Payroll Data – Calculate and Export

Payroll data collects everything payable for a month: hours, unsocial hours supplements, sick pay, vacation, tips, benefits and adjustments. From here the data goes on to your payroll system or your bookkeeping. If the restaurant runs Vendion Payroll, the tab is instead the payroll run itself, and pay is calculated and paid from Vendion (see Vendion Payroll – How to Run Payroll).

Opening payroll data

Go to Personal › Löner (Staff › Payroll) and select year and month. During the first five days of a month, Löner opens the month whose pay is paid out next, usually the previous month, until it is locked. If you pick another month, Löner remembers it for the restaurant as long as the tab is open. The view requires the view-payroll permission; approving, locking and exporting require the edit-payroll permission.

At the top are the tabs Översikt (overview), Personal (staff), Kostnad (cost) and a tab for sending the pay, and below them the month: the arrows page through months, Idag takes you to the current month and clicking the month opens a month picker. That tab is named after your payroll system: Skicka till Fortnox (send to Fortnox), Lönefil (payroll file, PAXml), Visma-fil (Visma file), or Export if no payroll system is chosen. If you run Vendion Payroll there is also the tab Vendion Lön, and the file tab is called Filer (files).

• Översikt shows, with Fortnox, PAXML or Visma, the month's three steps (approve the pay, lock the period, send to the payroll system), headcount, total hours, gross pay and total employer cost, and the list Att åtgärda (to do) with what needs doing before the pay can be sent. This is where you lock the period. With Vendion Payroll, Översikt shows the payroll run in four steps instead, see Vendion Payroll – How to Run Payroll.
• Personal has the table with one row per employee and, with Fortnox, PAXML or Visma, the Status column and the Godkänn alla (approve all) button. With Vendion Payroll the pay is approved in the payroll run, so there is no status or approval there.
• Kostnad has the Kostnadssammanställning (cost summary), which breaks the employer cost into items and always sums to the total, plus tips paid out and vacation taken. The text next to the tips follows the Who distributes the tips? setting: if you distribute the tips they are part of gross pay and the AGI; if the staff distribute them they are paid out net, outside gross pay. Either way they are not part of the employer cost above.
• The sending tab has your payroll system's route as the first button, the other files, the payroll chain reconciliation and the export history. With Vendion Payroll it is called Filer (files) and only has the CSV basis, the reconciliation and the history: bank file, bookkeeping, AGI and Fora are done in the payroll run.

Who is included

The payroll data includes the staff who have pay or time in the period. Three kinds of accounts are never included, not in Löner, Förberedelser (preparations), the calculation period, the payroll files for Fortnox, PAXml and Visma, or Vendion Lön:

• Candidates in an ongoing recruitment, even when a salary is filled in or the offer has been withdrawn
• Shared POS logins, meaning accounts that several staff members use to log in to the POS
• People who exist only in the staff register (personalliggaren)

What is calculated per employee

The table is under Personal. Click a row to see day by day how the figures arose.

Minimum paid time per day (Visita/HRF agreement § 4). Someone employed for single days must be paid for at least 3 hours per working day. If the setting is on under Personal › Inställningar › Lön, Vendion pads a shorter day for people with the employment type Timanställd (hourly employee). If someone works 1 hour 45 minutes, 3 hours are paid. A day with only staff meetings, marked under Personal › Tider, is paid at least 1.5 hours, with each started half hour counted as a whole one. No padding is made on a day with fixed shift pay or a registered absence. It gives no unsocial hours pay and does not count towards the weekly overtime limit. To Fortnox Lön and in the PAXml file it goes as ordinary working time that day.

A shift clocked during vacation. If someone clocked in on their shift on a day of approved vacation, Löner warns next to the vacation days on the row: both the pay for the shift and the vacation pay are paid for the day. Change the absence or the clock-in if it is wrong. The warning applies to every payroll system. With Vendion Payroll a fully clocked shift also stops the payroll run, see Vacation Days and Vacation Pay.

The vacation provision is not a payment. The default 12 % builds a liability and is a cost. Vacation pay is paid only when the vacation is taken, and is then a withdrawal from the liability — so not a new cost. That is why the two rows look different.

Meal deduction and meal benefit are two fields. Both start at zero and do nothing until they have a value. If you choose Visita/HRF as the collective agreement under Personal › Inställningar › Lönesystem, the agreement's amounts are filled in when the restaurant has none of its own: the meal deduction under Gröna riksavtalet § 18 (SEK 56 per working day from 1 April 2026) and the meal benefit at the Tax Agency's standard value (SEK 124 in 2026). See Staff Settings. The deduction is what staff pay for the food themselves, per meal day (not per meal), and is taken net. The benefit is the value of food you provide; if you set a value, the difference between benefit and net deduction becomes a taxable benefit that reaches the contribution base. Both are set under Personal › Inställningar › Lön (Pay).

