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Fortnox integration – FAQs and troubleshooting
Fortnox integration – FAQs and troubleshooting

Find answers to frequently asked questions regarding Fortnox integration and see a list of supported Cause codes and their usage in Planday.

Saad Saeed avatar
Written by Saad Saeed
Updated over a week ago

🎯 For admins looking to integrate Fortnox with Planday.
Looking for the Fortnox setup guide? See Setup Fortnox integration with Planday Step 1.


FAQs

What data will be synced during payroll sync?

Hours, supplements, meal deductions, and meal contributions with supported cause codes and salary codes will be transferred to Fortnox only for the employees included in the mapping between Planday & Fortnox.

Pay rates or monthly salaries will not be synced to Fortnox, but depending on your integration settings, Planday can fetch pay rates and salaries of mapped employees from Fortnox to Planday daily at 03:00 am.

Please keep in mind that there might be differences between pay rates in Planday preview and the rates in Fortnox.


Can the old file export still be used?

The file export can still be used for other Swedish payroll systems, but we recommend using the dedicated integration for Fortnox sync since it supports the functionality of the file export and much more.


Does the payroll sync include the worked hours of salaried employees?

Yes, but this needs to be set up per employee in Planday. Read more in the Setup Fortnox integration with Planday Step 2 article.


What kind of allocation method is used when monthly salaries are synced from Fortnox?

Scheduled hours.


Will newly created employees in Fortnox automatically be added to Planday?

No, employee accounts will not be automatically created in Planday. If you wish to push Fortnox employee data to Planday, you can navigate to the Fortnox integration and choose which employees you'd like to import from Fortnox. Read more in the Setup Fortnox integration with Planday Step 1 article.


Will newly created employees in Planday automatically be added to Fortnox?

This is not done automatically, but when creating new employees in Planday, admins can select Create new user in Fortnox to send the newly created employee over.


How can I add new employees to an existing employee data mapping?

When Fortnox is active and running, you can add the employee directly to Fortnox and save them to the existing mapping while creating their account.

For your new hires, you'd go to People > Employees > Create employee and fill in their details as you normally would. You will also find a Fortnox section where you can press Add to add the employee mapping.

Here, you can choose whether to add them to an existing employee entry from the Fortnox user dropdown or decide to create a new employee automatically, which also means that you will not need to add them in Fortnox manually.

💡 If you have more than one Fortnox account connected, you can choose which account the new employee should be added to.

Planday EN Screenshots for HC.002.png

Please keep in mind that if you choose to Create a new user in Fortnox, you will need to make sure that none of the required fields in Fortnox is left empty, in addition to any required fields you might have set in Planday.

Planday EN Screenshots for HC.001.png

At this step, the required information for the employee entry in Fortnox will also be required in Planday, and if anything is missing, it will be highlighted as required when you try to Save.

Planday EN Screenshots for HC.001.png

Once everything is in place, you'll see a confirmation message when you save your employee's data.

To verify, if you click on quick-edit for the newly created employee entry, you will see a confirmation that the employee data is being successfully synced to Fortnox.

However, if the sync fails, a red error message will be shown, explaining what went wrong or how to fix it.


How can I verify whether an employee's data is mapped?

To check that an existing employee in Planday is mapped in Fortnox, go to People > Employees, find the employee and open the quick edit view (✏️ icon).

The employee profile will have a Fortnox section, where you can see a label showing the name of the connected Fortnox account. If the data is mapped and synced correctly, a confirmation message will be shown in green.

Planday EN Screenshots for HC.001.png

How can I remove an employee from an existing employee data mapping?

Navigate to People > Employees > select the employee you need to remove and click on the quick edit icon ( ✏️ ). In the Fortnox section, click the X icon next to the Fortnox account label to remove the mapping and click Save to confirm.


Can I include Cost centres (Resultatenheter/Kostnadsställen)?

Yes, you can sync data with Cost centre allocation by enabling that functionality in the integration editor and adding your Fortnox Cost centre codes into Department numbers in Planday.


Are vacation days/hours from the Absence accounts in Planday supported?

No, please use Shift types with the Cause code / Salary code “SEM” instead.


