Change the Pay in Vendion Payroll – When Approved Pay Is Wrong

An approved month in Vendion Payroll is never unlocked. If something is wrong, or an employee gets in touch after the payslip, press Ändra lönen (change the pay) in the payroll run under Personal ▸ Löner. The button is under the heading, next to Visa hela körningen (show the whole run), and is the same every time, also for a month that has already been changed once. You need permission to change pay.

Example: Anna Andersson gets in touch after the payslip. A shift in October is missing an hour. You press Ändra lönen, open Tider (Time) from the card, add the hour, go back and save. Anna gets a new payslip, and you take a new bank file unless the old one has already been uploaded.

How to change the pay

1. Press Ändra lönen. If a bank file has been downloaded, Vendion first asks whether you have uploaded it to the bank (see The bank file question below). The month opens, and the card Ändra lönen appears above the steps with the text Månaden är öppen. Ändra det som är fel, så räknas lönen om när du kommer tillbaka. Den fastställda lönen gäller tills du sparar. (The month is open. Change what is wrong and the pay is recalculated when you come back. The finalised pay applies until you save.) If something has already left Vendion, the card is called Rättelse (correction), with its status.
2. The card has the links Tider (Time), Frånvaro (Absence), Dricks (Tips) and Justeringar (Adjustments). They go to the right month. Change what is wrong, and go back with Tillbaka till Ändra lönen (back to change the pay).
3. The pay is recalculated by itself when you come back to Löner, at most once every half minute. Meanwhile it says Räknar om… (recalculating). The table in the card shows what changed per person: pay, unsocial hours, tips, holiday and tax before and after, with net pay last. Anyone who did not change is not listed. Visa alla rader (show all rows) opens the whole run.
4. Press the button that saves: Spara ändringen (save the change) or Spara rättelsen (save the correction, see below). The dialog shows who changes and by how much, what happens with the payslips and what you need to do afterwards. Review, attest and finalise are done in one step.
5. Under Betala och rapportera (pay and report) there is now Det här behöver du göra nu (what you need to do now), one line per task: bank file, bookkeeping, payslips, AGI and Fora when it applies. If someone has been paid too much it says so there, with the link Öppna Fordringar (open claims). The buttons show the changed pay, and what was done with the old one is listed below, for example Gamla filen: nedladdad 1/11 (old file: downloaded 1/11) or Förra beskeden: skickade 1/11 (previous payslips: sent 1/11).
6. Press Skicka lönebesked (send payslips). Only those who changed get a new payslip and a notification.

Räkna om (recalculate) is still there as a fallback. If the change has been reviewed or attested, for example after an interruption, it is not recalculated by itself: press Räkna om.

To abandon the change, press Ångra (undo) and write briefly why. The finalised pay then stays as it is. If the change has already made the pay different it cannot be undone: change the basis back, or save the change.

The bank file question

If the month's bank file has been downloaded, Ändra lönen first asks: Har du laddat upp bankfilen i banken? (have you uploaded the bank file to the bank?)

• Nej, makulera filen (no, cancel the file): the file stops being valid. Do not upload it. You download a new one when the pay has been changed.
• Ja, den är uppladdad (yes, it is uploaded): the file stays, and the correction only pays what is still owed. Anyone who got too much is shown under Fordringar (claims).

If nothing has left Vendion: an ordinary rerun

If no bank file has been downloaded (or the downloaded one was cancelled), no AGI file created, no voucher sent or downloaded, and the pay day has not been reached, it is an ordinary rerun, also if the payslips have already been sent. The button is called Spara ändringen (save the change), and those who changed get an updated payslip that replaces the old one. The word correction does not appear on the payslip.

When something has left Vendion: a correction

If a bank file has been uploaded, if AGI or the voucher has left Vendion, or if the day has been reached, the change becomes a correction. The day that decides is the bank file's execution date when there is a file, otherwise the pay day. Nordea, SEB, Swedbank, Danske Bank and Länsförsäkringar draw the pay the bank day before the pay day, and then the money has gone that day.

• Before that day you save with Spara rättelsen (save the correction). The correction replaces the finalised pay, and tax is recalculated because no pay has been paid. Payslips, AGI, Fora, voucher and bank file then follow the correction's amounts, and the month is locked again. If a bank file has already been uploaded, the card says En bankfil är redan uppladdad för den fastställda lönen (a bank file has already been uploaded for the finalised pay): the correction's bank file only pays what is still owed.
• From that day the pay has been paid, and the tax deducted stands. Each person has their own route, and the same difference is never paid twice, even if the month is corrected again.

An increase is added as retroactive pay in the next payroll run, and changed holiday days follow along.

For a decrease you choose a route for each person on the card, under Sänkt lön efter utbetalningsdagen (lowered pay after the pay day). Vendion never chooses for you, and the correction does not go on until everyone has a choice. Press Spara valen och räkna om (save the choices and recalculate).

• Kvittning (offset): the amount is deducted from gross pay in the next pay, and tax is calculated on the lower pay there. The paid month stands in AGI. Offsetting requires the employee's consent: enter the day, whether it was in writing or digital, and where it is kept.
• Återkrav (repayment): the employee pays back. The pay is corrected in AGI for the paid month, the tax does not change, and the amount is shown under Löner ▸ Vendion Lön ▸ Fordringar ▸ Överbetald lön i rättelser (overpaid pay in corrections). The employee is credited the tax in the final tax assessment.

The button follows the choices: Flytta skillnaden till nästa lön (move the difference to the next pay), Spara rättelsen or, with both, Flytta skillnaden och spara rättelsen.

If the next pay does not cover the offset, or the employee withdraws consent, remove the adjustment under Löner before the month is locked. The difference is then no longer moved, and you make a new change and choose Återkrav. If an earlier correction already moved a difference for the person, repayment cannot be chosen: choose Kvittning.

Tips

A changed tip that staff share between them changes net pay but not gross pay. If the correction only raises net pay after the day it cannot be saved: add the difference as a net adjustment in the next pay and undo the correction. A changed tip distribution also requires a comment under Dricksfördelning (tip distribution, see Tip Distribution).

Overpaid pay

If someone was paid too much, register how it was settled under Löner ▸ Vendion Lön ▸ Fordringar ▸ Överbetald lön i rättelser with Registrera… (register): that the employee paid it back, that the overpayment was set up as a claim deducted with consent, or that the salary was paid outside Vendion's bank file. The next correction's bank file only pays what is still owed after what has already been paid and settled.