You choose which days count as meal days under Kostdagar (meal days) in the same place. The default is Varje arbetad dag (every worked day). If you choose Dagar personalen ätit (days staff ate), staff are asked "Åt du personalmat idag?" (did you eat a staff meal today?) when they clock out, and only days answered yes are counted. An unanswered question counts as not having eaten. Under Personal › Tider you see the answer per shift and can correct it, as long as the payroll period is not locked.

Vacation and leave for monthly-salaried staff

When a monthly-salaried employee is on vacation, leave of absence or parental leave, a deduction is made from the monthly salary (for vacation, vacation pay is paid instead). Vendion counts the absence the way Gröna riksavtalet does: from the first day that would have been a working day, up to and including the day before the person is back at work.

Back at work is found in the schedule: the person's first published shift after the absence. A day the person actually clocked in also counts, as does the start of another absence, for example sickness or comp leave. The return must be at most seven days after the registered absence.

The first day is the first registered day of the absence. If the schedule is published for the absence period, with the person's shifts still in it, the first shift counts instead.

Several rows with no return in between are one absence, for example vacation followed directly by leave of absence. The fourteen-day limit then applies to the whole absence. If there are days between the rows, they are joined only when the schedule is published past the gap, so single days off in a month without a schedule are not joined together.

Example: monthly salary SEK 32,000, leave of absence Monday 6 to Friday 24 July, back Monday 27 July. The absence counts 6–26 July, that is 21 calendar days, and the deduction is 21 × 32,000 × 12 / 365 = SEK 22,093.15. On the registered dates alone it would have been only 19 days.

A whole month in several rows. If every day of the month is vacation, leave of absence or parental leave, or sickness from day 15, the whole monthly salary is deducted, even when the absence is registered in several rows. Sick days 1–14, childcare leave (VAB) and part days do not make the month whole.

If the return to work is not visible in the schedule within a week, the absence is counted on the registered dates. When that can affect the deduction, Löner shows a warning where you lock the payroll period: Återinträdet efter frånvaron syns inte i schemat för … (the return after the absence is not visible in the schedule). Add and publish the shifts after the absence in the schedule, or check the deduction before you lock the period.

Childcare leave (VAB) is always deducted per hour, for the hours the person would have worked according to the schedule, however long the absence. The fourteen-day limit above does not apply to VAB, and VAB never makes the month whole. The deduction for the whole month is never larger than the monthly salary. This applies whatever the collective agreement.

Sickness has its own rules, see Sick Pay and the Qualifying Deduction. Hourly staff get no absence deduction. The payroll file for Fortnox Lön and the PAXml file carry the absence days as before.

Approve the rows — it is a hard gate

This applies when the pay is sent to Fortnox, PAXML or Visma. With Vendion Payroll you approve the whole pay with Godkänn lönen (approve the pay) in the payroll run.

Every row has a status: Ej godkänd → Godkänd → Utbetald (not approved → approved → paid).

Approval is not a formality. The export button is disabled until all rows are approved, and the same applies to locking. You can approve row by row or use Godkänn alla (approve all) under Personal.

Approval is bound to the amount the row carried when you approved it. If something changes afterwards — a corrected punch, a new adjustment, a changed hourly rate — the row is flagged as changed and export is blocked until you approve again. That way you never send a file based on an approval that no longer holds.

The status says what changed: Lön ändrad (pay changed), Dricks ändrad (tips changed), Lön och dricks ändrad (pay and tips changed) or Kostnad ändrad (the employer's cost, but not the pay or the tips). An approved or changed tip period affects everyone who shares it, so Dricks ändrad then appears on several rows at once. A row approved before Vendion started saving the tips at approval shows Ändrad sedan godkännandet (changed since approval), because it is then not possible to tell what changed.

Lock the period before exporting

Locking freezes the data: the figures are stored as they looked at the moment of locking, and it is that frozen version PAXml, Fortnox, AGI, FORA and SIE read — not the live figures. At the same time, changes to time entries in the locked month are blocked.

If you export without locking, the file is marked PRELIMINARY and you get a warning. The direct transfer to Fortnox Lön additionally requires the period to be locked.

The right order is therefore: approve all rows, run the reconciliation, lock, export. You lock on Översikt with Lås löneperioden (lock the pay period), which also shows which of the steps are done. With Vendion Payroll the period is locked when the pay is approved.

The routes out

The routes are in the tab for sending the pay. Your payroll system's route is the first button, for example Skicka till Fortnox Lön (send to Fortnox Lön), Ladda ner PAXML-filen (download the PAXML file) or Ladda ner Visma-filen (download the Visma file), and the other files are under Fler filer (more files). If no payroll system is chosen, all of them are under Exportera (export). You choose the payroll system under Personal › Inställningar › Lönesystem.

People without an employment number are left out of the PAXml file. You get a dialog listing exactly who before the file is created, and you can fill in the number on the staff record even after the period is locked.

