You can find the earnings payment report under Notifications > Incomes Register > Earnings payment report.
Earnings payment reports
Earnings payment reports are created when an employee has received salary or other payments. Each salary/compensation payment must be reported to the Incomes Register within five calendar days of the payday. The reports may also be submitted in advance, taking into consideration that the report may not be submitted earlier than 45 days prior to the payday of the slip.
You can also use the earnings payment report to report salary slips and travel invoices with the status Approved, Sent, Payment queued, Payment sent to bank, Paid, or Marked paid.
By default, all of the unreported receipts with a suitable status and date will be picked for new reports. Nonetheless, if necessary, receipts may be removed from a report. In this case, they will not be reported at that time.
The reports will be created for either salaries or travel invoices at a time. If both have been paid, separate reports will be created for each.
In the same view, you can search for reports that have already been submitted. In this case, you should select either “Salaries” or “Travel invoices” as the search criteria. You can filter the search on the basis of Payment date, Salary period, Social security number, Reports with errors, Sub-organization identifier, Name, Incomes Register reference, or Source number. You can use the Search button to start the search for submitted reports.
Creating an earnings payment report for salary slips
You can start to create a new earnings payment report in the Earnings payment report view.
You can create an earnings payment report by clicking Create reports. This opens a view showing the created report data. On the left, you can see the reports created of the salary slips, sorted by salary slip. On the right, you can see report data depending on what you have selected for viewing at the time.
Before creating an earnings payment report, it may be necessary to check the certificate used in “Incomes Register certificate to be used” under Personal information and settings. For example, an accounting office user can save in their own information an accounting office certificate, which will then be used when submitting customer reports. Read more on the use of certificates here.
The Delivery data button opens the payer details sent with the report.
The Payer datum comes from Management > Company info > Basic info in Procountor.
Record submitter indicates the certificate to use for sending the report in question. The information is obtained from the user’s Personal information and settings.
Contact person will be automatically populated with the details of the person who created the report.
The Sub-organization identifier will be filled in, if the company uses a specific sub-organization identifier. Otherwise, it should be left empty.
Opening earnings payment reports
All salary lists picked for the report data are listed on the left-hand side of the page. From the employee name shown on the list, you can switch to view the income paid to the employee and other information using the Income data and Earner data tabs.
You can pick an employee’s salary slips with the same salary period and payday for the data. All of the salary slips picked for the data of an employee are listed above the Income data tab.
The deadline for reporting the data in question is shown in the top right-hand corner.
All of the income types used in the pay slips are listed on the Income data tab. The yellow row specifies the income types that require additional information. The Total row shows all of the report data transferred from the income types used.
If you have created a pay slip for the employee with a different salary period or payday than in the other salaries on the report, it will be separated into separate report data. The image below shows an employee’s pay slip with a different salary period than in the other salary slips. Consequently, it has been separated into separate data in the left-hand column.
The Earner data tab shows an overview of the employee’s information submitted to the Incomes Register on the report. Learn more about the data sent on the report here.
Once the report data have been reviewed and, if necessary, corrected, they can be sent to the Incomes Register. Please remember to obtain the certificate for reporting to the Incomes Register to make sure you can successfully send the data.
Click Send reports to send the data contained by the report.
If you do not want to report some of the data selected as active for the report, you can delete them by clicking Delete. The deleted data will be picked again for the next report when creating new reports.
Creating an earnings payment report for travel invoices
When it comes to travel invoices, travel invoices are picked for the report on the basis of the due date, and each due date will create its own data. As with salary slips, a travel invoice only needs to be Approved for it to be picked for the report.
With regard to travel invoices created at the turn of the year, please note that the due date and the payment date should have the same year in order for the invoice to be correctly processed in the reports.
If you do not wish to select a certain travel invoice to the earnings payment report you can mark it as Do not report earnings on this invoice. You can find the income register reporting selection from the Verification view of the travel invoice.
The earnings payment report can be made in Notifications > Income register > Earnings payment report. The Create reports > Create reports from travel invoices button enables you to create a new earnings payment report on the basis of travel invoices. Procountor will create the data based on the due date of the travel invoice, and the travel invoices with the same due date are sent to the same data.
You can view the travel invoices contained in a report by clicking a person’s name. From the top, under the person’s name, you can go to travel invoices picked for the report.
Once you have checked the report data, you can submit the report by clicking Send reports.
Earnings payment report status
Once a report has been sent, the report will wait for feedback from the Incomes Register. Once received, the feedback should clearly indicate whether the received reports have been approved for the Incomes Register.
The status of the reports will change to Confirmed once the reports have been approved for the Incomes Register. You will receive an Incomes Register archive reference at the same time.
If the reports could not be approved for the Incomes Register, they will remain in error state and the report status will be Sending error. The Show error message link in the “Event history” column shows the error feedback received from the Incomes Register, which you can view to find out the reason for the error.