Visma Løn (DK) Setup & File Export

1. Setting up Emply

1.1 Master data form

Employee master data must contain as a minimum (highlighted):

1.2 Benefits

Go to Settings > Templates > Benefits

Benefits in Emply are set up under templates and can contain employee benefits, allowances and deductions as well as pension schemes. Once set up, they can be found on the payroll group where the respective payroll types are set.

Below is an example of different employee benefits:

Examples on supplements and deductions:

Example of setting up a pension scheme:

Below are the benefit types that have been created under templates/benefits in Emply. You can control which ones apply to each payroll group.

These are activated under Settings > Templates > Payroll > where you either create a new group or select an existing Visma Løn group to edit. Under Export you will find the different benefits that can be activated.

Example of an aggregated payroll file:

1.3 Absence types

Go to Settings > Templates > Absence > select Absence

The absence types used in Visma must at least be created in Emply and can be mapped with your Visma absence codes (MLE-55). Absence types that are not used in Visma are omitted in the setup of the payroll group. Below are examples of absence types:

Export of absence registrations supports:

• Registration of absences
• Deleting absence > Note! The entire registration in Emply must be deleted

Example of an absence file:

Explanation of fields:

Note that opening the file in Excel removes the preceding '0'.

1.4 Employment information for Statistics Denmark

Employment information of the company's employees must be provided by employers to Statistics Denmark. Emply must set up the codes they use on the master data form.

Please note that the export of employment information is limited to one type, it is recommended that this is set to IP350.

2. Import of employees

Employees are imported under Employees > Organization, with the Visma Løn form for importing employees, which is selected in the overview of forms:

The payroll info is then imported. Under Employees > Payroll > click on 'Import payroll info' you can download an example of importing a payroll file and which payroll fields the following contains:

• Payroll
• Benefits
• Supplements & deduction
• Pension scheme

For more information on managing the import of employees, see the following article: Import employee information to master data.

For more information on how to handle the import of payroll info, see the following article: Import Benefit information.

Below, employment conditions and fixed salary will be discussed.

2.1 Employment conditions

Note that most employment relationship fields are hardcoded to values on the employee's payroll widget.

Department code can be mapped with Emply's department information.

Dimension codes 1-6 correspond to 'Optional 1-6' in 'MLE-30-ANSF'.

Employment relationship data is set up in different places in Emply, as indicated in the column below:

Example of setting up employment relationships

Dimensions are used in Visma Løn for e.g. bookkeeping.

The form element of type 'Options' is set up:

2.2 Fixed salary

Please note that this part must be included in the file.
Please note that only the salary type for salary needs to be filled in.

Activate FTE salary > will send the FTE salary to Visma Løn.

FTE Salary is calculated in Emply based on the salary specified in the agreement. See the example below:

3. Setting up payroll groups

When setting up payroll groups in Emply, you as a customer must provide the following codes in order to set up 'Export':

• Visma codes
• Absence codes
• Severance codes

3.1 Create payroll group(s)

A payroll group must be created in Emply per payroll group in Visma Løn, for example blue and white collar employees.

Go to Settings > Templates > Payroll > create or click on the payroll group and select Export.

You need to enter the following for each payroll group with Visma Løn:

• Company code (same for all payroll groups)
• Employer ID (same for all payroll groups)
• Job category (defines employees on the payroll group)
• Payroll group (defines employees on the payroll group)

Below is an overview of how to set up a Visma Løn payroll group in Emply:

3.2 Payroll file settings

File name

The file name format has 3 options. In addition, the file name can only be used once during loading and can consist of a maximum of 20 characters. This is important to remember if you want to load the files manually during the test phase.

If you are using or considering using Visma's FTP service, the above setting is not important as the files are renamed on the FTP server.

3.3 Records and payroll files

It is possible to send all records in the same file or in separate files:

1. Include in file - record will be included with the master data file
2. Include in a separate file
   • a file is created instead, which can be useful if you manually upload files to Visma Løn
3. Do not include - record will not be exported

4. Testing the payroll file

Once the payroll file is set up, it needs to be tested so you can approve the payroll file and delivery.

The test works like generating a regular payroll run and is created by going to Employees > Payroll > click '+New payroll' > enter title, period and payroll group/employees and click 'Generate':

Once the payroll has been generated, it will then be found in the list of payrolls. Here you select the desired payroll run, click on 'Generated files' and click on the generated payroll file(s).

Please note that it is recommended that the payroll file is checked by a Visma Løn consultant.

It is possible to manually handle the payroll files by exporting the payroll file in Visma Løn.
If you want the payroll files to be delivered directly to Visma Løn, you can set up FTP in Emply.

5. FTP setup

With FTP setup, payroll files can be delivered directly to Visma Løn, and with automation setup in Emply.

On the payroll template at the bottom under 'Export', the files can be set up to be sent to Visma's FTP server* or an external payroll partner.

You get the FTP information from Visma, which is filled in. Enter the information and finish by clicking 'Check connection'.

*Note that Visma offers this paid service. They can also offer to set up a test payroll database where the payroll files are tested.

6. Setting up automation

By setting up an automation in Emply, it is possible to create payroll files for your payroll groups automatically.

The payroll files are then automatically sent to your FTP server.

Go to Settings > Automation > click '+ New workflow' > enter title > select 'Payroll group'.

Tap 'Scheduled' and select when to trigger the automation. As shown in the example below, it is recommended that the automation is triggered as late in the week as possible. Therefore, this is selected to be triggered on Sundays at 23:00 every week.

Next, you need to select which criteria must match in order for the automation to be triggered. Here you select 'Payroll group' and then select the desired payroll group. If you want multiple payroll groups to trigger the automation, select the 'or' criteria as shown below. Finish by clicking 'Save'.

Then add the action by pressing '+ Add action' and select 'Payroll integrations'.

Here you can select delay, criterion and period. In this example, 'Current week' is selected for the period. Finish by clicking 'Save'.

Ultimately, automation will look like this: