Frakt24 - FleetX Academy
Time and payroll · Level 2 · Everyday efficiency

Period approval and payroll export

Learn to approve the period for each employee and send the hours to payroll without errors.

New 15 min Timeregistrering (tid og fravær) · module 43
1

Goals and why

What you will learn

  • approve the days and the period summary for one employee
  • check that the hour types have the right code for the payroll system
  • use the preview to see what the payroll file will contain
  • why an exported period cannot be fixed in the time module

The payroll export is the last step. Everything you have approved in the period becomes lines in a file for the payroll system: working hours, overtime, surcharges and absence. Each line gets the payroll system's own code. You cannot export until every time line is approved and no period summary is still a draft.

After the export the lines are locked, and the period cannot be unlocked again. A mistake must then be fixed in the payroll system. So do all checks before you press Export: check the days, compare against the tachograph and handle the rule breaches.

2

Key terms

Per-employee viewThe Overview menu item under Attendance. Shows one employee through the period, day by day, with the period summary at the bottom.
Team tableThe Summary menu item under Attendance. Shows all employees in one grid per hour type. This is where you start the payroll export.
Period SummaryThe period's hours per hour type for one employee. Approve Period Summary approves and freezes the period. Unlock Period Summary opens it again, but only before export.
Bulk ApproveApproves all the days you have ticked in one go.
External IDThe hour type's code in the payroll system. This is the code in the export file.
Payroll PeriodThe payroll period, from start day to end day in the month. It decides which days are included in which export.
3

Show me

The images show how to finish the period for one employee, where to check the setup, and what the payroll file will contain. Nothing has been exported. Click a part of an image to see what it is used for.

Try it yourself in Steptour

An interactive walkthrough recorded in Frakt24. You click through the steps yourself, and it opens on top of this page.

4

Try it yourself

Put the steps of the payroll routine in the right order.
Your order appears here
5

Check yourself

All correct completes the lesson
Answer all correctly to complete the lesson You see which answers are wrong, and you can try as many times as you like. This lesson counts towards the level 2 badge in Time and payroll: 0 of 5 complete.
1. You open Export in the team table, but the dialog only has Cancel and a red message. What does that mean?

2. The payroll manager calls the day after the export: one driver got four hours too few. What do you do?

3. The payroll file is imported, but overtime lands on the wrong pay code in the payroll system. Where do you look first?

4. You approved the period for a driver and find a mistake on one day before the export. What do you do?

5. A day in the team table is blue. What does that mean?

6. You want to check what the payroll file will contain against the payroll system, without locking anything. What do you do?

7. Midway through the period, the key figures in the per-employee view show a large negative balance for a driver. What is the most likely explanation?

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Trainer notesOnly shown when trainer mode is on
  • Never run a real payroll export in the test company or in a demo. Stop at Load Preview. Download Preview gives a sample file without locking anything.
  • Common support case: Ansattnr (employee number) is empty in the payroll file. It comes from Accounting ID on the employee's profile (the Use from resource card button fetches it from the resource card), not from Employee ID.
  • The test company's payroll period runs from the 1st to the last day of the month. Customers who run payroll mid-month often use the 16th to the 15th.