1. 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, but depending on your integration settings, Planday can fetch pay rates and salaries from Fortnox 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.

2. Can the old file export still be used?
Yes, please find and activate the old integration tile called “Fortnox export" file.
Please reach out to our support team for further assistance.

3. Does the payroll sync exclude the worked hours of salaried employees?
Yes, but this needs to be set up per employee in Planday.
You can find more details in this article.

4. What kind of allocation method is used when monthly salaries are synced from Fortnox?
Scheduled hours.

5. Will newly created employees in Fortnox automatically be added to Planday?
No, employees will not be automatically be created in Planday.
If you wish to do a push of Fortnox employee data to Planday, you can do so by editing an existing mapping.
You can find more details in this article.

6. Will newly created employees in Planday automatically be added to Planday?
No, not automatically. When creating new employees in Planday, admins can select to create them in Fortnox.
You can find more details in this article.

7. Can I include cost centers (Resultatenheter/Kostnadsställen)?
No, this is not supported at this time.

8. Are vacation days/hours from the Absence module supported?
No, please use shift types with the cause code “SEM”, instead.

9. Can I export Overtime/Flex or vacation account balances?
No.

10. Are manual, weekly, personal or seniority supplements supported?
No.

11. What happens if my organization uses different employee salary identifiers in different departments?
Only the main “Salary identifier” field is recognized by the integration, 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.

12. Does the integration respect the payroll settings exclude zero-hours from export and exclude salary codes?
Yes.

13. 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.

14. 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

15. 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 in order to create an employee.
- First Name
- Last Name
- Email (used as Username in Planday)

In addition, there may be customized settings for your organization. Please check your Employee form setup settings to make sure, under Settings > People > Employee form setup.

16. What are Cause Codes?
They 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 synchronized is grouped by Employee and per Cause Code, for all pay types, except Meal Contributions and Meal Deductions (which use Salary Codes).
This is due to the fact that Fortnox and Planday do not overlap completely when it comes to the worked hours and absence calculation.
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, as well as their current balances.

17. What is a Salary Code?
All pay types in Fortnox have Salary codes, except for working hours (normal and other shift types), absence shift types, and payroll supplements. Only Meal Contributions and Meal Deductions use Salary codes.

18. What are the Cause codes and Salary codes supported?

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

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

OK0

Extratid - komptid

Overtime

Worked Hours

OK1

Övertid 1 -Komptid

Overtime

Worked Hours

OK2

Övertid 2 -Komptid

Overtime

Worked Hours

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

VAB

Vård av barn

Shift data (shift types for care of sick child)

Absence

32

Meal Contribution

Meal Contribution

Meal contribution and deduction

322

Meal Deduction

Meal Deduction

Meal contribution and deduction

18. 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 rate per hour. You can fix this by editing the monthly salary and entering a number into the “Contracted hours” field.

20. Can I add any other fields to the employee sync?
No, currently only the fields listed below will be synchronized.

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

The Sync status will give you some information about how many employees could not have the payroll data successfully exported. At the same time, there should be a list of all employees whose payroll data failed to sync (as shown in the pic below).

By clicking on each employees’ 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 categorized as absence) or
    - Meal contribution or meal deduction
    The type can indicate which Shift caused the error.

If the error is not immediately apparent, you can go over the checklist described in this article or you can reach out to our support team for assistance (from the chat icon at the bottom of the screen).

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