This guide helps you use the Reports and tracking section. You will learn to view earning payment reports, track payment handling, manage non-salary payments, and view employer's separate reports and salary vouchers. This view has five different tabs, whose functions are described below.

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Earnings payment reports

In this view, you can track the statuses of earnings payment reports, manage them, and perform necessary actions such as sending, invalidating, or creating new versions.

Go to section Reports and Monitoring -> Earnings payment reports.

Filtering earnings payment reports

You can filter the view in several ways to find the reports you want.

  • Click Search and filter.
  • You can search for employees in the search field.
  • Select the desired status from the Status dropdown menu. By default, "All But Delivered" is displayed. You can also select "All statuses" or an individual status such as "Rejected" or "Pending".
  • Set the desired time range using the Start date and End date fields.

Earnings payment reports table

Reports are grouped by default according to the Payment date .

  • Employee: Shows the employee's name. Clicking the name allows you to view the payslip.
  • Pay period: The pay period of the report.
  • Latest report version: Indicates whether it is an "Original", "Replacement", or "New" report. If there are multiple versions, you will also see the number of previously created versions.
  • Status: The current status of the report in the Income Register.
    • Not sent: The report has not been sent.
    • Rejected: The Income Register has rejected the report.
    • Pending: The sending of the report is in progress.
    • Delivered: The report has been successfully delivered to the Income Register.
    • Cancellation Pending: The invalidation request for the report has been sent.
    • Cancellation Rejected: The Income Register has rejected the invalidation request.
    • Rejected: The report has been invalidated.
  • Creation time: The creation time of the report (date and time).

Mass handling of reports

You can perform actions on multiple reports simultaneously by selecting the desired rows from the table. The selected actions are displayed in the toolbar at the bottom of the table.

Available actions:

  • Send report: Sends the selected reports whose status is "Not sent" or "Rejected".
  • Update data from settings: Updates the data of selected reports in "Not sent" or "Rejected" status with the latest settings.
  • Edit: Allows editing the information of reports in "Not sent" or "Rejected" status (which are first versions).
    • Click Edit from the menu that opens under the Edit button, either Edit payment date or Edit pay period.
    • In the window that opens, select a new payment date or pay period.
    • Confirm by clicking Save changes.
  • Cancel Report: Sends an invalidation request for selected reports whose status is "Delivered" or "Cancellation rejected".
    • Select Cancel Report.
    • A confirmation window opens. Confirm by clicking Send cancellation request.
  • Create new version: Creates a new version of selected reports whose status is "Cancelled".
    • Select Create new version.
    • In the window that opens, select the information with which the new version will be created:
      • Use latest data: Updates data from company and employee settings.
      • Keep original data: Copies data from the cancelled report to the new version.
    • Confirm by clicking Confirm and create new version.

Payment handling

In this view, you can track the sending of pay batches to the bank and their statuses. Payments created in the program are reviewed in a table where information is displayed in columns.

Go to section Reports and monitoring -> Payment handling.

Filtering payments

  • Click Search and filter.
  • You can search for payments using free text search (searches by recipient's name).
  • Set the time range using the Due date start and Due date end fields.
  • Select the desired status from the State dropdown menu: "Batch paid", "Batch open" (can also mean status "open"), "Batch failed" or "Status unknown".
  • Select the Payment account from which the payments were made.

Payments table

The view is grouped by the Creation time (date and time) of payment batches. The group-level row shows a summary of the entire payment batch. You can expand the row to see individual employee payments included in the batch.

  • Creation time / Recipient: At the group level, shows the creation time of the batch. On an individual row, shows the employee's name.
  • Due date: The due date of the payment batch or row's payment material.
  • Payment date: The payment date of the payment batch.
  • Employee's account: The employee's IBAN account number and BIC code.
  • State: Shows the status of the payment batch or individual payment.
    • Batch states: Batch paid, Batch open (includes statuses "Creation in progress", "In progress", "Partially bank approved" or just "open"), Batch failed, Status unknown.
    • Payment statuses: Paid, In progress, Payment failed.
  • Amount (Quantity): The amount of the batch or individual payment. The column shows the quantity of the payment material.
  • Actions (three dots): The three-dot icon at the end of the row can be used to open the history of the payment or batch.

Viewing payment history

By clicking the three dots in the Actions column, you can view the history of the payment or payment batch.

