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.

Opening payroll data

Go to Personal ▸ Löner (Staff ▸ Payroll) and select year and month. The view requires the view-payroll permission; approving, locking and exporting require the edit-payroll permission.

At the top you see headcount, total hours, gross pay and total employer cost. Below that sits the Kostnadssammanställning (cost summary), which breaks the employer cost into items and always sums to the total.

What is calculated per employee

Click a row to see day by day how the figures arose.

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, and both default to zero. Neither does anything until you set a value. The deduction is what staff pay for the food themselves, per worked 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).

Approve the rows — it is a hard gate

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).

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.

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.

The routes out

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.

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.
• 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).