How overused allowance deductions appear in payroll reports
Where a resolved overused-allowance salary deduction shows up in each export format, and why it only appears once.
When an employee leaves having spent more than their pro-rated benefit allowance, CLVR creates an overused-allowance record and asks your HR team to choose how to recover it: as a gross salary deduction or a net salary deduction. Once that choice is made and the record is resolved, the deduction flows into your monthly payroll report so payroll can collect it. This article explains which export formats show it, how it is labelled, and how CLVR makes sure the same deduction is never exported twice.
Which month it lands in
A resolved overused-allowance deduction is added to the payroll report for the month it was resolved, not the month the employee left. So if HR resolves the record in June, it appears in the June report on the Reports page, alongside that month's approved expenses.
Only resolved deductions appear. While a record is still waiting for your HR team to choose how to handle it, nothing is added to any report.
How it looks in each format
The same deduction is represented differently depending on which format you download.
Excel
In the readable Excel export, the deduction is a normal row with:
- Förmån:
Overused allowance - Avdrag/Utbetalning:
Avdrag(a deduction, not a payout) - Brutto: filled in with the amount only when HR chose a gross salary deduction. For a net salary deduction this column is left blank.
This is the easiest format for reviewing the figure before it reaches payroll.
Fortnox
In the Fortnox (PAXML) export, the deduction becomes a salary transaction with the pay code AVDRAG and the description Overused benefit allowance. Because it is a deduction, it is written as a negative amount in the file, so Fortnox subtracts it from the employee's pay.
Flex HRM
The Flex HRM (xlsx) and Flex HRM (dta) exports do not include overused-allowance deductions. There is no pay code (löneart) configured for them in the Flex HRM layout, so no row is produced. If your company imports into Flex HRM or Aspia, use the Excel export to see the deduction and handle it directly in your payroll system.
If you import into Flex HRM or Aspia, an overused-allowance deduction will not be in the import file. Check the Excel export for the same month so the deduction is not missed.
Why it only appears once
The first time you download a report that contains an overused-allowance deduction, CLVR marks that record as already included in that month. From then on it is left out of every later month's report, so re-downloading or generating next month's file never collects the same deduction twice.
Only positive amounts are exported. If a record has no amount to recover, it is left out of the file entirely.
Troubleshooting
- The deduction is not in my Fortnox or Excel file. Confirm the record has been resolved with a gross or net salary deduction. Records still waiting on a decision from your HR team do not appear in any report.
- It is missing from my Flex HRM file. That is expected. Flex HRM exports never carry overused-allowance lines; open the Excel export for the same month instead.
- The Brutto column is empty in Excel. That happens when HR chose a net salary deduction. The amount is still recorded; gross deductions are the ones that fill the Brutto column.
- I expected it in this month but do not see it. Check the month it was resolved, not the month the employee left. It appears in the report for the resolution month, and only once.