Payroll settings, the Pay and payments tab

Under Settings - Payroll settings, you make customisations for your company's payroll management. Many of these settings are made when you first start using the payroll software, but you can always go back and change them later.

On the Pay and payments tab you choose settings for the payments of salaries and wages.

Pay and deviation period

Here you select for which period the salary relates to.

The following combinations are the most common ones for employees with a fixed monthly salary:

Pay period Deviation period
Current month Previous month
Current month Until day of the month (own deviation period)
Previous month Previous month

In the column Pay period you select which period the pay relates to. In the column Deviation period you select in which period deviations such as sick leave should be regulated.

You can't change the pay or deviation period while there are pay runs that haven't been submitted.

If the pay should be paid the same month as it was earned, the option Current month should be selected. For example, the pay for January would then be paid around January 25th, using this option.

If the pay should be paid the month after it has been earned, the option Previous month should be selected. For example, the pay for January would then be paid around February 25th, using this option.

The option Until day of the month means that you can choose your own pay period, e.g. from day 15 of a month up until day 14 of the next month. As an example, the pay for the period between January 15th to February 14th will be paid around February 25th using this set-up.

You cannot select Current month as the pay period for employees with hourly wages, since the employee is paid for hours worked during the pay period. For a payment that is planned for January 25th, you still do not know if an hourly employee will work or go on leave during the period between January 25th-31st, which makes it impossible to pay wages for the current pay period.

If the pay should be paid the month after it has been earned, the option Previous month should be selected. For example, the pay for January would then be paid around February 25th, using this option.

The option Until day of the month means that you can choose your own pay period, e.g. from day 15 of a month up until day 14 of the next month. As an example, the pay for the period between January 15th to February 14th will be paid around February 25th using this set-up.

Here you cannot select the current month since you cannot register deviations before they have taken place.

The option Previous month means that, for a pay that would be paid on February 25th, there are deviations registered from January.

The option Until day of the month means that you can select the period yourself. If you put day 14 as the day of the month, you can include deviations from for example January 15th up until February 14th in the pay that is paid around February 25th. The field Until day of the month will not be active until you have selected that deviation period. The day of the month that you select should not be after the payment date.

Since the deviation period always coincides with the pay period for employees with hourly wages, both for permanent employees and extra employees, you cannot enable any settings for this field. The selections made for Pay period - Hourly wages also apply to the deviation period and those settings are also shown here. Read more under Pay period.

Payments

If you have selected Export payment file, the account number that is linked to your primary operating account under Settings - Cash and bank accounts will be automatically selected as the payment account on your accounting basis.

If you have selected Manual payment, you can choose whether the payment should be carried out from the operating account or the cash account.

Choose Export payment file if you want a payment file to be created when you do a pay run. The file format depends on the bank selected under Settings – Cash and bank accounts.

The file is created in XML format using the ISO 20022 standard, which is used for payments in Sweden and internationally.

Enter the SignerID (1-13 characters) and CCM agreement number (5-18 characters) provided by your bank.

The file is created in XML format using the ISO 20022 standard, which is used for payments in Sweden and internationally.

You can choose between LB and XML.

LB

If no format is selected, or if there’s no agreement for XML, an LB file is created.
XML

Select XML (ISO 20022) if XML is the file format specified in the agreement with your bank. The file is created in XML format using the ISO 20022 standard, which is used for payments in Sweden and internationally.

You can choose between XML, SUS or LB.

XML

Select XML (ISO 20022) and enter the agreement number (16 characters) and SignerID (1–16 characters) you’ve received from the bank. The file is created in XML format using the ISO 20022 standard, which is used for payments in Sweden and internationally.

Note that the agreement must be specifically for salary payments. If you already have an agreement for supplier payments via XML file with Swedbank or Sparbankerna, you’ll need a separate agreement for salary payments. Read more in the topic How do I make salary payments via Swedbank or Sparbankerna using an XML file?
SUS

Select SUS and enter the six‑digit agreement number from Swedbank. Read more in the topic What is SUS?
LB If no format is selected, or if there’s no agreement for XML or SUS, an LB file is created.

An LB file is created automatically.

The selection is only shown if you have an active bank integration to SEB, Nordea, Handelsbanken eller Danske bank. Read more in the topic Set up bank integrations.

Select Manual payment if you want to make the payment manually. We recommend that you print a bank list to use as the basis when you make payments manually.

Always enter the average working hours per month as full-time, regardless of the employee’s employment rate.

Average working hours per month are usually based on the working hours defined in a collective agreement and are used to calculate the hourly rate for employees with a fixed monthly salary, for example when calculating overtime pay or deductions for time off.

The value usually falls between just over 150 and 175 hours per month and stays the same throughout the year, regardless of how many working days or working hours there are in the month.

If your company isn’t covered by a collective or industry agreement, we recommend using 175 hours.

If the agreement period differs from employee to employee, you can enter your own agreement period on the Employment tab under Own salary - Employees.

On the Pay tab, the hourly wages is calculated automatically by dividing the monthly salary by the average working hours per month.

Reporting

Here you enter the seven-digit agreement number for Fora annual reporting (reporting of salaries for administrative workers). You can find the agreement number in your insurance agreement.

By default, the program's reports are sorted based on employee number. If you would rather sort the reports based on first or last name, you can choose the sort order here. Read more about the reports in the topic Reports.

The marking starts with FOK or TAG and is followed by six digits.

The description will be displayed when you select the marking for the employees, so it is good to be as clear as possible, for example FOK301123 - Workers without collective agreement. A tip is to copy the description (Ctrl+C) on Mina sidor on fora.se and then paste it (Ctrl+V) in the Description field.

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