Move from Personalkollen to Vendion Personal, including payroll

Moving from Personalkollen is done in two parts:

• Part A: the staff to Vendion Personal. Personal details, employment, pay, upcoming shifts and absences. You do this part whichever payroll system you choose.
• Part B: payroll to Vendion Payroll. Only for those who will also run payroll in Vendion Payroll. You then move the holiday balances and what has been paid out so far this year.

Nothing is saved in Vendion until you have seen a preview and approved it.

Plan the timing

1. Move the staff (part A) whenever it suits you. It can be repeated.
2. Run the last payroll in Personalkollen as usual.
3. Only after that, take a new export file and load the holiday balances and pay so far this year (part B). The figures are then up to date.
4. Activate Vendion Payroll. Until activation you keep running payroll as usual in Personalkollen.

What you need

• A Personalkollen login that is allowed to take out an export.
• The Personal module in Vendion.
• Permission in Vendion to manage users and to edit payroll. If you are missing either, ask an admin to do the move.
• For part B: to be an admin in all of the company's restaurants (see below).

Part A: move the staff to Vendion Personal

1. Take out the export in Personalkollen

1. Go to Inställningar ▸ Organisation ▸ Export (Settings, Organisation, Export).
2. Start the export. Personalkollen asks for your password.
3. Wait. It can take about 15 minutes. When the file is ready, Personalkollen sends a download link by email.
4. Download the zip file. You do not need to unpack it.

2. Load the file into Vendion

1. Go to Personal ▸ Personal.
2. Open the Mer (More) menu, next to Lägg till personal (Add staff), and choose Flytta från Personalkollen (Move from Personalkollen).
3. Choose the zip file. If you have already unpacked it, you can choose the xlsx files from it instead.

The file is read in your browser and is not stored in Vendion. Only what you choose to save in the next step stays in Vendion.

3. Review and choose

The page first shows which company the export belongs to, so you can check it is the right one. Then each person is listed with an outcome:

Tick the people to move. Personalkollen's groups become roles in Vendion: choose which Vendion role each group should become, or let Vendion create the role for you.

Press Spara valda uppgifter (Save selected details) when you are happy. Avbryt (Cancel) saves nothing.

What comes along

• name, personal identity number (stored encrypted), mobile number and address
• bank account, if it can be read from the file
• tax table
• employment number, if it is not already used in Vendion. If it is used, it is left empty and the person is listed under Att kontrollera (To check) after you save
• next of kin
• employment form and LAS form
• start and end dates
• pay, monthly or hourly, with its start date
• employment rate and workdays per week
• role, based on the person's group
• upcoming shifts, as drafts
• upcoming absences, as approved

The shifts reach staff only when you publish the week in the schedule. Nobody sees them in advance.

Who is included: everyone with an ongoing employment, and those who were paid this year even if they have left. Those who have left are created as ended.

What does not come along

• Tax column. Get the tax decision.
• Pay group and professional experience.
• Holiday rules.
• Holiday balances and pay so far this year. They are loaded in part B, if you run payroll in Vendion Payroll.
• Unsocial-hours (OB) settings.
• Permissions and logins. No invitations are sent.
• Past time reports, tips, old schedules and payslips. Keep Personalkollen's export file as your archive (see below).
• People from staffing agencies (Bemanning) and people who only have a date of birth instead of a personal identity number.

Ongoing sick leave or parental leave, absences covering part of a day, and unpaid holiday are not loaded. They are listed so that you add them by hand.

Good to know about part A

• Vendion never overwrites anything that already exists. Only empty fields are filled in.
• You can run the move again. It creates no duplicates.
• Anything you do not bring along can be added on the staff card afterwards.

Part B: move payroll to Vendion Payroll

Do part B only if payroll will be run in Vendion Payroll. Move the staff first (part A): the people must already exist in Vendion, otherwise their balances and amounts are not saved and the preview says to move the staff first.

Where is the guide?