Can I export overtime or flex, or vacation account balances?

No.


Are manual, weekly, personal or seniority supplements supported?

No.


What happens if my organisation uses different employee salary identifiers in different departments?

The integration recognises only the main “Salary identifier” field, but it is still possible to use the integration. If salary identifiers do not appear to be correct on your employee mapping, you might need to make edits in the Employee form and payroll preview.


Does the integration respect the payroll setting: “exclude zero-hours from export” and “exclude salary codes”?

Yes.


What happens if I have clicked Sync several times for the same pay run period?

All the previous data for the same employees for the same salary codes/cause codes and date ranges will be cleared in Fortnox, before new data will be transferred.


Which fields are required when I want my Planday employee to be created in Fortnox automatically?

  • Personal Identity Number (PD SSN/Tax ID)

  • Employee Id (PD salary identifier)

  • First name

  • Last name

  • Address1

  • Post Code

  • City


Which fields are required when I want my Fortnox employee entry to automatically be created as a new user in Planday?

In Planday, the following fields are always required to create an employee.

  • First Name

  • Last Name

  • Email (used as username in Planday)

In addition, there may be customised settings for your organisation that you may want to keep in sync. You can see or update your Employee form settings by visiting Settings > People > Employee form setup.

Please note: We recommend not to rename system fields in the form to avoid confusion. If you wish to import employees from Fortnox, you must not mark any additional fields as required, as the integration cannot populate custom fields, and the import will fail.


What are Cause codes?

Cause codes are the equivalent of a Swedish term, Registreringskoder, which defines groupings of salary codes that can be found in Fortnox. These Cause codes determine whether the shift/hours represent working time, different types of absence, or supplements.

The data synchronised is grouped by Employee and per Cause code for all pay types, except meal contributions and meal deductions which use Salary codes instead.

Using Cause codes can save you a lot of time and tedious work. For example, you do not have to record personal leave and sickness as two different Shift types (with different Salary codes), but instead with one Shift type with one Cause code. Based on the Cause code, Fortnox will use its built-in logic to determine which Salary codes to assign to different hours for sick pay or vacation pay based on the employees’ settings in Fortnox and their current balances.


What is a Salary code?

Salary codes in Planday are similar to what Cause codes are in Fortnox. Essentially Salary codes in Planday are used to identify specific types of shifts to match with their corresponding Cause code values in Fortnox.


The rate per hour on the monthly salary of an employee shows up as “infinity”. Why?

This means that the employee data has no value for “Contracted hours” in Planday, prior to the first monthly salary being added by the integration. In these cases, the Contracted hours field is empty, and the system cannot calculate the correct hourly rate. You can fix this by editing the monthly salary and entering a number into the “Contracted hours” field.


I encounter errors when I try to Sync my payroll data to Fortnox. What can I do?

The Sync status will show how many employees could not have the payroll data successfully exported. It will also list any employees whose payroll data could not be synced. (as shown in the screenshot below). By clicking on each employee’s name or the row, you'll see more details about the specific pay items that failed to sync, including:

  • the date for the pay item

  • the type:

    • Worked hours (regular hours and supplements)

    • Absence (hours from shift types that are categorised as absence)

    • Meal contribution or meal deduction
      The type can indicate which Shift caused the error.

If the error is not immediately apparent, review the checklist described in this Setup Fortnox integration with Planday Step 2 article or contact our support team for assistance.


I get a *Salary code not matching the Cost code error* when I try to sync my payroll data to Fortnox. What can I do?

This could be because one of the cost code values is not in use or misspelt. Please ensure you use the correct cost codes when entering them in the salary code fields in Planday. See the supported Cost codes values here.


Why does the integration say the bank reg. and bank account numbers are incorrect when the employee has given me the correct information?

Please verify that the employee has indeed given you the correct bank details.

If the employee has a five-digit bank reg. number from Swedbank - the bank reg. should be shortened to 4 digits, as the last digit is a control number, it can be deleted.


Can I add any other fields to the employee sync?

No. Currently, only the fields listed below will be synchronised.

