Earnings payment report is located in Notifications > Incomes Register > Earnings payment report.
We have changed the processing logic of travel invoices in terms of earnings payment reports. After the changes made on Feb 16, 2019, Travel invoices are primarily included on the reports by their payment date. Instructions are found here.
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. The salaries are brought on the earnings payment report according to the Payday, i.e. the day the salary is on the employee’s bank account.
The earnings payment report can be used to report salary slips and travel invoices that have the status Approved, Sent, Payment queued, Payment sent to bank, Paid, or Marked paid.
By default, all the unreported receipts with a status and date that fit the criteria will be included on new reports. If necessary, receipts can be removed from a report and 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 order to create an earnings payment report, the user needs to have all rights to Payroll accounting, Notifications and Incomes Register certificate.
Searching Earning payment reports
Reports that have already been submitted can be searched in Earning payment report -view.
1. Select the source: either “Payroll” or “Travel invoices” should be selected as the search criteria.
2. The search is filtered based on Payment date, Salary period, Social security number, Reports with errors, Sub-organization identifier, Name, Incomes Register reference, or Source number.
3. The Search button can be used to start the search for submitted reports.
Creating an earnings payment report for salary slips
A new earnings payment report is created in the Earnings payment report view.
1. Click Create reports button.
- I window will open in which the receipt type should be first selected from which the report is created.
- Payroll will bring all the salary slips to the report which have status Approved, Payment queued, Payment sent to bank, Paid, Partly paid or Marked paid and which payday is in the selected target month.
- Travel invoices, all will bring all travel invoices that have the status Approved, Payment queued, Payment sent to bank, Paid, Partly paid or Marked paid. The Approved, Payment queued, Payment sent to bank and Partly paid, invoices will look at the due date and all other statuses will look at the payment day.
- Travel invoices, paid will bring all travel invoices that have the status Paid, Partly paid or Marked paid. The invoices will be lifted to the report according to the payment day.
2. Select the Year.
3. Click Continue.
Selecting the certificate
Before creating an earnings payment report, it might be necessary to check the certificate used in “Selected Incomes register certificate” under Personal information and settings. For example, an accounting firm can save in their own information an accounting office, which will then be used when submitting customer reports. Read more on the use of certificates here.
Delivery data
The Delivery data button opens the payer details sent with the report.
The Payer information is based on the information filled out in Management > Company info > Basic info.
Record submitter shows the certificate used to send the report in question. The information is retrieved from the user’s Personal information and settings.
Contact person will be automatically filled out with the details of the person creating the report.
The Sub-organization identifier should be filled in if the company uses a specific sub-organization identifier. If not, it should be left empty.
Opening the earnings payment reports
All salary lists included on the report data are listed on the left-hand side of the page. Clicking the employee name on the list opens a view with the employee’s income and other data
An employee’s salary slips with the same salary period and payday can be included on the report. All the salary slips of an employee selected for the report are listed above the Income data tab.
The deadline for reporting the data in question is shown in the top right-hand corner.
All 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 the report data transferred from the income types used.
At this stage, please make sure that no negative income type rows are shown on the report. Negative income types cannot be reported to the Incomes Register, so at this point the sum should be positive, apart from Withholding tax, Tax at source, Employee's health insurance contribution, The Employees Pensions Act contribution, Unemployment insurance payment.
If you find negative sums, go back to the salary slip and make corrections to the slip so that the income type sum is either positive or zero (0). Salary types allocated to the same income type on the salary slip are only merged on the earnings payment report if the date info (earnings period) is identical. More information about correcting the earnings payment report can be found here.
If a pay slip for the employee with a different salary period or payday than in the other salaries on the report has been created, 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 has been reviewed and, if necessary, corrected, it 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.
Clicking Send reports submits the data on the report.