  • You can see information about the Payment account used and the Batch ID or Payment ID.
  • Log entries show timestamps and statuses of events, such as "Payment sent", "Bank approved batch" or "Payment succeeded".
  • If payments have been attempted to be sent multiple times, you can see each Sending attempt separately.

Non-Salary Payments

In this view, you can track non-salary payments such as self-assessed taxes, garnishments, and trade union dues.

Go to section Reports and monitoring -> Non-Salary Payments.

Filtering Non-Salary Payments

  • Click Search and filter.
  • You can search for settlements using free text search.
  • Set the time range using the Due date start and Due date end fields.
  • Select one or more statuses from the Status menu: "Failed", "Not paid", "Pending" or "Paid".
  • Select one or more types from the Payment type menu: "Self-assessed taxes", "Enforcement" or "Trade union membership fee".
  • Select the payment account you want to view from the paid from account menu.

Non-Salary Payments table

The view has a table where information is displayed in columns. The view is grouped by payment date.

  • Payment: At the group level, shows the payment date and the number of settlements. On an individual row, shows the payment type ("Self-assessed taxes", "Enforcement", "Trade union membership fee") and pay period. Clicking the payment type allows you to view payment details.
  • Due date: The due date of the settlement.
  • Status: Shows the status of the non-salary payment or batch.
    • Group-level statuses (summary): Failed (at least one payment failed), Not paid (awaiting manual handling), Pending (at least one in progress), Paid (all paid).
    • Individual payment statuses: Paid, Pending, Not paid, Failed.
  • Paid from account: The name of the payment account and IBAN account number.
  • Receiver: The name of the payment recipient and IBAN account number.
  • Amount (Quantity): The total amount of the batch or individual non-salary payment. The column can check the sum of non-salary payment both by payment and by due date total.
  • Actions (three dots): The three-dot icon at the end of the row can be used to open the transaction history of the non-salary payment or batch (works like in the "Payment handling" view).

Viewing payment details

By clicking the link of the payment type in the Payment column (e.g., "Enforcement"), you open the payment details window.

  • The window has two tabs: Payment details and Related payslips (or Related earning payment reports).
  • Payment details tab shows a summary of the payment. Note that this information is for viewing only, and you cannot edit it in this view.
  • Related payslips / -reports tab shows:
    • Self-assessed taxes: A summary of the batches related to the payment ("Withholding taxes", "Health insurance contributions", "Deductions", "To be paid") and the related payslips in the table.
    • Other non-salary payments (Enforcement, Trade union membership fee): A summary of the amount to be paid and the related payslips and employees in the table.

Employer's separate reports

In this view, you can track and manage employer's separate reports.

Go to section Reports and monitoring -> Employer's separate reports.

Filtering separate reports

  • Click Search and filter.
  • You can search for reports using free text search and different search criteria.
  • Select the desired status from the Status dropdown menu. By default, "All statuses" is displayed.
  • Set the desired time range using the Start month and End month fields.
  • Select from the Version dropdown menu whether you want to see "Original" or "Replacement" versions.

Table columns

The table contains the following columns:

  • Month: The reporting period of the report, i.e., month and year (e.g., "January 2024"). This is a link that you can click to view detailed information about the report for that month.
  • Version: Possible types are:
    • Preview: A draft of the report that has not been sent.
    • Original: The first sent version of the report.
    • Replacement: A report created to replace a previously sent version.
  • Delivery status: Each separate report has a status indicating its processing stage. The statuses are:
    • Not sent: The report has not yet been sent to the Income Register.
    • Delivered: The report has been successfully sent and received in the Income Register.
    • Rejected: The Income Register has rejected the report due to errors.
    • Cancelled: The report has been invalidated in the Income Register.
    • Delivery failed: The technical sending of the report failed.
  • Subjected salaries:
    • This row shows the total amount of salaries and payments that were 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 "Salaries subject to health insurance contribution" amount. This is the actual payment before any deductions.
  • Deductions:
    • This row shows the total amount of possible deductions that reduce the amount of the health insurance contribution to be paid.
  • 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" minus "Deductions"

Viewing report details

You can open a report for an individual month for review. You can access the view by navigating to "Reports and obligations" -> "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 review different versions of the report:

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

Summary cards

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

Detailed information

The actual information of the report is divided into five expandable sections that the user can open and close. There are also "Open all" / "Close all" buttons available.

