Payroll Chain Reconciliation

The same month's payroll leaves Vendion in four ways: as figures on screen, as an SIE voucher, as a PAXml payroll file, and as AGI and FORA files. The reconciliation checks that all four say the same thing before the data may go on.

Why the check exists

The check compares matching payroll components between the on-screen data and exports. This helps you spot differences before locking or sending payroll data onward.

You do not need to remember a separate check: it runs when you lock or export.

When it runs

The reconciliation runs automatically when you lock the period and when you export, regardless of format. You can also run it at any time with the Kör avstämning button in payroll data.

The result is shown as the number of checkpoints that agree. There are 15 fixed checks, plus up to four conditional ones that run only when the item exists in the month — Kostavdrag (meal deduction), Passlön (shift pay), Justeringar (adjustments) and Semesteravsättning (vacation provision). The number in the box therefore varies between 15 and 19 from month to month, and that is expected: a month without shift pay has no shift pay to reconcile. If any check deviates it is listed by name with the size of the deviation in SEK or hours.

The direct transfer to Fortnox Lön sits downstream of the lock gate — it requires the period to be locked already, and therefore that reconciliation has either passed or been overridden with a reason.

The checkpoints

The check compares both amounts and hours:

Amounts

• Cash compensation (the screen against the AGI data)
• Fora-lön (utan dricks) – Fora pay without tips, the screen against the FORA data
• Employer contributions per AGI
• Employer contributions per the bookkeeping
• Tips
• Major holiday supplement
• Meal benefit
• The SIE voucher's balance

Hours

• Ordinarie timmar (ARB) — ordinary hours
• Mertidstimmar (ersättningsgrundande) — payable additional hours
• Övertidstimmar (ersättningsgrundande) — payable overtime hours
• OB1 hours
• OB2 hours
• Public holiday hours
• Major holiday hours

Checking both amounts and hours is deliberate: the payroll file sends hours for time codes and amounts for salary codes to the payroll system. A correct amount on screen can therefore still become the wrong salary in Fortnox if the hours landed in the wrong bucket.

Why the Fora pay has its own check. If the restaurant pays tips out as salary, the tips are part of the AGI data but never of the Fora pay, because Fora does not count tips as pay. The two are deliberately different amounts, so they are reconciled separately. A month with tips gives no deviation.

When a checkpoint deviates

A red checkpoint stops the action — you can neither lock nor export until you take a position.

The text says which checkpoints deviate and by how much. Two of Vendion's own outputs are then saying different things about the same month, and in practice that is always worth looking at before payroll is paid.

Start by checking what has changed since last month: new manual adjustments, changed supplement rates, a tip period crossing the month boundary, or staff who changed employment form mid-month.

Overriding — and why you must state a reason

You can proceed despite a red checkpoint. That is deliberate.

The reconciliation is not an authority — it knows that two figures differ, not which of them is right. A deviation may stem from an intentional difference the check does not yet account for. Making the gate absolute would have locked you out of your own payroll run on a check that is deliberately not a verdict.

To override you must write a reason of at least ten characters. The bar is deliberately low: it should force a thought, not an essay. ok or a full stop is not enough.

The reason is saved on the lock record or the export record and appears as its own entry in the audit trail — not as a field someone has to hunt down. You find it under Lönehistorik in payroll data.

Permission: whoever may already lock the period may override. There is no separate permission to set up. Locking, export and reconciliation require payroll permission for all employees; if your payroll permission is limited to certain groups, the reconciliation is not shown.

When the reconciliation could not run

If the reconciliation cannot be completed — a network error, a file that could not be built — it also blocks.

That is deliberate. Otherwise silence is read as approval, and that is precisely the error the whole check exists to avoid. The check failing to run does not mean the figures agree.

The way forward is the same: try again, or write why you are proceeding anyway.

What the reconciliation does not do

• It fixes nothing. It points out that two figures differ; you decide which is right.
• It does not compare against the previous month. A sanity check against last period's figures is still something you do yourself.
• It does not check against your payroll system. It compares Vendion's own outputs with each other, not with Fortnox or Visma.