What is in the Flex HRM export (xlsx and dta)

How a monthly report becomes a Flex HRM import file: the header rows, the data rows, and when one expense becomes two lines.

The two Flex HRM formats, Flex HRM (xlsx) and Flex HRM (dta), are built for direct import into Flex HRM (and Aspia, which reads the same format). Both turn the approved expenses for a month into the standard Flex HRM import layout: a couple of header rows that describe the file and the period, followed by one or two data rows per expense. This article walks through what each part of the file contains so you can sanity-check it before importing.

Where the file comes from

On the Reports page, open a month, select Download, then choose Flex HRM (xlsx) or Flex HRM (dta). Both formats hold the same data for that month; only the file type and a single header row differ. The file is named after the report month, for example 2026-05-flex-xlsx-report.xlsx or 2026-05-flex-dta-report.dta.

The header rows

Every Flex HRM file starts with the same two rows before any expense data:

• Version row. A fixed version line (Version: 1.3 Manuellt skapad) that tells Flex HRM how to read the file.
• Date row. Three dates: the transaction date (the day you generate the file), the period start (the first day of the report month), and the period end (the last day of the report month).

The Flex HRM (xlsx) file then adds a third row, a column-description header (Anstnr, Löneartsnr, ..., Belopp, and so on), so you can read the spreadsheet at a glance. The Flex HRM (dta) file deliberately leaves that row out, because Flex HRM would otherwise read the column titles as if they were an employee's data.

The data rows

After the headers, each line is one payroll entry. Only three columns are filled in:

• Anstnr: the employee number.
• Löneartsnr: the payroll code (löneart) configured for that benefit or category.
• Belopp: the amount, which is the portion of the expense covered by the employee's allowance.

The cost-center columns (Kontering) and the quantity columns are intentionally left empty. The xlsx file carries extra trailing columns from the Flex HRM template, but they stay empty too.

When one expense becomes two rows

Most expenses produce a single row. A non-BIK expense report splits into two rows when both of these are true: its category has an avdragsgill-moms (deductible VAT) payroll code configured, and the receipt has a VAT rate above zero. In that case CLVR writes:

• a net row on the regular payroll code (the covered amount excluding VAT), and
• a separate VAT row on the avdragsgill-moms code (the deductible VAT portion).

The two amounts add up to the full covered amount. For more on this, see how deductible VAT is split on payroll lines.

What gets left out

A few things never appear as rows in the Flex HRM file, by design:

• Expenses with no payroll code for their category or benefit (the line cannot be built, so it is skipped).
• Zero amounts, including a split where the net or VAT part rounds to zero.
• Overused-allowance deductions, which have no payroll code configured and so produce no Flex HRM rows. They still show up in the readable Excel export.

If an expense you expected is missing, see why an expense is missing from the payroll export.

Troubleshooting

• My import sees one row too many at the top. You are likely importing the Flex HRM (xlsx) file, which includes a column-description header row. For machine import, use Flex HRM (dta), which omits that row.
• An employee's lines are blank or missing. Check that the employee has an employee number and that the relevant category has a payroll code set. Without a code, the line is skipped.
• A line shows less than the receipt total. Belopp is the amount covered by the employee's allowance, not always the full receipt. See why a payroll line amount differs from the receipt total.
• I expected one line but see two. That is the deductible-VAT split: a net line plus a VAT line that together equal the covered amount.