Uploading External Payroll Material

In Netvisor, it is possible to create salary payment material as an ISO 20022 pain.001.001.03 XML file that can be downloaded and uploaded to an external system. This help explains how to implement external salary payment material in the payroll settings and how to download the material in the pay run process. 

Note: A transaction fee according to the current price list is charged for each payslip included in the material.

Important before implementation: Make sure that the company’s own basic information (and later the employees’ information) includes street address, postal code, postal address and country code (FI). Incomplete address information may lead to the material being rejected by the bank.

CONTENTS

• 1. Implementing the function and settings
• 2. Downloading salary payment material in the pay run process
  • File format
• Frequently asked questions

1. Implementing the function and settings

Before you can download payment materials, the function must be activated and the mandatory payment details must be defined in the payroll settings.

1. Go to menu: Palkat > Palkanlaskennan asetukset.
2. Find the section "Salli ulkoisen palkanmaksuaineiston lataaminen" and tick the checkbox to activate it.
3. When the selection has been made, a new section opens on the page where you must fill in the following mandatory payment details:
   • Pankkitili palkanmaksuaineistoon: Select the account from which the pay is to be paid.
   • Maksutilin BIC: The BIC code of the selected bank account is automatically retrieved into the field by default. If necessary, the code can be entered manually. 
   • Palvelutunnus: Enter the service ID received from the bank.
4. When all information has been entered, click Tallenna.

2. Downloading salary payment material in the pay run process

When the function has been activated in the settings, a new button/selection appears in the Maksamattomat palkkalaskelmat view of the pay run process: "Lataa ulkoinen palkanmaksuaineisto".

You can choose the most suitable way to proceed from the following three options:

File format

When you click one of the options above, the payment material is downloaded directly to the Downloads folder of your browser.

• The file is a standard XML file (official type: ISO 20022 pain.001.001.03)
• You can then transfer the downloaded file to the external payment system or bank software you are using.
• Re-download: Re-downloading material that has already been created once is free of charge. The transaction fee is charged only once. 

Frequently asked questions

How do I know if the material has been transferred to the bank?

External salary payment material is only downloaded to your own computer as an XML file. Netvisor does not send this material to the bank automatically; you must log in to your own bank software or payment system and import the file there yourself.

Why is the "Lataa ulkoinen palkanmaksuaineisto" button not visible in the pay run process?

Make sure that the function is enabled in Palkat > Palkanlaskennan asetukset and that you have filled in all mandatory information (bank account, BIC and Palvelutunnus) and saved the changes. The button will only appear when the settings are correct.

Will I be charged a new transaction fee if I correct pay and download the material again?

If you notice an error, correct the payslips and create a completely new payment material from them, this is a new transaction and a fee according to the price list will be charged. Only re-downloading exactly the same file that has already been created once (for example, if the file was lost from your computer) is free of charge.

Can I use this material to pay salaries to foreign accounts or in a currency other than euros?

No, you cannot. The feature is limited to salary payments within Finland only. The currency of the material is always fixed to EUR and it follows Finnish SEPA rules.

How far in advance must the material be downloaded and delivered to the bank?

The creation time (timestamp) of the material may be at most 15 days old when it is delivered to the bank. Therefore, do not download the material to your computer weeks before the actual payment, so that the bank does not reject it as too old.

Are there any limitations on the number of employees in the material?

Yes. One payment batch (i.e. the same payment date) can contain information for a maximum of 9,999 employees (credit transfers). Larger payroll batches must be split into several different payment dates or separate runs.

How are salaries grouped if the payslips have different salary payment dates?

Netvisor groups payment batches automatically by salary payment date. If you download salaries at once that have different salary payment dates, a separate block (PmtInf) is created in the file for each date. You can still download and transfer this single file to your bank as it is.

The system gives the error "Pankkitili palkanmaksuaineistoon (IBAN: Väärän muotoinen", how do I fix this?

When saving the bank account, the system notifies that the account number is in the wrong format. Check that the account number is definitely in IBAN format and that it is otherwise correct. If necessary, check the account number with your bank.

The system gives the error "Maksupäivä ei voi olla yli 30 päivän päässä tulevaisuudessa.", how do I fix this?
The salary payment date cannot technically be more than 30 days in the future from the current date. This error will disappear when the salary payment date of the payslips is changed.

The system shows an error about a missing Palvelutunnus, how do I fix this?

Palvelutunnus is mandatory information when using external salary payment material. Add the missing Palvelutunnus in the payroll settings. If you do not know or remember the Palvelutunnus, please contact your bank.

Keywords: external salary payment material, ISO 20022 pain.001.001.03 XML file, payroll settings, downloading salary payment material, unpaid payslips

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