Planday field

Fortnox field

First name

First name

Last name

Last name

Social Security number (TaxID)*

PersonalIdentityNumber

Address

Address 1

Address 2

Address 2

Postcode

Postcode

City

City

Mobile

Phone 1

Username

Email

Bank account

Bank accountNo

RegNum

ClearingNo

Phone

Phone 2

Hired From

Employment Date


What Cause codes are supported?

When editing Shift types or supplements in Planday, you can use the corresponding supported Cause codes to identify them in Fortnox.

Code

Description

Common Planday usage

Type

ARB

Timlön / Hourly pay

Shift data (Shift type: normal) for hourly-paid employees

Worked Hours

TID

Arbetstid / Worked hours

Shift data (Shift type: normal) of monthly paid employees
Most customers use the setting to exclude this from export. The integration respects that.

Worked Hours

HLG

Helglön

Weekend salary

Worked Hours

BE or BE2

Beredskapstid

Standby time

Worked Hours

JOR or JO2

Jourtid

Worked Hours

RES

Restid

Travel time

Worked Hours

OB1

OB-ersättning 1

Payroll supplement

Worked Hours

OB2

OB-ersättning 2

Payroll supplement

Worked Hours

OB3

OB-ersättning 3

Payroll supplement

Worked Hours

OB4

OB-ersättning 4

Payroll supplement

Worked Hours

OB5

OB-ersättning 5

Payroll supplement

Worked Hours

MER

Mertid

Worked Hours

NVX

Flextid +

Absence

FRX

Flextid -

Absence

OK0

Extratid - komptid

Overtime

Worked Hours

OK1

Övertid 1 -Komptid

Overtime

Worked Hours

OK2

Övertid 2 -Komptid

Overtime

Worked Hours

OK3

Övertid 3 -Komptid

Overtime

Worked Hours

OK4

Övertid 4 -Komptid

Overtime

Worked Hours

OK5

Övertid 5 -Komptid

Overtime

Worked Hours

OT1

Övertid 1 -Betalning

Overtime

Worked Hours

OT2

Övertid 2 -Betalning

Overtime

Worked Hours

OT3

Övertid 3 -Betalning

Overtime

Worked Hours

OT4

Övertid 4 -Betalning

Overtime

Worked Hours

OT5

Övertid 5 -Betalning

Overtime

Worked Hours

HAV

Graviditetspenning

Shift data (shift types for time off during pregnancy)

Absence

FPE

Föräldraledig

Shift data (shift types for parental leave)

Absence

KOM

Kompledig

Shift data (shift types for time off taken in lieu of overtime)

Absence

PAP

Pappadagar

Shift data (shift types for paternity leave)

Absence

SEM

Semester

Shift data (shift types for vacation)

Absence

SJK

Sjukfrånvaro

Shift data (shift types for sickness)

Absence

SMB

Smittbärare

Payroll supplement during sickness

Absence

OS1

Sjuk-OB 1

Payroll supplement during sickness

Absence

OS2

Sjuk-OB 2

Payroll supplement during sickness

Absence

OS3

Sjuk-OB 3

Payroll supplement during sickness

Absence

OS4

Sjuk-OB 4

Payroll supplement during sickness

Absence

OS5

Sjuk-OB 5

Payroll supplement during sickness

Absence

VAB

Vård av barn

Shift data (shift types for care of sick child)

Absence

NAR

Närståendevård

Shift data (shift type for care of family)

Absence

ASK

Arbetsskada

Shift data (shift types for time off due to an injury)

Absence

ATF

Arbetstidsförkortning

Absence

FRA

Frånvaro övrigt

Shift data (shift type for other absences)

Absence

MIL

Militärtjänst

Shift data (shift type for time off during military service)

Absence

SVE

Svenska för invandrare

Absence

PEM

Permission

Absence

PER

Permitterad

Absence

TJL

Tjänstledig

Absence

UTB

Facklig utbildning

Shift data (shift type for leave during trade union education)

Absence

32

Meal Contribution

Meal Contribution

Meal contribution and deduction

322

Meal Deduction

Meal Deduction

Meal contribution and deduction

Yellow

Newly added cause codes.


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