How a Benefit Store purchase salary deduction is handled outside the export
Why the salary-deduction remainder on a Benefit Store purchase is intentionally left out of the payroll export files, and where to account for it instead.
When an employee orders something from the Benefit Store, the cost can be split between their benefit allowance and a salary deduction. The payroll export files you download from CLVR carry only the amount the allowance covered. The salary-deduction remainder is deliberately left out of those files, because the export is a benefit-reporting file, not a record of every money movement. This article explains what is in the export, where the deducted remainder belongs instead, and why receipt overshoots never appear at all.
What the export files actually report
Every payroll export (Excel, Fortnox, Flex HRM (csv), and Flex HRM (dta)) reports one thing per expense: the benefit value the employer credited to the employee this period. In practice that is the amount drawn from the benefit allowance:
- For an uploaded expense report, it is the reimbursement paid to the employee.
- For a Benefit Store purchase, it is the part of the order the allowance paid for (the förmånsvärde, before the social fee).
Anything that did not cross the allowance boundary is not in the file. That is by design.
Where the salary-deduction remainder sits
When a purchase costs more than the employee's remaining allowance, CLVR (or the provider) has already fronted the full order, so the uncovered remainder has to be recovered from the employee's salary. You will see this split on the expense itself, not in the export file.
Open the purchase and look at the Payment Breakdown card. It shows two lines:
- Paid using allowance: the part the benefit allowance covered (this is the amount that lands in the export).
- Deducted from paycheck: the remainder recovered through the employee's salary.
The same amount drives the warning notice on the purchase, telling the employee how much will be deducted from their next paycheck.
The "Deducted from paycheck" amount is a salary deduction, so it belongs with your normal salary handling for that employee, not with the benefit reporting in the export file. CLVR records the figure on the purchase so you can reconcile it, but it never writes a salary-deduction row into the export.
Receipt overshoots are different (and also absent)
It helps to keep purchases and uploaded receipts separate:
- Benefit Store purchase: CLVR or the provider paid up front, so any uncovered remainder becomes a salary deduction (handled outside the export, as above).
- Uploaded expense report: the employee paid out of pocket. If the receipt is larger than the allowance can cover, the excess is simply not reimbursed. It is the employee's loss, not a deduction, and it never appears in the export.
In both cases the export shows only the allowance-covered amount, so the number on a payroll line can be smaller than what the employee paid or ordered.
Why this matters for reconciliation
If you compare an export total against provider invoices or receipts, the figures will not match one for one, and that is expected:
- The export reflects benefit value credited, not the full order price or receipt total.
- Purchase remainders are recovered through salary, so account for them there.
- Receipt overshoots are absorbed by the employee, so there is nothing to account for.
For the full set of rules that decide which expenses reach a given month's report, see which expenses appear in a payroll report.