This guide will help you use the "Post payroll"  section. The section consists of two main functions: Non-salary payments and Employer's separate reports. The guide covers how to manage payments not related to payroll and how to handle monthly employer's separate notifications to the Income Register.

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Non-salary payments

In this view, you can handle, pay, and track payments not related to payroll, such as enforcements, trade union membership fees, and self-initiated tax settlements. Access the view by selecting "Post payroll" from the main menu and navigating to the "Non-salary payments" tab.

Non-salary payments table

The table in the Non-salary payments view lists all payments not related to payroll, such as enforcements and trade union membership fees. By default, payments are grouped by the due date month. You can expand the monthly group to see individual payment rows.

Table columns

  • (Checkbox): You can select one or more rows for processing (e.g., for payment) by selecting the box at the beginning of the row.
  • Payment:
    • Shows the type of payment, such as Enforcements or Trade union membership fees.
    • The payment type is a link that you can click to access the payment view.
    • Below the link, the pay period related to the payment is displayed (e.g., "1.1.2024 - 31.1.2024").
  • Remarks: If there are errors or warnings related to the payment that prevent it from being paid, they are displayed in this column.
  • Due date: The due date of the payment.
  • Status: Indicates the current processing stage of the payment. (Statuses are explained in more detail below).
  • Paid from account: The account (name and IBAN number) from which the payment will be made.
  • Receiver: The name and IBAN account number of the payment receiver.
  • Reference number: The reference number used in the payment.
  • To be paid: The monetary amount of the payment. The column can also be used to view the total amount of all settlements for the payment month.
  • (Actions):The three-dot button at the end of the column opens the row-specific action menu.
    • Mark as paid: This option is only visible if the payment status is "Failed" or "Not paid".
    • Event history: Shows the payment processing history information.
    • Attempt #[number]: If the payment has been attempted to be sent to the bank, each attempt is shown as a separate option, from which you can view the attempt details. This can be used to view the settlement's payment account and payment ID.

Payment statuses

The "Status" column shows the payment status with a color-coded label.

  • In progress: The payment is awaiting processing, its creation is in progress, or the bank has accepted it for processing.
  • Failed: The payment execution has failed.
  • Paid: The payment has been successfully executed.
  • Not paid: The payment has not been sent for payment and requires manual action.


Grouped status: When viewing the monthly group header row, the "Status" column shows a summary of the payment statuses for that month.

  • If even one payment has failed, the status is shown as Failed along with the number of failed payments.
  • If no payments have failed, but some are in the "Not paid" status, the status is shown as Not paid along with their number.
  • Otherwise, either In progress or Paid status is shown along with the number of payments in that status.

Payment view

You can access the payment view by clicking the link of the payment type (e.g., "Enforcement") in the "Payment" column. This opens a window where you can see the detailed information of the payment. The view is divided into two tabs:

  1. Payment details: Shows the basic data of the payment.
  2. Related payslips (X): Lists all the payslips from which the settlement has been formed.

Editing payment details

You can edit the payment details if its status is Failed or Not paid. In other statuses ("In progress" or "Paid"), the fields are locked and cannot be changed.

Editable fields:

  • Due date: You can change the due date of the payment. The field is mandatory, and the due date cannot be in the past, on weekends, or public holidays.
  • Reference number: You can correct the reference number of the payment. The field is mandatory, and the system checks its format.
  • Paid from account: You can change the company's payment account from which the payment will be made using the dropdown menu.

Read-only fields:

  • Payment type
  • Period (pay period)
  • Receiver
  • Status
  • To be paid (amount)

Window actions

  • Cancel: Closes the window and discards any changes you have made.
  • Save changes: This button is available only if you have edited the editable fields above. The button saves your changes.
  • Mark as paid:
    • This button is only visible if the payment status is "Failed" or "Not paid".
    • Pressing opens a confirmation window: "Are you sure you want to mark the payment '[payment type]' as paid?".
    • Upon confirmation, you can optionally add a comment before marking the payment.

Related payslips tab

In this view, you can see all the payslips from which the settlement has been formed. If you click the employee's name in the table, it will take you to the payslip where the settlement was handled.

Search and filter payments

You can search and filter the payments visible in the view.

  1. Press the "Search and filter" button.
  2. A filter panel opens on the page.
  3. Define the desired search criteria and filter the view.
  4. You can close the filter panel by pressing the "Search and filter" button again or the close button in the panel.

Handle payments

You can pay settlements or mark them as paid directly from the listing.

Payment:

  1. Select the desired payments from the list.
  2. Select the action "Pay from the set account".

Marking as paid:

  1. Click the three dots at the end of the desired payment row.
  2. Select the action "Mark as paid".
  3. The system displays a confirmation window: "Are you sure you want to mark the payment '[payment type]' as paid?".
  4. Confirm your choice.

Notes and errors

If there are issues in processing payments, the system will notify you.

  • No payments to handle: If the view shows the message "No payments to handle. Track processed payments in the Reports and monitoring section.", it means there are no open settlements in the system.
  • Payments cannot be made due to notes: If you receive the notification "One or more selected payments cannot be made due to unresolved notes. Resolve the notes and try again.", you must first correct the notes related to the payments before making them.

Employer's separate reports

In this section, you can view, send, and correct monthly employer's separate notifications to the Income Register.

Access the view by selecting "Post payroll" from the main menu and navigating to the "Employer's separate reports" tab. The view shows a list of reports for different months and their statuses.