Go to Personal ▸ Inställningar ▸ Lönesystem (Personal, Settings, Payroll system). In the Lönesystem table, press Välj (Choose) on the Vendion Lön row. A page called Kom igång med Vendion Lön (Get started with Vendion Payroll) opens with six short steps. The steps are shown at the top; a finished step has a green tick, and the page opens on the first step that is not finished. If the row says Kommer snart (Coming soon), Vendion has not yet switched Vendion Payroll on for your company.

The preparations and the activation are done by someone who is an admin in all of the company's restaurants. The guide states what applies all the way: until activation you run payroll as usual in your current payroll system, here Personalkollen.

Steps 3 and 4 have the button Läs in från Personalkollen (Load from Personalkollen). It is shown to those who are allowed to edit pay.

Step 1: Bekräfta bolaget (Confirm the company)

Vendion shows the company, the organisation number and the restaurants included. Payroll belongs to the company: the same organisation number means one payroll. An admin in the restaurant enters the organisation number, chooses Bolaget hör till Vendion Lön från (the company belongs to Vendion Payroll from; usually 1 January this year, so that this year's earlier payments belong to the company; you choose the first payroll in step 3), ticks the attestation that the number belongs to the company and that they are authorised to connect the company to Vendion Payroll, and presses Bekräfta bolaget (Confirm the company). The attestation is saved with name, time and number. The confirmation can be undone until a payroll has been calculated.

If the organisation number is already used by a restaurant in Vendion where you are not an admin, the company cannot be confirmed here. Contact Vendion support.

The Personalkollen export file must belong to the same company, meaning the same organisation number. Otherwise it is not read.

Step 2: Personalen (The staff)

A table of the whole company's staff. Click a person to see what is missing. This is needed for each employee:

• personal identity number and birth year
• employment date
• pay (monthly or hourly)
• blue-collar or white-collar
• tax table or tax decision
• bank account
• end date, if the employment has ended

Much of this came along in part A. Fill in what is missing here. If the company has more than one restaurant, also fill in Arbetsställenummer i AGI (workplace number in the AGI) for each restaurant.

Step 3: Semestersaldon (Holiday balances)

Here you enter each person's holiday balance from Personalkollen.

1. Choose the first payroll. At the top of steps 3–6 is Första lönen i Vendion Lön (the first payroll in Vendion Payroll): the payroll paid out this month or next. The balances, paid this year and the staff settings follow the choice. The day the balance applies (the reconciliation date) follows the choice: the last day of the month before the first month Vendion Payroll calculates, the same day for everyone. Below the choice it says from which day times are counted in Vendion Payroll. You run the pay for work before that as usual in Personalkollen.

Example: Your last payroll in Personalkollen is paid out in October, and the first payroll in Vendion Payroll is paid out in November. If you pay salary the month after the work (the usual case), Vendion Payroll calculates from October, and the balance must apply on 30 September. If you pay salary in the same month as the work, the day moves one month forward, to 31 October.

2. Take a new export in Personalkollen after the last payroll run (Inställningar ▸ Organisation ▸ Export, as in part A).

3. Press Läs in från Personalkollen and choose the zip file (or the xlsx files). The file is read in the browser. Vendion shows a preview per person, and nothing is saved until you press save.

How the file is interpreted:

• Remaining paid days, saved days per year and earned days come from Personalkollen's holiday-liability list for your reconciliation date.
• Advance days (förskottsdagar) are not in the export. Fill them in on the person's row.
• Check flagged values. The reason is shown next to the person, for example that paid days or days taken should be reviewed. Personalkollen calls all remaining days saved; if some of them have been carried over, move them in the form.
• People who receive holiday compensation every month need no balance, and Vendion tells you how many they are.
• If someone has saved holiday days but is missing from Personalkollen's holiday list, the name is shown in a list. Enter their balance with the template or by hand.
• A balance that is already entered is replaced by the loaded one, and the preview says so.

A balance that applies on another day than the reconciliation date is shown as Fel dag (Wrong day) and must be corrected, otherwise activation is not possible.

Step 4: Utbetalt i år (Paid out this year)

The payroll run needs what has been paid out earlier this year, up to and including the month before the first payroll in Vendion Payroll, for the employer contribution, the tax on one-off amounts and the payslip's total for the year. Use the same kind of export file from Personalkollen: press Läs in från Personalkollen in this step.

