Tip Distribution

Tips are collected in the POS and paid out through payroll. The work happens in Personal › Dricksfördelning, with a few base settings under Personal › Inställningar › Dricks. Everything except looking requires the permission to edit payroll — with read access only you can see the pot and the distribution, but not fetch, calculate, change or approve it.

Who distributes the tips — and why it decides the tax

At the top of Personal › Inställningar › Dricks sits the setting "Who distributes the tips?". It is not just wording — it determines whether the tips carry employer social security contributions and how they are booked. Set it before you create your first period.

Even when tips are salary, they are never part of the Fora pay in the FORA data, because Fora does not count tips as pay.

The difference rests on whether the employer takes charge of the tips and distributes them at its own discretion, or whether the staff themselves decide how they are shared. Vendion defaults to the staff setting the rules and the system carrying them out.

Which applies to you depends on how you actually work — discuss it with your accountant. Changing the setting changes both the contributions and the bookkeeping from the next payroll run onwards. Read the Swedish Tax Agency's guidance on tips.

Decide how tips are shared

Under Personal › Inställningar › Dricks you pick one method that applies to every tip period. You no longer choose a method each time you create a period — how tips are shared is a standing agreement with the staff, not a decision you revisit every month.

Only the chosen method's values are shown. Pick Evenly and no kitchen share appears, because it is not used — it used to stay on screen and look as though it applied.

Per hour worked

• Kitchen share — 30 % of the pot by default. The pot is first split in two: the kitchen share to the kitchen, the rest to front of house.
• Weight roles differently — a checkbox. With it on, hours are multiplied by the role's weight, so a role with weight 2 gets twice as much as one with 1. Roles without a weight count as 1. Leave it off — as most do — and everyone's hours count equally.

Who belongs to which pot is decided by the role's category under Personal › Inställningar › Organisation: Floor, Kitchen or Management. Management never receives tips — that applies to every method.

The most common trap: the kitchen share defaults to 30 %, and every new role defaults to Floor. If you have not set the Kitchen category on any role, all the tips go to front of house — even though the setting says 30 % to the kitchen. Set Kitchen on at least one role, or the kitchen share to 0 %. The onboarding guide warns about exactly that combination.

Per cost centre

The shares must add up to exactly 100 %, otherwise the policy cannot be saved. Three things are worth knowing:

• staff without a cost centre get 0
• staff whose cost centre is not listed get 0 — add the department if they should be included
• a cost centre with no hours worked has its share redistributed to the others

All three cases are printed on screen with names when you calculate, so you see who is affected before you approve. If you only want to split between kitchen and floor you do not need this method — the kitchen share is enough.

Per service period — for example lunch and evening

Select Per servicepass under Personal › Inställningar › Dricks. Name your service periods and choose when the next period starts. The cutoffs are your settings; 16:00 is simply one possible lunch-to-evening cutoff.

Every day has a separate pool for each service period. Payment time determines the pool, and a payment exactly at a cutoff belongs to the new period. A lunch bill paid after the evening cutoff belongs to the evening pool. Unusual cases can be corrected with a reason in the review view.

The pool is shared equally between its participants. Six or seven hours worked gives the same share. Someone clocking out at 22:00 still shares the evening pool when a guest pays at 22:15. Kitchen share and role weights are not used by this method.

• Clock records establish who worked. A work interval overlapping several service periods can qualify for several pools.
• Schedule templates can be linked to service pools. For example, link Lunch to lunch, Evening to evening, and Long shift to both. A clock record confirms actual work; being scheduled alone does not automatically earn tips.
• Evening closing can use a chosen time or the restaurant's Z closing. A time such as 01:30 keeps overnight payments in the previous evening even if staff have clocked out. Missing or unclear Z closing records require review.
• A corrected cutoff changes the tip calculation only. It does not change the fiscal Z report's timestamp or contents.

Create an ordinary date period, such as a week or month, and choose Beräkna & granska. Review each day's service pools, participants and totals per person. Cutoffs, participants and amounts can be corrected with a reason before approval. Person amounts must sum exactly to the pool.

Unknown payment times and cash tips require an explicit decision in the review view; no payment time is invented. Changed clock records, schedules or policy after a preview require a fresh calculation before saving or approval. Approved periods remain locked and use the same payroll flow as other tips.

Remove someone from a service period

This is done in the period review, one day and one service period at a time: click Beräkna & granska, then Justera pass on the day and period, untick the person under Deltagare i and the shift's name, for example Deltagare i Lunch (participants in lunch), write a reason and click Spara passjustering (save shift adjustment). The adjustment is saved straight away as a draft, and is part of the pay only when the period is approved with Godkänn & stäng.

Do not change a clock record to take someone out of a pool. Clock records are the basis for the staff register and payroll, and the adjustment above is enough.

The error "Korrigeringen gäller ett okänt drickspass"

The adjustment points to a service period that no longer exists under Personal › Inställningar › Dricks. This usually happens when the periods were changed while the review was open, or after the adjustment was saved.

1. Reload the page, click Beräkna & granska again and redo the adjustment
2. If the error returns, the period has a saved adjustment on the old service period. Click Återställ passjusteringar and then Återställ och granska. All service period adjustments in the period are removed from the review, so redo the ones you want to keep
3. Save with Spara utkast or Godkänn & stäng

Exclude people

At the bottom you point out people who should never receive tips, whichever method you chose. Excluded people are removed from the distribution table and named in an explanation above it. A person whose role is Ledning (Management) remains in the table with 0, with a separate explanation.

