Visma Lön Smart
End of holiday year checklist
Once per year you should do the holiday year-end closing. A new holiday year is then created and the employee list will be updated with the new days and holiday values by moving the remaining paid holiday to saved days for the next holiday year. In addition, new paid days of holiday as well as paid and saved holiday pay per day is calculated.
The employees cannot take out any holiday for the new year until the holiday year-end closing has been done.
Regardless of whether you work with a general holiday year (April 1st - March 31st) or a calendar year (January 1st - December 31st), the holiday year-end closing should be done with all the deviations for the previous holiday year have been registered, but it does not matter if the pay run has been submitted or not.
If the pay run for April (for general holiday year/January (for calendar year) has been submitted when you close the holiday year, all holiday values will be updated on the payslip in the submitted pay run at the holiday year-end closing.
Verify the settings for your company's holiday terms
- Select Settings - Payroll settings.
- Select the employee from the list and choose the tab Pay.
- Verify that the settings for the holiday terms your company uses match the agreement that applies to your company.
Enter input values if you have started using Visma Lön Smart during the year
If you started using Visma Lön Smart during the year, you add input values for holiday under
Verify that all employees have the correct holiday term and holiday entitlement
- Select Lön Smart - Employees.
- Select the employee from the list and choose the tab Pay.
- Ensure that the correct holiday terms are selected for each employee.
If you want to change holiday term for an employee, it is best to do this before the holiday year.end closing if the holiday calculation should be done according to the new holiday term.
- Verify that the correct number of days is entered in the Holiday entitlement field.
The holiday entitlement should be 25 days according to the applicable collective agreement and employee contract. In this field, the full holiday entitlement should always be registered, regardless of how many days that will be paid or unpaid.
Pay variable holiday pay
Before the holiday year-end closing, you should always disburse the variable holiday pay.
If the variable holiday pay is not disbursed during the year, it will disappear at the holiday year-end closing and be replaced by a new calculated variable holiday pay.
Variable holiday pay is only calculated at the holiday year-end closing if you have used pay codes which affect the variable holiday pay. These pay codes have a check mark in the Holiday accruing variable pay box on the
Do the following to disburse the variable holiday pay:
- Go to
- Select the shortcut Holiday
- Check the Payment of variable holiday pay box.
- Click Save.
The variable holiday pay will be paid as a lump sum.
Register all events for the previous holiday year
In order to get the correct basis for the calculation of holiday and holiday pay, you should verify that all pay and leave for the qualifying year have been registered.
It is the pay period and deviation period dates which determine what is included in the holiday calculation.
Close the holiday year
Here we describe how you close the holiday year. If you want us to show you how it is done in the program, click Guide me. The guide is only available when this help topic is opened inside the program.
- Select Lön Smart - Holiday year-end closing.
- Click Generate report next to Basis for holiday calculation.
- Make your selections for the report.
- Click on the arrow next to the View button and choose the format in which you want to save the report.
- Click Generate report next to Accrued holiday pay list.
- Make your selections for the report.
- Click on the arrow next to the View button and choose the format in which you want to save the report.
- Select Include next to the holiday term you want to close under Create holiday year-end closing.
- Select Start holiday year-end closing.
- Select Fortsätt.
The new holiday year has now been created and the employee list has been updated with the new values.
Field explanations
Basis for holiday calculation
The printout shows the basis for holiday values from the employee list. It contains information about holiday accruing leave, holiday accruing pay, etc. The information is retrieved from the accumulators inside the program.
Holiday pay liability list
The holiday pay liability list gives you an overview of your company's holiday pay liability. The list is used at the holiday year-end closing. It can also be used as an appendix to your company's annual and interim accounts and to reconcile the holiday pay liability in your accounts each month.
The holiday pay liability list is based on event dates. This means that the date on which the registration was made determines the month in which the events occur. If the registration does not have a date, the event will end up in the same month as the last day of the pay period on the pay run that it is included in.
If you have a pay period in the current month and a deviation period in the previous month and are taking out the holiday pay liability list for April, you will need to wait until you have completed the pay run for May for the April deviations to be included.
Include
Check the box in the Include column next to the holiday term you want to close.
Last created
The date under Last created shows when the latest holiday year-end closing for the current holiday term was done. If there is no date in the column, no holiday year-end closing for the holiday term has been done.
If you undo the holiday year-end closing, the date for the last created holiday year-end closing for that holiday term is shown. If no holiday year-end closing has been done previously, no date is shown in the column.
Start holiday year-end closing
Click the Start holiday year-end closing button when you want to initiate the closing of the holiday year for the holiday term(s) you have selected in the Include column. You can close the holiday year for several terms at the same time if they have the same time period.
Undo holiday year-end closing
You can undo a holiday year-end closing as long as there are no submitted pay runs with a pay period belonging to the new holiday year.
If you regret closing one or several holiday terms, you can select Undo holiday year-end closing. You then choose which holiday term(s) you want to undo and click Ok. When you have undone the closing of the holiday year, all the information that was updated during the holiday year-end closing is restored to the previous values.
