Export payroll data

A payroll export collects approved workdays into a batch. You then download the data as a file or deliver it to a selected target. Creating a batch, delivering the data and paying wages are separate steps.

You need permission to process payroll data. An employee’s confirmation alone is not enough: the workday must also be approved. The payroll period does not need to be locked before export.

Set up an export target

Open Settings → Pay & export → Payroll data targets and add a target. The target defines the payroll system, file format, delivery method and employees whose data will be exported to it.

Setup has five steps:

1. Choose the payroll system or another recipient. Kelomo suggests suitable settings.
2. Choose a delivery method, such as file download, email, SFTP or direct transfer. The options depend on the system.
3. Choose the export content and employee identifier. The data can contain pay items calculated by Kelomo or hours for the payroll system to calculate from. Direct transfers to Netvisor and Lemonsoft use hours.
4. Select a staff group or all employees. You can also limit the target to selected employers.
5. Name and create the target.

Then complete the target’s settings:

• General: basic details, employee scope and file-format options.
• Delivery: connection details, credentials or recipients.
• Pay codes: how hours, supplements and other items calculated by Kelomo correspond to the payroll system’s pay codes.
• Tracking levels: identifiers for items such as projects and cost centres in the target system.
• Deliveries: earlier sends and their outcomes.

You cannot change the file format, export content or employee identifier after creating a target. If you need a different configuration, use the copy action and review the new target’s settings.

Check pay codes and employee identifiers

Match the items to be exported with the correct pay codes. Obtain the codes from your payroll system administrator or accounting firm. Each target has its own mappings.

Leave days transfer as days to a pay code whose unit is count. To an hours pay code, a leave day with no hours (for example a Saturday counted as a leave day) goes as 0 h. The count unit requires the day type’s Exported as a count setting to be on.

Netvisor’s hours transfer uses work-time type numbers. You can fetch Lemonsoft’s pay codes from its customer database in the target settings. Lemonsoft identifies employees by employee number.

Make sure each employee has the identifier required by the target. A reason for proceeding cannot replace a missing identifier.

Email and direct transfer

For an email target, save the Recipients, one address per line. Subject and Covering note are optional. Payroll data is sent as an attachment; do not put payroll figures in the covering note. Check the addresses carefully and make sure the recipients are authorised to handle the data.

Send a test message helps you check delivery. Ask the recipient to confirm that the test reached the correct address. A successful test does not mean the payroll data itself has been delivered.

For a direct transfer, choose the correct environment and save the target system’s credentials. Test the connection before the first export. The connection test does not transfer hours, and success alone does not confirm that pay codes and employee details are correct.

During setup, test a small, controlled set of data in a test environment if one is available. Check the employee, date, pay code, hours and unit in the receiving system. In Lemonsoft, pay particular attention to the minutes or hours setting: rounding to whole hours can change the amount. Send only appropriate live data to production.

Create and deliver a batch

1. Open Organisation → Payroll data.
2. Select the period and, if needed, a staff group. Also check whether to include unexported days from earlier periods.
3. Review the pre-export checks. Complete missing information and handle pending approvals.
4. Select Create export batch and review the breakdown.
5. Select Export to target, check the target and summary, then confirm delivery. For a download target, save the file and pass it on through your agreed process.
6. Check delivery history and receipt in the payroll system.

A batch includes only approved days that have not already been assigned to an export batch. Late days from earlier periods are included only when the corresponding option is selected. Locking the period does not select this option.

If the data is incomplete

An unfinished period and a calculation error are different issues. You can create a batch from completed days even if some days are missing or still awaiting approval. Those unfinished days will not be in that batch.

Missing pay-code mappings, calculation exceptions and certain break warnings can prevent batch creation. Correct their causes first. In some cases, Kelomo offers an option to proceed with a reason. This does not fix the problem: some data may be left out. Use an override only when you have established its effect and how the missing data will be handled.

The batch’s calculation remains unchanged, but delivery also uses the export target’s settings. If pay-code mappings change, for example, a newly generated file may differ from the one sent earlier.

Absences to Lemonsoft

Lemonsoft’s hours transfer exports hours only. Absences are exported as a separate transfer to Lemonsoft’s HR calendar, from which payroll picks them up. In the hours transfer, mark the absence record types Not exported.

Open the Absences tab of the Lemonsoft export target. Fetch the absence reasons from Lemonsoft and choose a reason for each absence type, or mark the type Not exported. The reason’s pay code and income register settings are configured in Lemonsoft. Partial-day absences are exported in hours only if you select Partial-day absences in hours; this requires an absence-day count formula to be defined in Lemonsoft.

On the batch delivery page, the Absences to Lemonsoft section lists the approved absence periods within the batch period and their status. Each contiguous period is exported as one entry, and Lemonsoft counts the days. A period that already exists in Lemonsoft for the same person, period and reason is not sent again. A period cancelled or moved in Kelomo is exported as a reversal entry and, where needed, a new entry; entries in Lemonsoft are not edited from Kelomo.

Entries are saved in Lemonsoft with the status Recorded. Approval is done in Lemonsoft.

Check delivery before retrying

A failed delivery may have partly succeeded. Check the breakdown to see which records are marked as delivered and which failed.

Retry continues a failed delivery. Sending an already delivered batch again is a separate action requiring explicit confirmation and a reason.

There is an important difference between the direct transfers:

• The Netvisor transfer sends the days again and replaces the working-time data for those employee-days. This may also replace information entered in Netvisor from other sources. An approved or locked day may prevent another transfer. Agree the next step with your payroll team; do not change the batch dates simply to bypass a lock.
• A normal Lemonsoft retry skips records whose successful delivery has been recorded in Kelomo. Do not remove those records from Lemonsoft as a precaution: the retry will not restore them. An explicitly confirmed resend of the whole batch can add the same records again.

If the connection was interrupted and receipt of a record is uncertain, check the target system before sending again. This is especially important with Lemonsoft, where another send adds a record rather than replacing the existing one.

Correct data or cancel a batch

Choose the correction method according to what changed:

• Correct an error in a workday entry through the day itself. See Correct an already confirmed day.
• To review the effect of a retrospectively changed calculation rule, for example, use the batch’s Retroactive correction section. Select Preview correction, review the differences and approve a justified correction with a reason. The approved correction can be included in the next batch.
• Cancel batch returns exported days still attached to the batch to draft. The original calculation remains in the history. Cancelling does not remove data already delivered to the payroll system.

Not every export format supports corrections. Netvisor’s hours transfer supports replacing a workday, but not sending the difference from a retroactive recalculation. Lemonsoft’s hours transfer supports neither type of correction. Agree how to handle these corrections with your payroll team. Do not try to correct delivered data simply by sending it again.

A locked payroll period also prevents batch cancellation. See Close the payroll period.