLön. In Next Project, enter the attendance codes in the 'Time Code' column in the 'Hourly Rates' module. The 'Time Code' column in Next Project should not contain 'L' in front of the numbers, as this is added automatically in the payroll file. The codes in the image are just an example, so check the codes in your payroll system.
In the 'Hourly Rates' module, it is recommended to add roles for regular working hours as well as overtime in money and compensatory time, unsocial hours, etc., if used.
If your employees have a monthly salary, and you do not need to send projects, business unit/cost center, and/or cost carriers/task types from Next Project, no 'Time Code' needs to be entered in Next Project for professional roles related to regular working hours since the regular salary is controlled by the payroll system. Therefore, it is essential for users to time-report on the correct role and report absences when necessary. If not done, overtime compensation or deductions for absence will not occur automatically in the payroll system.
During attendance reporting, timestamps are never included in the file to HogiaLön and thus have no impact on the salary outcome. Timestamps or the amount of regular hours will never generate, for example, overtime automatically in the payroll system. Therefore, employees always need to ensure they report on the correct role to receive the correct compensation, such as overtime roles when overtime compensation is due.
Absence
Absence types are managed in the 'Absence' project in the 'Work Order' module in Next Project. In the 'Time Code' column, absence types are complemented with Deviation types from HogiaLön. The codes should only be numbers, i.e., no 'A' in front since this is added automatically in the file. Therefore, it is crucial to use Deviation types only on absence types in the absence project.
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 be placed far right but can be easily moved to any position. If any absence type is missing, it can be added by clicking the green plus sign. If you want to change the name of any absence type, do so in the 'Name' column. Unused absence types can be deleted or set to Completed to reduce possible options during time reporting in Next Mobile.
To interpret part-time absence in HogiaLön, you need to report the absence with timestamps in Next Project. Contact us at Next Project to activate the function. If you choose to report without timestamps, for example, two hours of VAB will be interpreted as a full absence day according to the schedule, for example, eight hours. If the timestamp function is active for absence, timestamps will be required regardless of the absence type and whether the report concerns a full or part of the day.
The reported time should be within HogiaLön's scheduled time and include breaks. If absence is reported outside the scheduled time, it will not be registered in the payroll system. The amount of break time in Next Project will not affect the outcome in HogiaLön; it is always HogiaLön's schedule that determines when and how much break time should be deducted.
In Next Project, we set up a standard rule for break time for all users. If you need help adjusting the setting, contact us. The amount of break time can be adjusted manually in Next Project for each report; this is not possible in Next Mobile.
A recommendation before extracting the payroll file is to filter for the current payroll period in the absence project to review entries that are less than a full working day.
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If you have an 8-hour/day schedule from Monday to Friday, filter for entries less than 8 hours.
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If you have an 8.5-hour schedule from Monday to Thursday and 6 hours on Friday, you can filter for less than 8.5 and then overlook entries that are 6 hours on Fridays.
In the image example, Erik Electrician's time reporting needs to change the Work Order to Parental Leave PART of the day since there are different Wage types for a full day and part of the day in HogiaLön, which you do in the 'Work Order' column. Stefan Service Technician's time reporting needs to be updated with start and stop times since the specified times are outside his work schedule in HogiaLön, which you can do easily in the start and stop time columns.
From Next Project, we do not send periods for absences, such as sickness; everything is sent on an hourly basis. It is crucial to verify the outcome in the payroll system to ensure accurate calculations. For longer absence periods, such as sick leave or parental leave for a month, we recommend reporting directly in the payroll system. This ensures accurate salary calculations immediately, the employee does not need to time-report, and you can temporarily deactivate the user in Next Project.
Salary Supplements
Salary supplements, such as per diems and mileage reimbursement, are set up as items in a price list in Next Project. The item needs to be marked with a Wage Type from HogiaLön in the 'Time Code' column. The information in the 'Time Code' column is updated for both old and new entries and can be updated/changed at any time. If information is missing in the 'Time Code' column, the item number will be used instead. Different types of attendance time, such as overtime and unsocial hours, are recommended to be in the 'Hourly Rates' module.
Items for salary supplements that should be included in the payroll file need to be marked with the relevant item category, specified in the 'Item Category' column in the price list. If you lack the Item Category function, contact us at Next Project. Note that updating the item's item category only affects future entries; thus, previous entries will not be updated.
If you want to report salary supplements in Next Project where the compensation is a variable amount, such as lodging expenses or parking, we recommend linking the item in the price list to a Wage Type worth 1 SEK. The employee then reports, for example, 125 units of Parking Fee. Next Project does not support sending amounts to HogiaLön.
Project Allocation, Business Unit, and Cost Carrier
Project Allocation
Next Project always includes projects in the payroll files sent to HogiaLön for both attendance, absence time, and salary supplements. Settings in HogiaLön on each Wage Type/Deviation Type determine whether the information should be read from the originating system or ignored. No special settings are required in Next Project, but remember to set a Wage Type on the time role in the 'Hourly Rates' module that allocates regular attendance time in the payroll system.
