With your Fortnox integration up and running, it's best to make sure you keep your employee and payroll data up to date, both in Planday and Fortnox.

This article will describe the necessary steps for:

Managing employee data

  • verifying whether an existing mapping contains an employee's data

  • adding employees to an existing employee data mapping

  • removing employees from an existing employee data mapping

Payroll

  • managing payroll

  • previewing payroll data

  • sync payroll data to Fortnox

Manage employee data

Verifying whether an employee's data is mapped

If you want to check that an employee is successfully mapped, go to People > Employees, find the employee’s row, and open the quick edit view (✏️ icon).

The employee profile will have a Fortnox, where you should see a label showing the name of the Fortnox account this employee is connected to.

If the data is mapped and syncing correctly, there will be a confirmation message shown in green.

Adding employees to an existing employee data mapping

With your Frotnox integration active, you can add a new employee to Fortnox at the same time you add them to Planday.

For your new hires, you'd go to People > Employees > Create new employee, and fill in their details.

When Fortnox is active and running, you can add the employee directly to Fortnox and save them to the existing mapping, from the Fortnox section, Add to mapping.

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

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

Then Connect and save to continue filling in the details for your employee or to Save their info.

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 are left empty, in addition to any required fields you might have set in Planday.

At this step, the required information for the employee entry in Fortnox will also be required in Planday, and if anything is missing, will be highlighted as required when you try to Save.
Once everything is in place, when you save your employee's data, you'll see a confirmation message.

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

However, if the sync fails, a red error message will be shown instead, explaining what went wrong or how to fix it (as you can see in the example below).

Removing employees from an existing employee data mapping

Removing employees from an existing mapping is quite simple.

Navigate to People > Employees > select the employee you need to remove and click on the quick edit icon ( ✏️ ).

In the Fortnox section, click on the X icon next to the Fortnox account label, then click Save and you're done.


Managing payroll

Before you do a pay run

In order to preview and sync the payroll data to Fortnox, you need to make sure that the Fortnox Salary codes and Cause codes are linked correctly in Planday.

We recommend that you follow this checklist, to make sure everything is in place:

  • when migrating from an existing integration based on export files:
    If you are migrating from an integration based on PAXml file export/import to a setup not based on export files, you can skip this step.

    Make sure that there are all the pay items are supported in the new file-based integration. For instance, the OK0 (NV9 in PAXml file), OK1 (ÖK1 in PAXml file), and OK2 (ÖK2 in PAXml file) codes are different in the current configuration
    You can find more information about the previous export file formats & the full list of supported Cause Codes and Salary Codes in this guide.

Settings checklist

  • Worked hours for your employees:
    - if your employees are hourly paid, go to Settings > Payroll > General and check that the Hourly pay field is set to ARB
    - if your employees are paid according to the number of hours from Approved Punch Clock entries: make sure that you've approved all the necessary Punch Clock entries from Schedule > Punch Clock, and that all shifts that you want to include in the payroll are approved (marked as green on your schedule).
    Please note that by default, only approved hours are included in payroll reports.

    - if your employees get a monthly salary, you need to make sure that the worked hours from the schedule are excluded from their payroll calculations.
    To check whether the hours are already excluded, go to Settings > Payroll > Prints and under Ignore salary codes check whether the Salary code for the monthly salaries is already on the list.
    If it doesn't already exist, you can add it from the Create button.
    Then, you will need to make sure that the newly created Salary code is attached to the profiles of your salary (monthly) paid employees. From People > Employees > Edit employee (✏️ icon on the right side of the screen) > Groups and Wages.
    Here, you'll need to add the new Salary code to each employee group that your employee belongs to and select a date from when the code is valid on their profile ( you should choose a date that is before the first pay run for the integration) and leave/set the Wage (hourly rate) as 0.

    Please note that when you click Save after making a Salary code change you will be prompted with a warning (your changes are not saved yet). You'll need to confirm the Salary code change by clicking Save once again.

  • Payroll supplements for unsociable hours
    If your organization has a schedule that includes unsociable hours with payroll implications, go to Settings > Payroll > Payroll supplements and make sure that each supplement has the right Salary code set (e.g. OB1, OB2, OB3, etc).

  • Under Settings > Payroll > Meal deductions and contributions check or add the Salary code 322 for deductions and 32 for contributions.
    Additionally, make sure that the meal deductions have a positive value output.

  • Verify that your Shift types have the correct Cause Codes attached, from Settings > Schedule > Shift types (e.g. SJK, VAB).


Preview the Payroll data

You can generate a payroll preview and synchronize your records (from Planday to Fortnox) for worked hours, overtime, absence, and supplements from Payroll > Fortnox.
Here, you can prepare and filter the data you want to preview or sync between the 2 systems, through options available at the top of the screen:

  • Fortnox account: select which one of your connected Fortnox accounts to sync payroll data to

  • Date range: define the time period for the pay run

  • Department: chose which Planday Department to gather payroll data for

  • Shifts: select which shifts from Schedule you'd like to preview or sync data for: only Approved Shifts (selected default and recommended when syncíng payroll data), only those not approved or All Shifts from the selected date range.

  • Employee type & Employee Group: allow you to group and filter which employee data to include, using the filters for Employee type and Employee Group.
    From both dropdown menus, you can also select or deselect individual Employees, if necessary.

Once you're satisfied with your selection, you can preview your data as a report from the top right corner (Preview report). This will generate a report containing the data according to your filters and conditions for you to verify and sync.
You cannot sync the selected data without first previewing it.

When the report is ready, you can see an overview of your data, containing:

  • the names of your employees (as registered in Planday),

  • their salary IDs (equivalent of their employee ID in Fortnox),

  • the number of worked hours (within the date range selected and according to the Shifts included).
    For monthly paid employees this will show the number of hours recorded through special shift types ( e.g. overtime).

  • total: showing as an estimated pay for hourly-paid employees or the estimated differences from the regular salary for monthly-paid employees (e.g. overtime, deductions, etc).

For each Employee on the list, you can click on their entry in the overview list to see a brief breakdown of their recorded hours per shift type, and of their total per supplement and deduction type.

You also have the option to check the data more thoroughly from Show details, which will give you a full picture of the payroll data:

  • grouped by Date: showing shifts - including breaks, supplements, and deductions related to that shift; and their start and end times, where applicable.

  • Position: highlighting the Schedule Position of the shift, if applicable or name/details for breaks, supplements, and deductions.

  • Quantity: showing the number of hours (except for daily supplements or deductions)

  • Wage / Pay rate: the rate per hour for shifts and hourly supplements or the rate per day for daily supplements or deductions

  • Total: the resulting monetary impact of the shift, break, supplement or deduction according to its set rate.

Sync the payroll data to Fortnox

Once you've previewed and verified that the data is correct, you can Sync report from the top right corner.

This will start the process of cleaning up the payroll data from Fortnox (if there is any existing data for the selected date range) and transferring the selected data to Fortnox.
Depending on the amount of data in your report, this process can take a few moments.

Once the process is complete, you will get a confirmation message under Sync Status.
If you encounter any errors during the sync process, you might want to check the data included and try again. You can read more about how to troubleshoot this, in our FAQ article.

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