Check Payroll and Budget Data

Rapporter · Steg-för-steg-guide

Modul: Rapporter

Tillvalsmodul: Ekonomimodul (Budgetrapport)

För administratörer som granskar lön och budget

Uppdaterad 2026-11-12 10:50

Short answer

Open Reports → Account and select a report based on what you want to check. The Preliminary Payroll Report (hours) provides a basis for payroll review, while the Budget Report helps you compare budget with planning and actual results. Follow each procedure below and verify the report selections before drawing conclusions from the amounts.

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Before you begin

Decide which period and which employees or tasks should be followed up. For budget comparisons, you also need to know which budget values and accounts to include. The checks become easier if the report and comparison basis cover the same dates, employees and tasks.

You need access both to the page and the report you want to use. If the option is missing under Report type, your permissions or your installation may limit the range. Ask the Timeplan administrator to check this; another report with a similar name may not contain the same data.

The report is not a completed payroll run

A preliminary basis is not proof that all time reports have been reviewed or that the payroll has been transferred. Follow your payroll routine for corrections, approval and handling of the payroll period. Creating this report does not make any payments or correct balances.

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Choose the verification basis

Select reportGo to Reports → Account and choose Preliminary Payroll Report (hours) or Budget Report under Report type. #### Further details - Choose the preliminary payroll report when you need to investigate payroll-related hours for a period. The report can help you find unexpected values, but later corrections and approvals may change the basis. Therefore, also save information about the date and selection when comparing two reports. - Choose the budget report when you want to follow up tasks' budgets against planned or worked time and costs. It combines several kinds of measures, so start by deciding what the comparison should show. Hours, counts and money need to be read separately. - The page fields change when you switch report. Check the visible selections again after the change and do not assume the same template or filter is used in both reports. Timeplan may remember report choices for your administrator, but a saved choice may not suit the next review.

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When using the Preliminary Payroll Report (hours)

Limit employees and periodSelect the employee or the tasks to include and specify From and To for the period. #### Further details - If you are reviewing a single employee, you can use the Search Employee dialog. Search by e.g. name or employee number and verify which person you select before proceeding. This is especially important when several employees have similar names. - All companies expands the search to companies you have access to. Without active employment contract helps you find an employee whose employment has ended. These options do not give you access to data beyond your permissions. - Check both dates. The first and last day are included in the interval, and the start date must not be after the end date. If you follow up a ended employment, the report period must still cover the days to be checked. - This report path does not currently offer a separate selection by Collective Agreement. Therefore, base yourself on the employee or task selection actually shown, not on a selection in another office report. - When you select Department, Timeplan fetches the tasks you are allowed to use within the selected departments and then includes balances for those tasks meeting the report's other conditions. Thus, the department choice does not replace the report’s rules for approved balances or the option Show only employees transferred to payroll system. - When you select tasks, it is employees’ balances on those tasks that determine who is included. The task does not need to be primary in the employee’s contract. If you instead select an employee directly, the basis covers their balances on several tasks, when they meet the report’s other conditions.

Check what the report coversReview the visible filters and decide if you need to examine the entire basis or a limited selection before choosing Show report. > [!WARNING] > Do not assume a report template limits this report > The current preliminary payroll report does not show the field Report template and does not use a template choice from another report. Therefore, verify which accounts are actually included in the result. If you need to check a specific set of accounts, a separate office report with a report template might be required as a comparison. #### Further details - Tick Show only employees transferred to payroll system if you want to include only balances whose contract is set for payroll transfer. This selection does not check if any export has already been performed. For an employee with balances on multiple contracts, some of the basis may be included and another part excluded. - The report uses approved balances. Time lacking approval status, not yet reviewed or with unapproved overtime will not be included. You cannot change to a selection of non-approved balances on this report path. Balances for planned cost are also not included. - An account must have a balance entry matching the selection to be included. However, an account can show zero in total when multiple entries offset each other, and an inactive account may remain if it has such balances. A zero total or showing an inactive account does not itself mean the report retrieved incorrect data. - Tick Show account balances in decimal form if you want to read time such as 1.5 hours. Otherwise, hours and minutes are shown, and seconds if included in the balance. Money and counts retain their own units. - Tick Page break after each employee when each person’s basis needs to start on a separate page. Under Sort by, choose Surname or Employee number. The latter sorts as numbers without spaces or hyphens. These choices make the report easier to read but do not change included balances. - At first use, before saved selections are loaded, checkboxes for decimal form, page break and payroll transfer are unmarked and Surname is selected. Timeplan saves your page settings, not as separate sets for each report type. Always verify settings after a report change. - If you need a different account selection, go back to Office Reports and select a report that uses a Report template. Such a comparison can be useful, but also check dates and which approved or non-approved balances it includes. Otherwise, differences may result from the reports showing different data.

