Visma has created its own Excel sheet, which is integrated with Visma Lønn and is used to import payroll data into Visma Lønn. This is considered by Visma consultants as a better way to import payroll data into Visma Lønn than the old method, which imported payroll data via CSV files (Visma v.2). RecMan has therefore developed a new Visma export file (Visma v.3) that exports information that is specially adapted to Visma's own excel sheet.
Download the Visma Excel sheet
The Visma Excel sheet for which the Visma salary export is built can be found on this Visma community page.
Setup of Visma Excel sheet
Before salary data can be imported into their Visma Lønn system, the Excel sheet must first be set up correctly. This is done in the Settings tab in the Excel sheet. For the initial setup, we recommend using a Visma consultant for assistance. Here, we have good experiences with the Visma dealer Columbi.
The following fields must be filled in (but several fields may have to be filled in depending on their Visma installation):
- Client/company
- Server name
- This year
- Data file area
You may also want to set some default values when importing to Visma under Validation Rules (Tools), so then enter Visma as default when importing without it having to be in the Excel sheet itself.
Tips
It is recommended to use one Excel sheet per Visma client so that you do not have to change the client information when importing data to the various clients.
Note
When importing for the first time via the Visma Excel import sheet, it is strongly recommended to take a backup of the Visma Payroll database so that you can easily undo the import if an error has occurred during import. Check with your Visma consultant on how to back up.
Practical use of Visma Excel sheet
Note
For the Excel sheet to work, you must enable macros when you open the Excel sheet. If you do not want a notification every time you use the sheet, you will find a guide here.
Visma Lønn - employee data - Import of new employees
Typically, you start by extracting employee data from RecMan and importing this into Visma Lønn. This is done early in the staffing of new employees to obtain tax information, A-melding etc., and for information about existing employees - i.e., for further processing in Visma Lønn.
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Retrieving employee data for Visma Lønn is done from Reports → Visma DK - employment and is good to be done before payroll transactions are imported into Visma Lønn. Doing so in this order ensures that you do not try to import payroll transactions on employees who have not been created in Visma Lønn and who will, therefore, end up with an error message.
Filtering options when retrieving Visma Lønn - employee file
Often, you only want to include newly created employees in RecMan who do not exist in Visma Lønn. To differentiate between new employees and existing employees, one possibility may be to use the Tax Card yes/no filter. If you put a tax card to "no" on the candidate card under employee information, these new employees will appear when you filter it when the report is taken out.
If it is done this way, it is also important to set the tax card field to "yes" when the tax card has been obtained from the candidate in Visma Lønn so that this information is also updated in RecMan.
When the report is generated, it is downloaded automatically, or you are asked if you want to download it (depending on which browser you are in). - Store the file in a place where you can easily find it again and have control over which file has been removed (feel free to give it a new name that is descriptive of the period you are in or similar). The most important thing is that you have control over the various files that are exported.
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Open the Excel sheet.
- Select all the cells in the sheet and copy all the cells EXCEPT the top row that contains the description for all columns.
- Then, open the Visma Excel import file. Save this sheet immediately as a new document with a descriptive name so that you do not work with the original document.
- Next, you paste the information from the Visma - employee data Excel file that was exported from RecMan into the Visma Excel file. Make sure that the information ends up in the correct columns in the Visma Excel file.
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After that, go to the Main Menu tab in the Visma Excel sheet. Then press the Update EMPLOYEE in Visma Lønn button when you want to import employee data into Visma Lønn.
- A dialog box will appear when the import is complete. Feel free to go into Visma Lønn and check that the information has ended up correctly in Visma by taking some random samples of the employees.
Visma Lønn - payroll transactions
Now that payroll transactions are to be exported from RecMan, go to Paychecks. More guidance on how to create a salary basis for withdrawals to payroll systems can be found here.
- Make the desired filters on the left in the salary basis overview, e.g., exported «no,» choose a specific department etc.
- Then, tick all employees and make sure all employees are displayed on the same page to avoid having to remove the files several times.
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Click the Visma Lønn v.3 button to download the Excel file.
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Finally, the file is generated. Click on the file name to download it. A tip is to right-click to select Save as and then save the file in the desired folder directly.