Payroll
Pay and post the salary payment to ledger
Once you’ve created and submitted the pay run under Payroll - Pay runs, it’s time to send the payslips to employees, send the payment file to the bank, and post the salary payment.
You can click the button Back to the pay run at the bottom of the page at any time to go to the current pay run. The Pay runs list button will take you to the list of all pay runs.
The settings you have chosen on the employees and in the payroll settings will affect the payment and printing options that are available for you.
Send payslips to the employees
- Under Message to all employees, you can add a message that is shown on all payslips.
- Choose whether employees should see their payslips immediately or if you want to schedule when the payslips will be displayed:
Click on the button Activate Kivra if the payslips are to be forwarded to Kivra for employees who have a digital mailbox there. When Kivra is activated, you'll see the button Kivra status for where you can see the status for sent payslips.
If you’ve already activated Kivra through Employee, you don’t need to activate it in Payroll.
Read more in the topics Getting started with Kivra in Payroll and Status for payslips sent to Kivra.
Show now
Select Show now if you want all employees who use Payslip/Kivra to see their payslip as soon as you have clicked Send payslips.
This option is also used if all employees in the company have the setting that payslips should be sent as PDF. In this case, a PDF file with all payslips is created when you click on Send payslips.
Schedule
If you want to do the pay run in advance and then decide when employees, who use Payslip/Kivra, can get their payslips, check the Schedule box and select a date between the current date and originally expected pay date.
If you have both employees who should receive their payslips to Payslip/Kivra and employees who should receive their payslips in PDF format, select Schedule and select a date as above. The employees using Payslip/Kivra will then see their payslips on the selected date. For other employees, a PDF file is created when you click on Send payslip.
Schedule is shown as long as the originally expected pay date hasn't passed. Until the chosen date, you can cancel the scheduling and select another date. You can also choose to display the payslips immediately.
- Click Preview if you want to see all the payslips before they are sent. You can choose to display the payslips on the screen or create a PDF file.
- Click Send payslips to send the payslips to Payslip/Kivra and/or create a PDF.
All payslips that are to be sent as PDFs are saved in the same file when you click Send payslips.
If you want to send payslips to individual employees, for example if you have made changes to some payslips after all payslips have been sent, click on the Send payslips button and then Select employees.
If you want to send your payslips for approval, for example if you are working at an accounting office and want your customer to approve, we recommend that you use our signature service Sign.
Send the payment file to the bank
This shows how much will be paid out in cash, via bank integration or manually via bank. Settings for how each employee should receive their salary are made in the field Payment under Payroll - Employees, tab Pay.
Click Preview if you want to see the payment list before sending the file to the bank. You can choose to display the list on the screen or create it in PDF format. The list can be used as a basis if you are paying the salaries manually. Under Payroll - Reports, you will find the payment list for other pay periods.
With bank integration
If you
In order to send the payment file via bank integration, the amount to be paid should be a positive amount and it can only be paid to Swedish bank accounts. In addition, information about the employees' first name, last name, postal address, postcode and city must be entered in the employee list.
If you have Handelsbanken or Danske Bank
Click Send to send the file to the bank. Depending on the bank's routines, you might have to sign the file with the bank.
The status will say Paid once the payment has been made from the bank. The day after the payment has been made, the account statement is shown, and bank transactions can be matched and posted under Cash and bank. Read more in the topic Match bank transactions.
In the topic What do the different statuses mean when the salary payment is sent with a bank integration? you can read more about the different statuses.
If you have SEB or Nordea
If the company has SEB or Nordea as its bank, you can now send and sign the payment in the same step.
Please note that the person who is signing the payments need to have two-step verification activated. Read more in the topic Lägg till tvåstegsverifiering (in Swedish).
- Select Create payment file or Send and sign.
Which alternatives are shown depend on which access rights you have for the bank integration in Spiris.
- If you are Administrator you will have the access right to send and sign payments in the same step.
- If you have the access right User the payment will be sent to the person with the access right Administrator when you select Send. The administrator then approves the payment by selecting Sign payment.
If you want to change the access rights for a user, you do this in Spiris. Read more in the topic Byt användarroll.
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Open the Google authenticator app on your mobile phone and enter the six digit code that is shown to approve of the payment. You use the same email and password as the ones you use to log into spiris.se. This step is only for administrators.
The status will say Paid once the payment has been made from the bank. The day after the payment has been made, the account statement is shown, and bank transactions can be matched and posted under Cash and bank. Read more in the topic Match bank transactions.
In the topic What do the different statuses mean when the salary payment is sent with a bank integration? you can read more about the different statuses.
Without bank integration
- Click Create payment file or Mark as paid depending on whether you have chosen to export a payment file or make a manual payment under Settings - Payroll settings. Read more in the topic Payroll settings.
- Upload the payment file to the bank.
For an employee to be included in the payment file, the setting under Payment to must be set to Bank under Payroll - Employees and the Pay tab.
Post the salary payment
If you’re using Payroll without the function Bookkeeping, click Create SIE file. A SIE file is created. The file is saved locally on your computer. Depending on what web browser and settings you use, the location to where the file gets downloaded may differ, but normally you can find it in the folder "Downloads".
Once this is done, proceed to create the payroll tax report. Read more in the topic Payroll tax report.
Related topics
Create pay runs in Payroll (in Swedish)
Register and complete payroll events on payslips
How do I match several bank transactions to the same salary payment?
Change an incorrect registration from a previous pay run
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