Review the preliminary reportClick Show report and verify employees, period and accounts in the PDF result before using the figures in payroll work. #### Further details - The report opens in a separate tab. Start by checking identity and date range, then follow accounts where amounts deviate from what you expected. A total that looks plausible may still hide an error on a single day or account. - For each employee, the account’s balance is split by task. If the same account appears on multiple tasks, a total for the employee and account is also shown. When several employees are included, a joint total per account follows. Read the task row and the aggregate row as different levels of the same basis, not as amounts to add again. - If a value seems wrong, you need to trace it to the employee’s Time stamps and balances. Check date, account and approval stage there. The report does not change the data it displays. - Bear in mind that the Error report from the page Payroll Periods is a different report. It should not be confused with the preliminary payroll report, although both can be used when checking payroll data. - After a correction you need to compare against a new basis with the same selection. The earlier PDF result will not update simply because a Timeplan entry has changed.

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When using the Budget Report

Select tasks and contractsChoose Budget Report, specify tasks and dates and verify if the selection under Collective Agreement should limit the comparison. > [!WARNING] > Contract selection does not reduce the budget > If you limit the basis to certain contracts, the task’s budget value remains. The comparison can therefore show a full budget against only part of the working time or cost. Check that this is the comparison you want to do. #### Further details - When you select certain contracts, others in the available list are excluded from the affected measures. If you select all, or none, no exclusion is made. An empty contract selection does not mean the report will be empty. - Contract choice affects, among other things, account balances and affected time and cost measures. Planned shifts use their connection to the employment contract. Planning without such a link is not removed by this filter, and an older contract not in the selection list is not automatically excluded. - Check tasks and period against the budget set-up. Comparing part of a month with a whole month’s budget can give misleading results even if each individual figure is correctly retrieved.