To exclude a whole role, use the Management category under Organisation instead.

Create a tip period

Click Ny period and enter a start and end date. The box shows which method the period will use — it comes from the policy above and cannot be changed here. To switch, change it under Settings, and it applies to future periods.

Periods may not overlap — if you try to create one that clashes with an existing period the system says so. If there is a gap between the previous period's end and the new start date you get a warning, but it does not stop you: a deliberate gap should be possible.

Fetch the pot from the POS

For Under instämplad tid and Per servicepass, use Beräkna & granska to load payment evidence and resolve exceptions before saving. Other methods have Hämta från POS, which sums tips for the period dates. The amount is net: tips on fully refunded bills are already deducted, and the deduction stays on screen. These older methods also allow a typed total for cash tips and other manually recorded tips.

The number differing from the Z report is expected and is explained in the article on gross versus net.

Calculate, adjust and approve

For Under instämplad tid and Per servicepass, click Beräkna & granska and resolve exceptions in payments, clock records and participation. Older methods use Beräkna fördelning and show a table with name, role, hours and amount. That view tells you when something needs attention, for example:

• hours in the period that are not approved — they are included, but if they are corrected later everyone's shares shift
• punches without a clock-out, which give 0 hours and therefore 0 SEK
• staff who got 0 SEK because they lack a cost centre, or because their cost centre is not part of the rule
• that the times have changed since the distribution was calculated — the amounts are then based on the old hours until you recalculate

Older methods allow individual amounts to be edited directly in the table. Under instämplad tid and Per servicepass require corrections with a reason in the review view, balanced against the source evidence.

Change an amount: write why

If you change a saved amount in the table, the field Varför ändrades beloppet? (why was the amount changed?) appears under the row. Write a short explanation, for example Anna Andersson took over a shift on Friday. Spara utkast and Godkänn & stäng cannot be pressed until every changed amount has an explanation. In Manuellt per person the first entry is the distribution itself and needs no explanation; a later change does.

Under the table, Ändrade belopp (changed amounts) lists every change: who made it, when, the amount before and after, and the explanation. The list stays when the period is approved and after a recalculation, and it cannot be erased. A tip period or a staff record with changes in the list therefore cannot be deleted either. If you ask AI Boss to change a saved distribution, it asks why, and the explanation is saved the same way.

The explanation is a record of what changed and why. It is not a ruling on how the tips should be reported; that is decided by the Who distributes the tips? setting above.

A period has four states: Utkast · Beräknad · Godkänd · Utbetald.

• Spara utkast saves the distribution so you can continue later. It does not reach payroll.
• Godkänn & stäng signs off the period and includes the amounts in the payroll data. The button is blocked until the distributed amount matches the pot exactly — otherwise part of the tips would be left over without anyone receiving them.
• Markera som utbetald closes the loop after the payroll run. A period must be approved before it can be marked paid.
• Lås upp returns the period to editable. Locking is therefore not final — but the sign-off is removed and has to be done again, and for an already paid period the system asks first.

The distribution can also be exported as CSV with a total row, for reconciliation.

Payroll permission for certain groups

If your payroll permission is limited to certain groups (the choice Bara personer i valda grupper under Vems lön?, see Roles and Permissions), in the older methods you only see the tips for the people in those groups. Above the table it says Du ser bara dricksen för de personer din lönebehörighet omfattar, så summan är inte hela perioden. Du kan ändra deras belopp. Potten, beräkningen, godkännandet och exporten gör en admin. (You only see the tips for the people your payroll permission covers, so the total is not the whole period. You can change their amounts. An admin handles the pot, the calculation, the approval and the export.)

• You can change the amounts for your people, with an explanation under Varför ändrades beloppet? (why was the amount changed?), and press Spara utkast (save draft).
• Hämta från POS (fetch from POS), Beräkna fördelning (calculate distribution), Godkänn & stäng (approve and close), Lås upp (unlock), Markera som utbetald (mark as paid) and CSV are not shown, and the pot cannot be changed. Someone with payroll permission for everyone does that.
• Nobody except an administrator changes their own tips.
• A period with tips for people you may not change cannot be deleted: Perioden har dricks för personer du inte kan ändra, och kan inte tas bort. Be en admin ta bort den. (The period has tips for people you cannot change and cannot be deleted. Ask an admin to delete it.)
• Under Ändrade belopp (changed amounts) you only see the explanations for your people, never the explanation about yourself.

When a person's data is erased at the end of the employment, the explanations about that person's tips under Ändrade belopp are replaced by Borttagen vid anonymisering. (removed at anonymisation). The amounts, who changed them and when remain.

When the tips reach payroll

Tips flow into the payroll data only once the period is approved or paid. A calculated but unapproved period gives 0 SEK in tips on the payslip — that is the most common support question in this module. The period lands in the payroll month of its end date, so a week crossing a month boundary is paid out once, in the month it ends.

If you approve a period that has not ended yet, the system asks first: tips arriving after today are not part of the pot you are freezing, and those days cannot be covered by a new period without unlocking this one.