This is the complete guide to the integration between Visma Lønn Norge and Workfeed. The integration itself is very simple, but naturally, some questions come up along the way when it comes to paying wages. You can find answers to all your questions below!
Setting up the integration
Make sure all your employees are created in Visma Lønn Norge.
Open 'Settings' ⚙️, then 'Integrations' 🖇️ and scroll down to 'Open payroll integrations'.
Then open Visma Lønn Norge in the menu on the right.
Next, you need to enter the employee numbers from Visma Lønn Norge for your employees or choose 'Ignore'.
Note: Review all users and ensure they are either matched or ignored, as this determines how hours are assigned to the correct employees in Visma Lønn Norge. Hours are sent to all hourly-paid employees. Hours for ignored users, salaried employees, and users without an hourly wage will not be sent.Then you need to enter the desired payroll code for hourly wages.
Make sure to keep the integration up to date when you hire new employees by going to the integration you set up originally (see point 2). Then click 'Match users' again.
Choose whether you want to use deductions or not.
Send hours from Workfeed to Visma Lønn Norge
To send hours to Danløn, click 'Schedule' 📅 in the top left corner of the schedule and then select 'Time tracking' 💰.
In time tracking, make sure to set the correct period so the correct hours are sent to Visma Lønn Norge. If you have set your payroll period correctly, you should select 'Last payroll period', but you can set whatever date range you need to send hours for.
Note: Go to 'Settings' ⚙️ > 'Time tracking' 💰 > 'Pay period' to set your pay period, so you can easily select it in the future.
If you use the time clock or otherwise allow employees to register their own hours, all shifts that are pending approval will appear in the blue button in the top right corner. If you do not approve shifts before sending hours to Visma Lønn Norge, the scheduled hours in Workfeed will be sent to Visma Lønn Norge. When you approve the shifts, the approved hours will be sent to Visma Lønn Norge.
Review the employees' hours and check that everything looks correct before clicking 'Export...' in the top right corner.
A window will now open, where you have the opportunity to double-check that you have taken everything into account:
Has the period ended? So you do not send hours that have not been worked yet.
Are all employees matched?
Are there any shifts with changes pending approval?
Note: You can still export the hours even if not all rules are met. For example, if you know there is an employee who is missing a match, but whose hours also should not be exported.
When everything looks correct, click 'Choose payroll integration'.
After that, you need to choose an active Visma Lønn Norge integration or set up a new integration (follow the steps in 'Setting up the integration').
Check that all users are matched correctly. If there are any users who are not matched, you can click 'Open user matching' and make sure they are set correctly. In addition, the client number and employer number must be filled in correctly before you click '💰Continue to payroll export'.
When everything looks correct, select 'Send to Visma Lønn Norge'.
A CSV file is then downloaded, which can be imported into Visma Lønn Norge.
Setting up supplements for the Visma Lønn Norge integration
If you have set up supplements in Workfeed, you can define which line in Visma Lønn Norge the supplement should end up on. This is done by entering a pay code for the supplement in Workfeed that also exists in Visma Lønn Norge.
You can read more about supplements here.
Errors during export
The integration usually works without any issues, but sometimes things do not go quite as smoothly as you would like. Here are a few tips on how to identify an error in your export to Visma Lønn Norge.
Make sure everything looks correct in Workfeed. If, for example, the supplements are set up incorrectly in Workfeed, the transferred hours in Danløn will also be incorrect.
Review the setup in Workfeed again:
Open user matching in the Visma Lønn Norge integration (follow the explanation in 'Setting up the integration'). Here, make sure that all employees are matched to the correct employee in Visma Lønn Norge. You should also select 'Ignore' next to the employees whose payroll should not be sent. This includes, for example, all full-time employees in Workfeed.
Check that all employees whose payroll should be sent to Visma Lønn Norge have an hourly wage entered in Workfeed. You can check this for each employee by opening their profile in the team list, clicking 'Edit profile', and scrolling down to the 'Pay' field.
Are the pay codes on your Workfeed supplements correct? Check that the pay codes entered on your Workfeed supplements are pay codes that Visma Lønn Norge recognizes. The field must either be left empty or contain a Visma Lønn Norge pay code. Further up, you will find an explanation of pay codes and supplements.
FAQ
Who are hours sent for to Visma Lønn Norge?
All matched employees with an hourly wage are sent to Visma Lønn Norge when you click 'Send to Visma Lønn Norge'. We do not send hours for employees who are missing an employee number, have been ignored, do not have an hourly wage, or receive a monthly salary.
Do I need to create employees in both systems?
Yes, you need to have employees created in both systems. To send hours to Visma Lønn Norge, it is important that the same employee also exists in Visma Lønn Norge and has the correct employee number entered in Workfeed.
Can I send hours from one Workfeed account to two Visma Lønn Norge accounts?
Yes, you can set up multiple Visma Lønn Norge accounts and choose which departments/employees you want to export hours/payroll for.
What happens if I do not approve clocked times before exporting to Visma Lønn Norge?
If you do not approve your clocked times, the scheduled times will be sent to Visma Lønn Norge. For example, if you have just enabled the time clock and not everyone has started using it yet, you can easily choose to skip the approval and simply send the scheduled hours to Visma Lønn Norge.
How do I include my bookkeeper?
If you have a bookkeeper, it's important that at least one person has access to both systems. It can be difficult to understand the hours transfer if you cannot see what is being transferred in Workfeed. You can create your bookkeeper just like you would create an employee, and make sure to give them administrator access.
It looks incorrect in Visma Lønn Norge. What should I do?
There are several reasons why the hours may not look exactly as expected. We recommend reading this entire article through. Otherwise, we point out a few things in the last section of the article that may help.