Fortnox Payroll After the Transfer – Where the Entries Land and What to Do Next

When you have sent the payroll data to Fortnox Lön (see Connect Fortnox Lön — send payroll data without a file), the Skicka till Fortnox (send to Fortnox) tab under Personal ▸ Löner shows a card that follows the transfer. This article is about what the card says and what you do in Fortnox afterwards.

The card during the transfer

The heading is Skickar löneunderlaget till Fortnox (sending the payroll data to Fortnox) while the transfer is running. Below it says how many people are done out of all, how many entries have been sent and, if anything differed, how many. Each person is shown as a badge with their status.

You can close the page. The transfer carries on in the background and continues where it is when you come back. To stop it, press Avbryt (cancel), and the heading becomes Överföringen avbröts (the transfer was cancelled).

When it is done it says Löneunderlaget är skickat (the payroll data has been sent). That means the transfer has finished, not that every entry was accepted.

If someone did not get everything sent

If it says 1 person fick inte allt skickat or N personer fick inte allt skickat (N people did not get everything sent), each person is listed with Fortnox's explanation. A person may have had most entries sent and one rejected.

1. Fix what the error is about, for example a pay type missing in Fortnox or an employee not linked correctly under Matcha anställda (match employees).
2. Send again. Only what is missing is sent: entries that already arrived are not touched, so a new transfer gives no double hours.

If the whole transfer is stopped, for example because the period is not locked or the connection lacks Fortnox Lön, the reason is shown in a yellow box on the card. If the card cannot read the transfer's status it says so: then reload the page before you start a new transfer.

Next steps in Fortnox

When the transfer is done, the card shows Nästa steg i Fortnox (next steps in Fortnox):

1. Open Lön ▸ Kalender (Payroll ▸ Calendar) in Fortnox. The entries are there, one calendar per employee.
2. Lönekörning (payroll run) in Fortnox is empty until you create the payslips. That does not mean the transfer failed.
3. Press Skapa lönebesked (create payslips) in Fortnox. The calendar entries are then fetched and the payslips calculated.
4. Finish the payroll run in Fortnox as usual. Fortnox does the bookkeeping in the last step of its payroll run, so do not import Vendion's SIE voucher for the same month (see Pay Already Sent – The Double Check Before a Second Export).

If something changes after the transfer

If you correct a time or absence in Vendion after the transfer: unlock the period, correct, lock again and send again. On the new transfer:

• If only Vendion has changed, the row is updated in Fortnox.
• If someone has changed the same row in Fortnox, Vendion does not overwrite it. The row is shown instead in the card with differences against Fortnox under Översikt (overview), see Connect Fortnox Lön — send payroll data without a file, the section on differences against Fortnox.
• If the row has been deleted in Fortnox, it is not created again.
• If a row is no longer part of the payroll data, it is never deleted in Fortnox. Vendion tells you, and you check the row in Fortnox and delete it if it should not be paid.

If you have already created the payslips in Fortnox when something changes, check them there. How Fortnox handles changed calendar entries in a created payslip is up to Fortnox.

Always check the payslips in Fortnox before the pay is paid out.