  1. Report details:
    • Shows the identifiers of the report, such as "Action type" and "Report ID"
    • Also shows the reporting period.
  2. Income types:
    • Lists the income types related to the report (e.g., "Employer's health insurance contribution (total)") and their amounts.
    • If the report is a replacement and in edit mode, an edit button is visible here.
  3. Insurances:
    • Specifies "Earnings-related Pension Insurances" and "Occupational Accident Insurances" and their details, 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 report and their responsibility roles (e.g., "Salaries"), name, phone number, and email.

Actions bar

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

Related earning payment reports tab: Lists all the earning payment reports for that month from which the separate report information has been calculated.


Salary Vouchers

In this view, you can follow the salary vouchers formed from payments. The payments created in the program are reviewed in a table where the information is displayed in columns.

Reports and monitoring -> Salary vouchers

Filtering vouchers

  1. Click "Search and filter".
  2. Search for vouchers using a free text search.
  3. Select the desired salary group or salary groups from the Salary Group drop-down menu.
  4. Define the time period using the "Start date" and "End date" fields.
  5. Select the desired type from the "Date type" drop-down menu: "Payment date" or "Voucher date".

Vouchers table

The view is grouped by payment date. The columns are payment date, vouchers date, amount of included payslips, total debit, and total credit. From the three-dot icon at the end of the row, you can preview the voucher or download the voucher as a CSV file.

Viewing voucher details

  1. Click the payment date in the "Payment date" column to open a drop-down menu.
  2. Open the voucher for preview from the payment date field in the appearing row.
  3. View the bookkeepping accounts, postings (debit and credit), and their totals in the preview.

Possible errors and solutions

  • Withholding tax cannot exceed the salary in money.
    • Explanation: The withholding tax reported in the earning payments report is greater than the salary in money paid.
    • Solution: Check the payslip and correct the amount of withholding tax on the earning payment report.
  • Both withholding tax and tax at source cannot be reported on the same report.
    • Explanation: Both taxation methods have been used on the report.
    • Solution: Correct the report so that it contains only either withholding tax or tax at source, depending on the employee's tax liability.
  • Payer's report reference is mandatory if it is a new report.
    • Explanation: A unique report reference is missing from the new report.
    • Solution: This is usually handled automatically by the system. If the error persists, contact support.
  • Recipient's address information is mandatory if the recipient does not have a customer identifier.
    • Explanation: A foreign or non-identification number employee is missing an address.
    • Solution: Go to the employee's information and update their address information. Then create or update the earning payments report.
  • Recipient's professional category is mandatory information.
    • Explanation: The professional category (TK10) required by the Income Register is missing from the employee's employment information.
    • Solution: Go to the employee's employment information and define the professional category. Then update the earning payments report.
  • Employment ended before the end date of the payslip's pay period.
    • Explanation: The payslip's pay period continues after the employment end date.
    • Solution: Check the payslip's pay period and the employment end date. Correct either as needed.
  • Reference number is missing. Provide a valid reference number.
    • Explanation: A reference number is missing from the non-salary payment (enforcements or trade union membership fees).
    • Solution: Go to the "Reports and monitoring" view, find the payment, and edit it by adding the missing reference number.
  • Due date has already passed. Select a future date.
    • Explanation: You are trying to pay a non-salarypayment whose due date is in the past.
    • Solution: Go to the "Reports and monitoring" view, find the payment, and change it to a new due date in the future.

Frequently asked questions (FAQ)

  • Why can't I cancel an earning payment report? Only reports with the status "Delivered" or "Cancellation rejected" can be attempted to be invalidated. If the report status is "Pending" or "Cancelling in progress", you must wait for the Income Register to process the previous request first.
  • In the Non-Salary Payments view, the payment status is "Not paid". What should I do? The status "Not paid" means that the payment is awaiting manual handling and sending to the bank. This may be due to either settings (automatic payment is not enabled) or missing information (such as reference number) during the payroll phase. You can handle these payments in the "Post Payroll" -> "Non-Salary Payments" view.
  • I am trying to filter employer's separate reports, but I get an error message "Start month must be..."? Employer's separate reports have been delivered to the Income Register only since 1.1.2019. You cannot filter or search for reports earlier than this date. Correct the filter's Start month to be at least "01-2019".

Keywords

Reports, tracking, earning payments reports, payment handling, Non-Salary Payments, settlements, employer's separate reports, Income Register, EPR, ESR, filtering, status, history, error messages, payment status, batch status, invalidation, replacement report, salary vouchers

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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