The Remove button removes any of the selected data not to be included on the report. The deleted data will be included for the next one when creating new reports. If you wish to delete an employee from the left-hand side of the report, activate the name of the employee and click Delete. You can also delete all data by activating the date- drop down menu and clicking Delete. This deletes all data with the same salary period and payday from the report.
Creating an earnings payment report for travel invoices
In the case of travel invoices, it is possible to select if only paid travel invoices are included on the report, or if all created travel invoices that have been Approved are to be included the report.
Note! Incomes Register reports for travel invoices of a non-resident taxpayer can't be created through Procountor. If it is needed to create the Incomes Register reports through Procountor for a non-resident taxpayer, the travel invoice content has to be added to a salary slip instead of a travel invoice in order to successfully create reports to the Incomes Register.
If you do not wish to include certain travel invoices on the earnings payment report, mark it as Do not report earnings on this invoice on the invoice’s Verification view.
A new earnings payment report is created in the Earnings payment report view.
1. Click Create reports button.
- I window will open in which the receipt type should be first selected from which the report is created.
- Payroll will bring all the salary slips to the report which have status Approved, Payment queued, Payment sent to bank, Paid, Partly paid or Marked paid and which payday is in the selected target month.
- Travel invoices, all will bring all travel invoices that have the status Approved, Payment queued, Payment sent to bank, Paid, Partly paid or Marked paid. The Approved, Payment queued, Payment sent to bank and Partly paid, invoices will look at the due date and all other statuses will look at the payment day.
- Travel invoices, paid will bring all travel invoices that have the status Paid, Partly paid or Marked paid. The invoices will be lifted to the report according to the payment day.
2. Select the Year.
3. Select the target month.
4. Click Continue.
5. Procountor forms the report according to the payment date of the invoices and those travel invoices that have the same payment date are transferred to the same report. The dates of the report (25.05.2019/01.05.2019-31.05.2019) are formed according to the travel invoice payment date (and if the invoice has not been paid, the due date 25.05.2019) and the month of the travel invoice payment (or due) date (01.05.2019-31.05.2019).
Clicking on the name of a person opens a more detailed view of which travel invoices the report contains. Selecting the invoice from underneath the person’s name at the top opens the travel invoice on the report.
Remove button removes all the selected items that one does want to include on this report. If you want to remove the earnings payment report of an employee from the left-hand side column, select the employee’s name and click Remove. You can also remove all the material by activating the date drop-down menu and clicking Remove. This removes all the travel invoices from the target month and due date from the earnings payment report. The deleted data will be included for the next report when creating new reports. If you do not wish to include certain travel invoices on the earnings payment report, mark it as Do not report earnings on this invoice on the invoice’s Verification view.
After verifying the information, the report is sent by clicking the Send reports button.
To see the travel invoices included on the earnings payment report, click on the employee’s name. The numbers of travel invoices on the report are listed after the travel invoice name.
Earnings payment report status
Once the reports have been sent, the report will wait for feedback from the Incomes Register. Once received, the feedback indicates whether or not 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 Incomes Register failed to receive the reports, they will receive an error and the report status reads Sending error (there is error in certificate or in other matter, see the error message) or Content error (there is error in the reportable content, see the error message) . The Show error message link in the Event history column opens the error feedback sent by the Incomes Register that shows the cause of the error.
Error in sending the earnings payment report
Earnings payment reports can receive two kinds of error messages.
Reports cannot be sent
Sending the reports might fail right at the start. In this case, Procountor will display an error message and refuses to send the reports. These errors have to do with the Income Register certificate of the sender and/or the company ID. In this case, the error message must be closed by clicking OK and the information must be corrected e.g. in the company info, as advised in the error message. When the information has been corrected, return to creating new reports with Create reports.
Error in a sent report
The sent report might receive an error from the Incomes Register. This means the report has not been submitted to the Incomes Register even though it has successfully been sent from Procountor. The error may be the result of, for example, incomplete salary or income earner’s information. The status of these reports will be Sending Error or Content error and the error message is recorded with the report. To view this error message, click Show error message.