Select report template and measuresChoose Report template and the measures you want to follow up. Verify the unit each comparison uses. > [!WARNING] > Do not use the time difference for a budget in money > The current budget report treats difference calculations of a monetary budget as if it were hours. Therefore, if your budget is in money, do not use the row for difference between worked/planned time and budget as a measure of over- or underspending. Instead, compare basis in the same unit. #### Further details - In the budget report, the report template decides which extra accounts are shown beyond the report’s selectable measures. You can choose among your own and public templates you have access to. Pick a template whose accounts fit the question you want to answer; many unrelated accounts make the review harder. - For the template’s accounts, approved balances are summed in each account’s own unit. All accounts in the template get a line even when they lack a balance included in the selection or sum to zero. If you only want to see the budget and selectable measures, choose an existing template without accounts. A template named - works only if it is actually empty; the name does not remove accounts or replace a template choice. - The budget is fetched per day’s weekday from the task’s budget period. If several periods overlap, the shortest is used, and when equally long the one ending latest is used. Missing a budget period for the day contributes zero. Therefore, also check the period dates if a week’s budget is not what you expect. - With Show worked time, you get the approved time on accounts in the system account group Worked time, for the task shown on the balance entry. The report uses the time behind the balance, not any amount in money or count. Which accounts count as worked time can be seen in System Account Groups. - Show planned time (incl. staffed and unstaffed shifts, excl. absence) includes staffed and unstaffed shifts whose shift type counts as ordinary or extended planned time. Breaks are deducted. Full-day absence means the day’s shifts are excluded, except when the deviation code generates working time during absence or its account is included in Worked time. If an employment contract is linked to the shift, it also needs to be valid on the shift’s date. - If Calculate planned scheduled time for part-time absence is activated under Deviation on the page Contract settings, the specified partial day time is added. When both absence extent and contract weekly working time are greater than zero, the portion of weekly working hours is added, divided by five. The time is counted on the contract’s primary task and follows the same rules for full-day absence and contract selection as other planned time. This is additional planned time basis, not a deduction you should make from the report’s total. - Show planned cost and Show actual cost sum already stored balance amounts from respective system account groups. Actual cost requires approved balances, while planned cost does not use that approval filter. Generating the report does not calculate future costs that lack balances. - The cost choices appear only if you are permitted to see payroll data for at least some employees. If your right is limited to certain contracts, a contract permitting payroll viewing must apply on the balance date for the amount to be included. The same restriction applies to the report template’s money accounts, but not its time or count accounts. A lower cost amount may therefore depend on which information you are allowed to see. - Show worked time and planned time (incl. staffed and unstaffed shifts, excl. absence) uses worked time up to and including yesterday, and planned time from today. Show planned cost and actual cost switches correspondingly from actual to planned cost. The dividing line is the day the report is generated, not the period end date. Even today’s already performed work is therefore shown on the planned side for these combined measures. - Show sick leave and Show overtime sum approved, stored balance amounts from respective system account groups for the entire period. They do not switch to a separate calculation of scheduled sick leave or overtime from today. If you lack future values, check if balances exist; the report selection does not create them. - With Show difference between worked/planned time and budget, a time budget is compared to the combined time measure: budget time minus worked/planned time. Example: A budget of 40 hours and 45 worked/planned hours gives −5 hours. Do not use this calculation when budget is in money; the limitation is described in the warning above. - Tick Summary only when you want to see a consolidated result for the tasks. Leave it unchecked if you need to trace a deviation to a particular task. Without previously saved selections, it is unchecked and the measures’ checkboxes are ticked. Always check your selections each time, as saved settings override these defaults.

Review the budget reportChoose PDF or Excel, click Show report and compare the period’s total with the days and tasks included. #### Further details - Hours appear in decimal form in the budget report. This means, for example, that one and a half hours appears as 1.5 hours, not 1 hour and 50 minutes. Verify units before using values in your own Excel calculations. - Negative deviations are shown in red to highlight the difference. The colour does not itself mean something is incorrectly recorded. Read which measure is compared to the budget and follow up the days contributing to the deviation. - Compare the same period and selection when switching between PDF, Excel and another page in Timeplan. If one report contains combined worked and planned value while another shows only worked time, that explains differences. - If the budget looks wrong, check the task basis on the pages Annual budget and Budget periods. If planning seems wrong, compare shifts and breaks in Weekly overview. Changing the report’s display does not correct budget or planning.

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Verify the results

Follow up deviationsDocument which period, selection and which account or measure needs correction. Follow up the issue on the page where the basis is managed and then make a new comparison. #### Further details - Distinguish between an incorrect value and a value retrieved with a different selection. Verify dates, tasks, accounts, approval stages and any contract filters before changing data. - For the preliminary report, you still need to follow your routine for payroll period and payroll transfer. For the budget report, a deviation must be assessed together with the business planning. Neither report makes that decision for you. - Do not use a manual balance correction solely to make two reports show the same total. Investigate why they differ first, so that a difference in report selection does not become a new incorrect balance entry.

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Frequently asked questions

Why is Report Template missing in the preliminary payroll report?This choice is not shown for that report in the current version. A template you used in another office report does not automatically limit the preliminary report. Check accounts in the result and if needed use a separate template-controlled report for comparison.

Why does the budget deviation change when I select contract?Contract selection can limit worked time and cost compared, while the task’s budget remains. The difference can therefore change without the budget changing. Check what the selection is supposed to represent before assessing the deviation.

Why does preliminary payroll differ from a later basis?Corrections, approvals and later processing can change values after the control report was created. Compare dates and selections and track the changed amount to its account and day. The older report shows the basis as it was when created; it does not update with later changes.