Connect Fortnox Lön — send payroll data without a file

If you have Fortnox Lön, Vendion can send the payroll data straight into Fortnox and mirror your employees there so you do not have to enter them twice. The alternative — exporting a PAXml file from Personal ▸ Löner and importing it in Fortnox — remains and works exactly as before. The direct route is more convenient; the file stays for everyone else and when direct transfer is unavailable.

The direct connection requires Vendion Integration and the Hantera integrationer permission. PAXml export is included in Personal. Check import support with your provider if you use another payroll program.

What the connection does

With the connection on, four things apply:

• Employees are mirrored to Fortnox. When you add a team member in Vendion, they can be sent over as an employee in Fortnox Lön.
• Employees can be imported from Fortnox. Open Matcha anställda to review people who exist only in Fortnox before creating their staff records in Vendion.
• Payroll data can be sent directly. Working time, absence and amount rows go over without a file.
• Fortnox sends three fields back. Tax table, tax column and Fora code are owned by Fortnox and are fetched home every night.

It is the same Fortnox connection used for the bookkeeping — not a second login. But the payroll part requires an extra permission that is only requested if you do things in the right order. Read the next section before clicking.

Enable staff sync and approve payroll access

If Fortnox is already connected:

1. Go to Integrationer ▸ Fortnox ▸ Hantera
2. Enable Synka personal till Fortnox Lön
3. Click Uppdatera behörigheter
4. Sign in at Fortnox and approve the requested access

If Fortnox is not connected yet:

1. Go to Integrationer ▸ Fortnox and click Anslut Fortnox
2. Sign in at Fortnox and approve
3. Open Hantera, which is now available
4. Enable Synka personal till Fortnox Lön
5. Click Uppdatera behörigheter and approve again

Payroll access is requested after staff sync has been enabled. If a warning says payroll access is missing, use Uppdatera behörigheter.

You need a Fortnox Lön licence to approve payroll access. If you do not have one, leave staff sync off. Check supported payroll import options with your payroll provider.

If you use cost centres, review their Fortnox mapping under Hantera and update connection permissions when prompted.

Match the people

Vendion and Fortnox must know which person is which. Under Integrationer ▸ Fortnox ▸ Hantera there is a button Matcha anställda, where you pair up existing employees in the two systems.

For a single team member you do it instead from Personal ▸ Personal ▸ [the person], in the card Lönesystem. There you see:

The button says Skicka till Fortnox the first time and Synka om till Fortnox after that. If you break the link the person stays in Fortnox — Vendion just no longer knows which employee there it is.

What each employee needs

To create a new employee in Fortnox, fill in the following. Updates to an already linked employee preserve the personnel type in Fortnox:

• Anställningsnummer — that is the link to the payroll system
• Personaltyp — Tjänsteman or Arbetare. Fortnox cannot create an employee without it. You set the field under Redigera on the team member.

Send the payroll data

Once the month is reviewed and the payroll period is locked, go to Personal ▸ Löner, click Exportera and choose Skicka till Fortnox Lön. The data goes straight into Fortnox — no file to download and import.

The lock is a requirement, not a recommendation: an unlocked period can still change, and Fortnox would then hold data that no longer matches Vendion. The options PAXml — Lönefil (Fortnox Lön), SIE-fil — löneverifikat and CSV — löneunderlag remain in the same menu.

Time and absence go over without any mapping — those codes are fixed at Fortnox. Amount rows (tips, shift pay, major holiday supplement, meal benefit, gross and net adjustments) require that you have entered your own salary codes first. See the article on payroll codes and export.

Check the transfer result

Skickar löneunderlaget till Fortnox shows progress. You can close the page while the job continues in the background. When it finishes, review the outcome and any errors.

The heading Löneunderlaget är skickat does not mean every item was accepted. If the card says person fick inte allt skickat or personer fick inte allt skickat, read the names and reasons below. Some items for a person may have been sent while others were rejected. An error may include the salary code, date and Fortnox explanation; missing reasons are stated explicitly.

Correct the issue described, such as a salary code or employee link, and check the data in Fortnox before retrying. Skillnader mot Fortnox is a separate review of differing values, described below.

If payroll permission is missing, use Uppdatera behörigheter under Fortnox Hantera. Also check that Lönesystem has the correct recipient and payroll sync is enabled. A provider being listed does not by itself mean direct payroll transfer is supported.

Differences against Fortnox — what we do not overwrite

After a transfer a card may appear on the payroll page: "3 rows differ from Fortnox". It is not an error — it is Vendion declining to overwrite something somebody corrected directly in Fortnox.

The rows are grouped per person and labelled by type:

For Time and Absence there is a button Skicka vårt värde ändå, which re-runs the row with Vendion's figure. Otherwise correct the system that is wrong and repeat the transfer. Then check that the difference is resolved.

Amount rows deliberately cannot be forced. Their only difference case is that we do not know for certain which Fortnox employee the row belongs to — and then the alternatives are updating a stranger's payslip row or paying out twice. Solve it by linking the person correctly under Matcha anställda.

What Fortnox owns and sends back

Three fields are owned by Fortnox and fetched home to Vendion every night: tax table, tax column and Fora code. If you change them in Fortnox they follow along here.

If both sides have changed the same field there is no right answer to calculate — then you answer yourself, under Integrationer ▸ Fortnox ▸ Hantera ▸ Skillnader mot Fortnox. The nightly sweep first sends Vendion's changes and fetches Fortnox changes a while later, Check the last sync and any errors if an update has not arrived.