Reports that received an error message cannot be edited or invalidated, and they must be left as they are.
- First check the error message to see what caused the problem.
- Contact the income register to check the correct way to report the data.
- Correct the salary slip according to Procountor's correction instructions.
Possible earnings payment report errors
The following error messages may occur when sending the earnings payment report.
Error message: No active Incomes Register certificates found for company X
- The reason for this error may be that the certificate has not been selected in Personal info and settings > Selected incomes register certificate.
Error: The company ID on Incomes Register certificate does not match the company ID. The report cannot be sent.
- The same company ID must be filled out in Management > Company info > Basic Info that was used when obtaining the certificate. The company ID in the basic info must match the company ID of the Incomes Register certificate exactly, including the hyphen.
- If an accounting firm uses their own certificate to submit reports for their customers, the active certificate is shown in Notifications > Certificate. In this case, the company ID on the certificate must be exactly the same as in the basic info of the accounting firm. The certificate is set up in the environment of the accounting firm’s customer by filling them out in Personal info and settings.
Error: The certificate used does not match the company marked as the sender of the report. The sender must have the same ID in their basic info as the one used on the
- The reason for the error might be that the company ID filled out in Management > Company info > Basic info does not match the ID given when setting up the Incomes Register certificate. The company IDs must match exactly, including the hyphen.
- Another possible reason is the Incomes Register certificate in use have been modified before the sending is complete. Please note, that the selected certificate should not be changed in Personal info and settings while the sending is still in progress.
Error: Unexpected technical error or Technical error
- This error is usually received if the technical interface in use is incorrect. Please check the Income Register e-service that the web service channel has been selected, and the SFTP interface is unselected. If the chosen interfaces are not correct, the Incomes Register credentials must be obtained again if necessary.
- If the interfaces are correct, the Incomes Register might be busy. We recommend you wait a moment and try sending the report again.
- Note! It has been brought to our attention that in some cases Unexpected error messages have been received from the Incomes Register even though the report has been successfully submitted. We advise you login to the Incomes Register e-service to confirm the report has been submitted before attempting to send it again.
Error: Faulty scheme
- This error message is received if the reason for termination or Registration grounds ID (Keva) is filled out incorrectly (Payroll > Employee register > Salary info).
- The Registration grounds ID (Keva) should only be filled out in situations where the employee is covered by Keva insurance. The list of Keva IDs can be found here (in Finnish). Instructions on Procountor Keva control data here.
Error: Salary type cannot have a negative amount value
- The negative Quantity value error is usually caused by the given dates. If salary types matching with the same income type has been used on the salary slip, the rows can only be combined on to the earnings payment report if the dates match.
- If the salary slip has an earnings period that does not contain a row with a positive value on the same earnings period, matching with the same income type, the rows cannot be combined, and only the negative row will be added on the report. To solve this issue, one option is to leave the earnings period fields blank, since this is only supplementary information.
- If the salary slip contains a negative value salary type and a matching positive salary row with the same salary type code, their earnings periods must either match or left blank on both slips.
Concerning error situation when reporting travel invoices
When reporting travel invoices with the earnings payment report in situations where the employee is employed under Keva, sending the earnings payment report fails with an error message "Payer suborganisation identifier is missing and it is mandatory".
Earnings-related pension insurance information does not need to be reported on travel invoices.
This issue can be corrected as follows:
1. Go to Salaries > Employee register, select the employee, and click on the Salary info tab.
2. Write down all the information in the Insurances section, such as the Employees' pension Act (TyEL) agreement and all selected insurance exceptions.
3. Select Not used as the pension insurance.
4. Report the travel invoices with an earnings payment report.
5. Return to the salary info and reset the insurances information to the previous settings, including the original TyEL pension insurance and possible insurance exception types.
Alternatively, the travel invoices can be reported to the Incomes Register via their own online service.