Since we only support one absence project in Next Project, all absence reports will be sent with the same project number in the file from Next Project. In HogiaLön, you have the option to control if, for example, the Deviation Type for sickness should take project information from the employee card in HogiaLön or from the payroll file from Next Project.
Business Unit/Cost Center
You can choose to include business units in the payroll file from Next Project. In Next Project, the field in Project Information may be labeled as either Cost Center or Business Unit. In Next Project, we set one business unit/cost center per project in Project Information, so you can only have one business unit per project. The setting in HogiaLön on the Wage Type/Deviation Type determines whether information about the business unit should be imported from the file or fetched from the employee card in HogiaLön.
If the business unit is static for the employee, such as the employment location, we recommend having this information in the payroll system and not in the file from Next Project, considering that we only have one absence project for all users. Another option is to set up in HogiaLön so that the business unit/cost center on the Deviation Types is not read from the payroll file from Next Project but from the employee card in HogiaLön.
To include the business unit in the file, the Business Unit/Cost Center field needs to be enabled in Project Information in Next Project and selected when extracting the file. See more in the section below for Extracting the Payroll File. The cost centers should have the code and name from HogiaLön in Next Project under 'Administration-Finance-Business Unit/Cost Center.'
Cost Carrier/Task Type
In the file for HogiaLön Plus, you can choose to include Cost Carriers from Next Project; HogiaLön lacks this dimension. The information comes from 'Project Information,' and the field may be labeled as either Task Type or Cost Carrier. The setting in HogiaLön on the Wage Type determines whether information about the cost carrier/task type should be imported from the file or fetched from the employee card.
To include the cost carrier in the file, the Cost Carrier/Task Type field needs to be enabled in 'Project Information' in Next Project and selected when extracting the file. See more information later in the documentation. The cost carrier should have the code and name from HogiaLön in Next Project under 'Administration-Settings-Types-Task Type/Cost Carrier.'
Retrieve Payroll File from Next Project
To retrieve a payroll file from Next Project, go to the 'Book Hours' module and one of the sub-tabs, such as 'Attest Hours and Travel.' 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 select either the Hogia Lön or Hogia Lön Plus file. See the upcoming sections for more description of the settings. Next time you retrieve a payroll file, Next Project will remember your login settings.
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 required for the hours to be attested. Retrieval of payroll files in Next Project is unlimited and can be done one or more times during the same period.
HogiaLön Plus
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From/To - Choose the date range for the desired period.
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Payroll System - Select the type of file you want to retrieve.
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Item Category - Choose the item category(ies) you set in the price list for items related to salary supplements that you want to include in the file.
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Include Business Unit/Result Unit - Tick if you want Next Project to include business unit/result unit from Project Information for all time registrations and salary supplements.
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Task Type/Cost Carrier - Tick if you want the payroll file to include the dimension of cost carrier/task type from Project Information for all time registrations and salary supplements.
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Update Retrieved Payroll File - If checked, you will receive a timestamp per user in Next Project when the person was last included in a payroll file in Next Project.
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Selection for Payroll File - 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 the users you have filtered to be included, choose 'Retrieve according to selection for the selected period,' see more information below.
HogiaLön
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From/To - Choose the date range for the desired period.
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Payroll System - Select the type of file you want to retrieve.
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Item Category - Choose the item category(ies) you set in the price list for items related to salary supplements that you want to include in the file.
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Include Business Unit/Result Unit - Tick if you want Next Project to include business unit/result unit from Project Information for all time registrations and salary supplements.
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Update Retrieved Payroll File - If checked, you will receive a timestamp per user in Next Project when the person was last included in a payroll file in Next Project.
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Selection for Payroll File - 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 the users you have filtered to be included, 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 you have specified their employee number in the user registry, which you can find under 'Administration-Users/Permissions-Users.' In addition to this, we have the ability to control who is included in the file based on three additional levels by selecting Group and/or Employment Form on the 'Hour Person' or 'Attest Hours' and Travel' tab or by filtering among users.
The number of users shown in the list will adjust according to the selection, and in the 'Retrieve Payroll File' 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 payroll file from Next Project.
PDF-format Time Report
If you want a time report in PDF format as a complement to the payroll file, go to the 'Book Hours' module and one of the sub-tabs, such as 'Attest Hours and Travel,' and click on the PDF button and then 'Print Time Report.'
You have the option to customize the content/sorting in the report according to your preferences through the options on the left side of the dialog. It is important to add the item category related to salary supplements to include them in the report. Salary supplements are seen as a summary at the bottom of the report.
Columns crossed out in the image below come from an old workflow in Next Project that is not included in the payroll file. Therefore, there should be no information in the columns Travel tj, t/j arb, Piecework, and Allowance in the Time Report.
Import of HogiaLön Payroll File
Import Payroll File
After extracting a payroll file from Next Project, the file is saved in 'Downloaded' on your computer and is named hogiaplus-v2_xxxx or hogia-v2_xxxxx followed by the date and time when the file was extracted. Information on how to import the payroll file can be found in HogiaLön; read more here: