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.

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 of the pot — 30 % 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.

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

Click Hämta från POS and the tips for the period dates are summed up. The amount is net: tips on fully refunded bills are already deducted, and the deduction stays on screen so you can read it again. You can also type the total yourself — cash tips and tips that arrived some other way you add manually, since the system only knows what went through the POS.

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

Calculate, adjust and approve

Click Beräkna fördelning. You get a table with name, role, hours and amount. The system tells you in plain language when something needs your 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

You can overwrite individual amounts by hand in every method. The period is then marked adjusted by hand, so that anyone reading the records later can see that the method did not produce those figures. A new calculation overwrites the manual adjustments — the system asks first.

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.

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.