Formation of Pay Information Report

Separate instructions for sending travel expense reports to the income register: Travel expense reports to the income register

 1) Check settings
2) Create payslips
3) Preview earning payment reports
4) Handle payroll process normally
5) Pay salaries and send notifications simultaneously
6) Completed earning payment reports
User rights

1) Check settings

Ensure that the settings affecting reporting are made so that the earning payment reports to be created and reported are as correct as possible in terms of data. Make sure, among other things, that the salary type income type allocations are in order. The salary type income type allocation is defined in the company-specific settings of the salary type, which can be accessed from Pay > Payroll > Salary model management > Company-specific salary types > click on the name of the salary type > Income type. Also ensure that all the necessary information that should be transmitted to the income register is saved in the employee's basic information.

Please note that mandatory information on the earning payment report includes the name, phone number, and email address of the contact person (salary payer). These can be added to My basic settings: My settings

You can read more about preparing for the income register and reporting here: Preparing for the income register

2) Create payslips

Create payslips for employees in the payroll process. After completing the "Check selected salary bases" step (1.), press the Save and create payslips button (2.). The calculations move to the "Unprocessed payslips" phase. You can read the actual payroll process instructions here: Payroll process

3) Preview earning payment reports

The payslip rows also show the Earning payment report and Notification status. The actual earning payment report is only created during payment, but the report to be created can be previewed immediately after the calculation is created. This way, you can see what the notification will look like and have time to make corrections and changes during the process before payment.

Errors and notices (orange triangle)

• If deficiencies or errors are detected in the preview, an orange triangle appears after the Preview link
• When you click the Preview link, you can open the earning payment report details and also see what errors the notification contains
• If there are errors in the notification and they are not corrected, the notification will not pass through the income register but will be returned as rejected
• However, a payslip containing errors can still be transferred to payment if desired
• NOTE! The notification cannot be edited from this view, as it is only a preview, so any missing or incorrect information must always be corrected in Netvisor's basic settings
• If you change/correct basic settings for salary types or employee information during the payroll process, the information does not automatically update on the payslip. To update changes on the Payslip row information tab, press the "Restore payslip initial values" button (note that all manually made additions on the calculations will be reset)

Preview

Below is an example of an earning payment report with errors visible in the preview.

Detailed instructions on errors and their correction are on their own help page: Earning payment report error situations and correction

Notification status

• The status of previewable notifications from 1.1.2019 onwards is "Waiting for payment", as only payment creates the actual notification
• If the payment date is in 2018 or earlier, the status is exceptionally "Not reported", as the salary payment date is before 1.1.2019, and thus no notification will be created, and the information of the calculation will not be reported to the income register

4) Handle payroll process normally

Calculate salaries as usual. 

5) Pay salaries and send notifications simultaneously

In the "Unpaid payslips" phase of the payroll process, you can either transfer salaries to payment or mark salaries as paid.

If you choose "Mark selected as paid", you will access a view where you can select the appropriate option for the Earning payment report. The dropdown menu includes the following options:

• Mark as paid and send notification to the income register
• Mark as paid, but do not send notification

If you transfer payslips to the "Transfer to payment" phase, complete the payroll process and then proceed to pay salaries at Pay > Payroll > Pay salaries. Select the payslips to be paid from the Payment view and "Continue to confirmation view". In the confirmation view, you can still view the earning payment report.

The Pay dropdown menu includes the following options:

• Pay and send earning payment reports
• Pay (do not send notifications)

If the user does not have access rights to the payroll process but goes to the payment view to pay salaries, they cannot view earning payment information from the "Show earning payment report" button.

6) Completed earning payment reports

The earning payment reports created for paid (or marked as paid) salaries are visible in the payroll process, but their actual management/reporting view is in the Pay section's earning payment reports listing at  Pay > Payroll > Earning payment reports.

The actual instructions for the earning payment reports listing are on their own help page: Earning payment reports listing view

User rights

No additional rights are needed to view earning payment reports in the payroll process. The payroll accountant automatically sees the information of the income register's earning payment reports in the process.

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