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Fortnox legacy integration – Export payroll file
Fortnox legacy integration – Export payroll file

Generate your payroll reports in Planday and import them into Fortnox using an XML file.

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

🎯 For admins relying on the legacy Fortnox integration using an export file.

Please use the new integration method as this method will be phased out.

See additional information:

Activate Fortnox export file

Start by activating the Fortnox export module from Planday's integration page.

Go to Settings > Integrations > Overview, look for Fortnox Export File tile, or search for it, and press Connect. If you plan on using Fortnox cost centre functionality, make sure to select the checkbox for Include department number (Fortnox cost centre) and press Activate.

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Setup Planday for export

Set salary identifier numbers and salary codes in Planday to match those in Fortnox.

Set Salary identifiers for employees: To set salary identifiers in Planday, go to People > Employees > Edit employee and add the Salary identifier under the Payroll section.

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Set Registration Codes: Fortnox file format uses salary codes instead of pay types. Below is a list of the most common registration codes and where in Planday they should be set. Go to Planday > Settings > Payroll > General > Salary codes > Hours worked (as per shifts). Add wage type for hours worked (hourly wage): ARB

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You must also ensure that the fixed employee's hours worked are exported with the registration code: TID

This must be done for each monthly salary and each staff group they are connected to. Go to Employees > edit the employee > Employment tab > Employee groups > Edit.

Here you should fill in the salary type TID and Valid from date (think previous month if you want to charge for the previous month).

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Exclude fixed-salaried employees

Most often, the monthly paid employees are on a schedule in Fortnox. It is then important not to export regular worked time as this can result in double hours in the payroll.

You can exclude/ignore the registration code TID from the Fortnox file. To do this, go to Planday > Settings > Payroll > Prints > Ignore salary codes > Create.

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In this example, TID is entered to exclude, meaning no regular working hours for monthly salaried employees are exported to Fortnox.

Set Salary codes for Shift types

In Planday, go to Settings > Schedule > Shift types and enter the registration code for the different Shift types:

  • Sick day KARENS + Sick day 2-14 + Sick day 15+: SJK

  • VAB (Childcare): VAB

  • Parental leave: FPE

  • On leave of absence: TJL

  • Holiday: SEM

  • Complimentary leave: COM

  • Leave of absence: PEM

  • Paternity leave: PAP

  • Withdrawal of comp time: KOM

  • Comp time 1*: NV9

  • Comp time 1,5*: ÖK1

  • Comp time 2*: ÖK

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Set Salary codes for Supplements

In Planday, go to Settings > Payroll > Payroll supplement and enter the registration code for the different OB supplements:

  • OB 1: OB1

  • OB 2: OB2

  • OB 3: OB3

  • OB 4: OB4

  • OB 5: OB5

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Set Salary codes for Meal Supplements

In Planday, go to Settings > Payroll > Meal contribution and deduction and enter the registration codes for different meal types:

  • Meal deductions: 322

  • Meal contributuon: 32

Below you will find two screenshots that show how the deduction and contribution should be set up:

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Generate a payroll export report

In Planday go to Payroll > Payroll export.

Select the pay periods (default all) and date interval to limit the scope of your report. Select the Departments and employee types you wish to export the report for.

Start by doing a test export of one employee. It is easier to troubleshoot with one vs many employees’ data. Generating a report does not modify any payroll data in Planday.

Select Fortnox from the file format dropdown and press the Prepare report button.

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Make sure to download the PDF report and Fortnox XML file so that you can use to see everything has been entered correctly in Fortnox.

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When you have the XML file generated from Planday, go to Fortnox and Payroll > Import payroll data. Select the Fortnox file that you have extracted from Planday and proceed. If the import is successful, you will receive a success message. If the import fails, you will see a message "Import failed" followed by an error description, such as employment numbers that do not match or registration codes mismatch.

If this payroll run was a test, you should delete the data for the next time. Do this by clicking on the calendar and deleting the records that have been registered on the days.

Export salary data to Fortnox: Department number

You can now add your Planday department numbers as cost centres to your Fortnox file. If you add a department number under People > Departments, you will then be able to see this reflected in your Fortnox XML report as per the below example:

<resenhet dim="1" id="{Avdelningsnummer}"/>

Note that your department number should be two to six characters long (00-999999). Also, make sure that Fortnox is set to support cost centres under Settings > Accounting > Cost centres and that you have created corresponding cost centres under Cost centres Register > Cost centres; otherwise, the file import from Planday will not work.

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If you’d rather not include any Cost centres, please, ensure that you navigate to Settings > Integrations > Fortnox export file > Manage > Uncheck Include department number (Fortnox cost center) and press Save.

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