What is in the Excel payroll export
A column-by-column tour of the readable Excel payroll workbook and what each value represents.
The Excel export is the human-readable version of a monthly payroll report. Where the Flex HRM and Fortnox files are built for a specific payroll system, the Excel workbook is a plain spreadsheet you can open and read to check the amounts before importing them anywhere. You download it from the Excel option in the Download menu on the payroll reports page, and every approved expense for the month becomes one row. This article walks through each column and explains what the value means.
How to open it
On the payroll reports page, find the month you want and open the Download menu, then choose Excel. The file opens in one sheet named Expenses, with one row per expense line and the columns described below. Rows are sorted by the date each expense was completed, oldest first.
Who and where: the identity columns
The first columns tell you which person and which benefit each line belongs to:
- Förnamn and Efternamn: the employee's first and last name.
- Anställningsnummer: the employee number stored for that person. If it is blank, no employee number is set for them.
- Kostnadsställe/Resultatenhet: the cost centre recorded on the employee, if your company tracks one.
- Organisatorisk enhet: the company name.
- Förmån: what the line is for. For a benefit purchase this is the benefit name, for a reimbursed expense report it is the provider the receipt came from, and for an allowance correction it reads Overused allowance.
Dates and reference: which expense this is
- Kostnadsbärande datum: the date the expense was completed (the point it became final), shown in Swedish date format.
- Ordernummer: the internal reference for the expense, so you can match a row back to the exact record in CLVR.
The amounts
These columns carry the money:
- Pris inklusive moms: the amount covered by the employee's benefit allowance, including VAT. This is the figure that belongs on payroll for the line. For a reimbursed expense it is what the employee gets back, and for a benefit purchase it is the allowance-funded portion.
- Pris exklusive moms: the same amount with VAT removed, using the VAT rate recorded on the expense report.
- Avdrag/Utbetalning: whether the line is a payout to the employee (Utbetalning) or a deduction (Avdrag). Reimbursed expense reports are payouts; benefit purchases and overused-allowance corrections are deductions.
Pris inklusive moms is the amount covered by the allowance, not always the full receipt total. Anything an employee paid above their remaining balance is handled outside the payroll file, so the row can be lower than the receipt. For why, see why a payroll line amount differs from the receipt total.
Pay codes and benefit value
The remaining columns are for systems that post against a pay code (löneart). Each pay-code column shows the code configured for that kind of line, and the amount columns next to them carry the value:
- Löneart för nettolöneavdrag/nettolöneutbetalning: the net pay code for the line.
- Brutto and Löneart för bruttolöneavdrag/bruttolöneutbetalning: a gross amount and its pay code, used for lines such as a gross deduction or salary sacrifice to pension.
- Löneart för förmånsvärde and Förmånsvärde: for taxable benefit (BIK) lines, the benefit-value pay code and the benefit value to report. Non-BIK lines leave these blank.
- Löneart för avdragsgill moms and Avdragsgill moms: the deductible-VAT pay code and the deductible VAT amount for a line, where it applies.
Cells that do not apply to a given line are left blank. For example, a non-taxable reimbursement has no Förmånsvärde, and a benefit purchase has no deductible-VAT amount.
The pay codes you see here are the ones set up for each benefit. If a löneart looks wrong, it is a benefit setting, not something the export decides on its own.
Troubleshooting
- A row amount looks lower than the receipt. The Excel file reports the allowance-covered amount, not the part the employee paid over their balance. See why a payroll line amount differs from the receipt total.
- An employee number or cost centre is blank. Those columns are filled from the employee's own details, so a blank cell means the value is not set for that person.
- A pay-code column is empty. That code is not configured for that benefit, or it does not apply to that kind of line (for example, benefit-value codes only appear on taxable lines).
- I need a file to import, not just to read. The Excel workbook is for reviewing. Use the Flex HRM or Fortnox option in the Download menu for an import-ready file. To pick the right one, see choose the right payroll export format.