Tips in the AGI and FORA data. If the restaurant pays tips out as salary (Vi fördelar dricksen (dricks = lön) under Personal › Inställningar › Dricks), the tips are part of the pay in the AGI data and are taxable salary. They are not part of the Fora pay, because Fora does not count tips as pay. The FORA file says so in its column headings, and the payroll chain reconciliation checks the Fora pay without tips on a line of its own.

The month in the AGI and FORA data. Pay is reported in the month it is paid out, not the month it was earned. If you pay October's salary in November, the AGI data says Redovisningsperiod 2026-11 and the FORA data Rapporteringsmånad 2026-11, with the month the pay relates to on the line below. The month follows Lönen betalas ut (when salaries are paid) under Personal › Inställningar › Lön.

The boxes in the AGI data. The columns carry the Tax Agency's box numbers: cash pay (011), benefits (012) and tax deducted (001). Amounts are whole kronor with the öre removed, as the Tax Agency requires. The total is the employer contribution in box 487, calculated per contribution rate with the öre removed after each rate, so it can differ by a krona from the sum of the individual contributions.

Salaried employees in the FORA data. Only blue-collar workers are reported to Fora every month. People with the staff type Tjänsteman (salaried employee) on the staff record are left out, and the file says how many there are and their pay. People without a chosen staff type count as blue-collar workers. The salaried employees' total pay is reported to Fora once a year.

Salaried employees in the SIE voucher. Pay to salaried employees is booked on 7210 Löner till tjänstemän and the holiday pay provision on 7290 Förändring av semesterlöneskuld, as the BAS chart of accounts specifies. Blue-collar workers are booked on 7010 and 7090 as before. The accounts can be changed under Personal › Inställningar › Lön › Grund › Lönekoder & konton för export.

The meal deduction and VAT. Both the SIE voucher from Löner and the Vendion Payroll voucher book the meal deduction with 12 % output VAT, because staff meals against a meal deduction count as a supply. The VAT is calculated per person: of SEK 56, SEK 50 goes to 7388 and SEK 6 to 2620 Utgående moms, 12 % (output VAT, 12 %). The VAT account is called Moms på personalens måltider (VAT on staff meals) among the export accounts. The deduction is not raised to cost price; that is for your auditor to decide. In Vendion Payroll's voucher, account 7011, where blue-collar unsocial hours pay is booked, is also named Löner kollektivanställda, OB so that it does not look like a duplicate of 7010.

The SEK 1,000 limit in the AGI data. If a person receives less than SEK 1,000 in pay from the company during a year, no employer contributions are payable for them (Social Contributions Act, chapter 2, section 14). Exactly SEK 1,000 is liable. The year is the year the pay is disbursed, and the pay is cash pay plus taxable benefits. The AGI data takes the person's earlier pay that year from the restaurant's locked payroll months:

• Under SEK 1,000: the contribution is SEK 0, the row says why, and the amounts are in boxes 131 and 132 instead of 011 and 012
• The limit is passed in the month: the year's earlier pay is added to the month's contribution base. Box 011 includes it, and box 010 shows how much it is. If contributions were already reported for the earlier months, that part must not be paid again, and the file reminds you
• The limit is applied only when the answer is certain: every earlier payroll month paid out in the same year is locked in Vendion, and Vendion knows the company has only this restaurant. The latter requires an organisation number Vendion has confirmed. Otherwise the contribution stays. If a locked month is missing or the company has more restaurants, the file says so for those under SEK 1,000

The limit applies only to the AGI data. The employer contribution on screen in Löner, the total cost and the SIE voucher still charge contributions on everything.

Every export is saved under Exporthistorik (export history) with format, period, timestamp and who exported it.

Choose PAXml or SIE, never both

The two look like siblings in the menu but exclude each other:

• PAXml — and the direct transfer to Fortnox Lön — is the payroll data itself. Your payroll system uses it when you run payroll. If the salary is posted there, do not also import the Vendion payroll voucher for the same month.
• SIE is a finished payroll voucher for your bookkeeping. That is the right route if you are not sending the data on to a payroll system.

Posting the same month through both your payroll system and Vendion's SIE file records salary cost twice. Vendion warns you when payroll has already been sent for the period — and the warning covers both the PAXml file and the direct Fortnox transfer. If you are unsure which route is right for you, check with your accountant.

The SIE file also carries the financial year. If yours is not the calendar year, set the starting month under Bokföring (accounting), otherwise the voucher points at the wrong period.

When something stops you

• Unapproved time blocks both locking and the payroll file. Approve the time under Personal › Tider first. If the period is already locked you must unlock, approve and lock again. With Vendion Payroll a finalised month is never unlocked; there you press Ändra lönen (change the pay) in the payroll run.
• An unapproved tip period gives everyone SEK 0 in tips throughout the chain. You get a dedicated warning — close and approve the tip period under Personal › Dricksfördelning before locking.
• The payroll chain reconciliation stops locking and export if two of Vendion's own outputs disagree about the same month.

Everything that happens — approvals, locks, unlocks, changed adjustments — is logged and visible under Lönehistorik (payroll history).