Table columns

The table contains the following columns:

  • Report: The reporting period of the notification, i.e., month and year (e.g., "January 2024"). This is a link that you can click to view the detailed information of the notification for that month.
  • Version: Possible types are:
    • Preview: A draft of the notification that has not been sent.
    • Original: The first sent version of the notification.
    • Replacement: A notification created to replace a previously sent version.
  • Delivery status: Each separate notification has a status that indicates its processing stage. The statuses are:
    • Not sent: The notification has not yet been sent to the Income Register.
    • Delivered: The notification has been sent and successfully received by the Income Register.
    • Rejected: The Income Register has rejected the notification due to errors.
    • Invalidated: The notification has been invalidated in the Income Register.
    • Delivery failed: The technical delivery of the notification failed.
  • Subjected salaries:
    • This row shows the total amount of wages and payments that have been subject to the employer's health insurance contribution for that month. This amount serves as the basis for calculating the health insurance contribution.
  • Health insurance contributions:
    • This row shows the total amount of the employer's health insurance contribution calculated from the above-mentioned "Subjected salaries" amount. This is the actual payment before any deductions.
    • On the notification, this row is named "Employer's health insurance contribution (total)".
  • Deductions:
    • This row shows the total amount of possible deductions that reduce the amount of the health insurance contribution to be paid.
    • On the notification, this row is named "Deductions from the employer's health insurance contribution".
  • Payment total:
    • This row shows the final amount of the health insurance contribution to be reported and paid to the Income Register.
    • It is obtained by calculating "Health insurance contributions" (i.e., Employer's health insurance contribution (total)) minus "Deductions"

View notification details

You can open a report for a specific month to view. Access the view by navigating to "Post payroll" -> "Employer's separate reports" and selecting the desired month's report from the list.

At the top of the view, the user can manage and view different versions of the notification:

  • Version selection: The user can select the notification version to view (e.g., "Preview", "Original", or "Replacement") from the dropdown menu.
  • Status display: The status of the selected notification version (e.g., "Not sent", "Delivered", "Rejected")
  • Info banner: Displays context-specific information about the notification, such as "No paid wages for this period..." notifications.

Summary cards

  • Subjected salaries
  • Health insurance contributions
  • Deductions
  • Payment total

Detailed information

The actual details of the notification are divided into five expandable sections that the user can open and close. There are also "Expand all" / "Collapse all" buttons available.

  1. Report data:
    • Shows the identifiers of the notification, such as "Action type" and "Report identifier"
    • Also shows the reporting period, including the payment month and payment year.
  2. Income types:
    • Lists the income types related to the notification (e.g., "Employer's health insurance contribution (total)") and their amounts.
    • If the notification is a replacement and in edit mode, an edit button is visible here.
  3. Insurances:
    • Details "Pension insurances" and "Accident insurances" and their information, such as insurance numbers.
  4. Payer:
    • Shows the payer's identifiers (e.g., Business id), basic data (name, language), and address information.
  5. Contacts:
    • Lists the contacts defined for the notification and their responsibility roles (e.g., "Wages"), name, phone number, and email.

Action bar

  • Sending the notification:
    • If the notification is "Preview" and in the "Not sent" status, the user can send it with the "Send notification" button.
    • If it is "Replacement" and in the "Not sent" status, the user can send it with the "Send replacement" button.
  • Creating a replacement notification:
    • If the selected version is "Delivered" or "Accepted" and it is the latest version, the user can create a new replacement notification with the "Create replacement" button.
    • This action opens a modal window asking: "Select data for the replacement notification".
    • Options are:
      1. "Use latest data" (Text: "Update all data according to earning payment reports and settings")
      2. "Keep original data" (Text: "Copy data from the original notification to the replacement notification")
  • Edit actions (only for replacement notification):
    • If the notification is a replacement and "Not sent", the user can update the data from settings with the "Update latest data" button.
    • Individual sections (such as Income types, Payer, Contacts) can also be edited
  • Other actions (More actions menu):
    • "Download report (XML)": Download the notification in XML format.
    • "Discard replacement": Allows rejecting a replacement notification in the "Not sent" status.
  • Invalidate notification: Sends a request to the Income Register to invalidate a previously sent notification

Related earning payment reports tab: Lists all the earning payment reports for that month from which the separate notification details have been calculated.

Special situations and warnings

  • No wage payment report: If no wages have been paid for the period, you will see a note: "No paid wages for this period. The notification will be sent as a no wage payment report."
  • Zero report: Similarly, you may see a note: "No paid wages for this period. The notification will be sent as a zero report."
  • Editing income types: If you manually edit the income type information of the notification (for example, on a replacement notification), the system will display a warning: "Manual update may cause discrepancies between the accounting voucher and the amount calculated based on earning payment reports".

Frequently asked questions (FAQ)

What do I do when the "Non-salary payments" view shows the message "No payments to handle"? This means that there are currently no open payments in the system that require processing. You can track already processed payments in the "Reports and monitoring" section.

Why can't I pay the selected settlement? The most likely reason is that there are unresolved notes related to the payment. The system will notify you: "One or more selected payments cannot be made due to unresolved notes." You must first resolve these notes before making the payment.

What does it mean when the employer's separate report is sent as a "no wage payment report"? This means that no wages have been paid for the selected reporting period. However, information must also be provided to the Income Register for such months, so the system automatically sends a "no wage payment" notification.

How do I correct an already sent employer's separate report? If you have sent a notification that contains incorrect information, you need to create a replacement notification.

  1. Go to the "Employer's separate report" view.
  2. Open the report to be corrected.
  3. Select the action "Create replacement report".
  4. Make the necessary changes to the report information.
  5. Send the replacement notification by selecting "Send replacement report".

Keywords

Post payroll, Non-salary payments, employer's separate reports, no wage payment, zero report, replacement report, invalidate report, Income Register, payment processing, search and filter


This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


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