• You get one row per person and month with cash gross pay, benefits and tax, taken from the payroll file in the export. Values that are missing or look odd are flagged, and you check them.
• One-off amounts, such as a bonus, are not in the export. Add them per person afterwards.
• Rows you entered by hand are never overwritten. They are listed among what is not saved. Rows from an earlier load (from Personalkollen or an AGI file) are replaced.
• If the export has several rows for the same person and month, none of them is saved. Enter the amount by hand.
• If no pay was paid before Vendion Payroll this year, there is nothing to load.

Each person and month needs an amount or Ingen utbetalning (No payment). If someone was not paid in a month in Personalkollen, press Ingen utbetalning on that month, or Ingen utbetalning övriga månader (No payment in the other months) for all of the person's missing months. Only use it when the person was not paid at all that month, otherwise the employer contribution can be too low and the tax wrong.

Finally, confirm for the whole company that the months are complete (Beloppen är kompletta), or that nothing was paid out before Vendion (Inga utbetalningar i år före Vendion). Beloppen är kompletta can only be pressed when no person and month is missing.

Step 5: Pågår något? (Is anything ongoing?)

Three questions for the whole company, each with Nej (No) or Ja (Yes):

• Sick leave that continues across the month boundary. The waiting deduction and day 15 are counted on the whole sick-leave case.
• Wage garnishment from the Enforcement Authority. The decision is deducted from net pay every month.
• Loans or advances to an employee. What is to be deducted from pay, with consent.

Ongoing sick leave did not come along from Personalkollen, so you enter it here: if you answer Ja, a button appears that enters it directly (Registrera sjukfrånvaron, Lägg in utmätningen or Lägg in fordran). Press Spara svaren (Save the answers). The answers are valid for 30 days. Below the questions are the staff settings that need correcting before payroll can start.

Step 6: Aktivera (Activate)

Check Första lönen i Vendion Lön (the first payroll in Vendion Payroll) at the top, the same choice as in step 3. If you choose the payroll paid out in November, times, absences and pay are counted in Vendion Payroll from 1 October, and you run the pay for work before that as usual in Personalkollen, including the one paid out in October.

If you change the first payroll after the balances were imported, the reconciliation date moves. A balance that then applies on another day shows as Fel dag (wrong day), and activation is stopped until it is fixed.

Read the terms, tick that you are authorised to approve them for the company, enter the organisation number again and press Aktivera Vendion Lön. Activation is only possible when steps 2–5 are finished. Otherwise Förberedelserna är inte klara (The preparations are not complete) is shown with the missing steps; click a step to go there. Under Det här händer när du trycker Aktivera (This is what happens when you press Activate) it says what activation does. Holiday is calculated with a staggered qualifying year: this year's work gives next year's holiday.

Activation cannot be undone. Only after it is Vendion Payroll your payroll system. How you run the month's payroll is in Vendion Payroll – How to Run Payroll, and holiday in Vacation Days and Vacation Pay. For AGI and Fora, see AGI and Fora with Vendion Payroll, and staff get their payslips as described in Payslips in the Staff App. If you are moving from a payroll system other than Personalkollen: see Moving Payroll from Fortnox to Vendion Payroll, and more on choosing a payroll system in Choose a Payroll System and Get Started.

Keep Personalkollen's export as an archive

The export file contains things that are not moved: past payslips, time reports, tips and old schedules. Keep the file as an archive, even when everything else has been moved.

Frequently asked questions

Can I run the import again? Yes. In part A no duplicates are created and nothing that already exists is overwritten. In part B a balance or amount entered by an earlier load is replaced, but what you entered by hand is never overwritten.

Does the schedule come along? Upcoming shifts are loaded as drafts. Staff see them only when you publish the week in the schedule.

Do I have to run payroll in Vendion Payroll? No. Part A works whichever payroll system you choose.

My export is refused. The export must belong to the same company you confirmed in step 1, meaning the same organisation number.

Why is a person not saved in part B? The person is not in Vendion yet. Move the staff first (part A) and load the file again.