Accounting reports

This guide covers accounting reporting in Netvisor. You can find accounting reporting by navigating to Financials > Accounting reports.

CONTENTS

• Access rights to see reports
• Reports:
• Variable costs reporting
• Shortcut
  • Frequently asked questions

Access rights to see reports

In order to see access accounting reports, the user must have at least viewing authorization rights to "Perusraportointi", "Kirjanpidon perustoiminnot" and "Kirjanpidon raporttihakuehdot" (see picture below) in function specific rights. 

The reports can be directly seen with "Yrityskäyttäjä" and "Kaikki oikeudet" profiles.

When opening "Bookkeeping reports" there will open a view where the user will choose designated report and add search conditions. All reports have drill-down capability to the transaction level.

Reports:

• Voucher browsing (there is a possibility to narrow options to only distinguishing vouchers)
• General ledger (Catalog of transactions ordered by issue)
• Journal (Catalog of transactions ordered by date)
• Profit- and loss statement
• Profit- and loss statement with variable costs (requires to create account numbers between 4500-4999, see below). This report is only visible with the basic chart of accounts. Works with company forms: limited company, limited partnership, general partnership, sole proprietorship, cooperative, and real estate company.
• Profit- and loss statement, monthly
• Profit- and loss statement, comparison to budget (NOTE! This report is not available with a budget created in the new Controller, more information on this reporting: New Controller - Reports)
• Profit- and loss statement, comparison to group (requires "Group handling" additional service. The report must be taken from elimination company. Requires "User administration" rights to all companies of the group.)
• Balance sheet
• Balance sheet, comparison to group (requires "Group handling" additional service. The report must be taken from elimination company. Requires "User administration" rights to all companies of the group.)
• Account balance
• Attachment data documents. Shows financial statement's attachment data vouchers.
  
• Statistics
• The user also sees shortcuts created for them in the listing

Report search options:

Reports and shortcuts: Choose the desired report.

Financial period/Date range: You can select the desired financial period or manually search for a value from the desired time.

Voucher type: You can search for vouchers of a specific type. By default, all are searched.

Account number range: You can specify the desired account number range or even just a single account range from which information is retrieved.

Voucher numbers: Choose from which voucher number range the information is retrieved.

Account: In the account search field, you can search by account number or account name. If the search result is only one account, it can be selected by moving out of the field with the Tab key or by selecting it separately from the dropdown menu. 

Account number range: The account number range can also be searched so that the account used in the restriction is not in use in the company. If, for example, 5- and 6-digit accounts are in use, in this case, it should be noted that the account number restriction does not consider a 5- or 6-digit account numerically larger than a 4-digit account in the corresponding account group. Thus, the restriction brings search results from the account list based on the first four digits of the account number. For example, if the account number range 4000-4490 is restricted, the search criteria will also include 42001 appearing in the group. As a result, 5- and 6-digit accounts cannot be restricted, for example, outside the profit and loss statement report.

Specification: You can search for vouchers with the desired specification.

Sum: You can search with the desired sum or sum range.

VAT-rate: You can search for transactions with the desired VAT percentage or code.

Report language: The options are Finnish, English, and Swedish. The report can be obtained in the desired language. The report language option will appear if a foreign language is added to the company's basic information.

Show only vouchers where the posting date differs from the invoice date: You can search for vouchers where the posting date differs from the invoice date.

By pressing the Search button, the selected report is generated. The selection in the "Show report in the form of the 2016 accounting law" leaves out extraordinary items from the report and shows the balances of those accounts in the section where extraordinary items are linked in the 2016 settings. If you want to view reports from previous years that include extraordinary items, you must uncheck the box, so no links are made, and extraordinary items are displayed normally.

Certain reports taken from accounting reports, such as the balance sheet and profit and loss statement, are not always suitable in content or appearance, for example, for external reading. For example, when preparing an interim financial statement, you want to see the financial statement for a specific period. The official financial statement, profit and loss statement, and balance sheet can be obtained through the financial statement (Financials > Financial statement) in a neat form for the desired period by setting the period as the Active period. Documents can be opened by clicking the document, and the opened document can be saved or printed.

Changes have been made to group reporting, and a notice of the changes can be found in the Community.

Variable costs reporting

There can be created accounts for variable costs in the account catalog. It's possible to have them on the same account groups as fixed costs. When the account number is between 4500-4999, the accounts will be differentiated at Profit- and loss statement, variable costs.

The report search options can be indented or expanded from the arrow button on the right side. 

Show hidden cost objects: Also brings hidden cost objects to the user's view.

Bring unallocated -option: This brings to view such transactions that have not been recorded for the selected cost object.

• Account balances 
• Profit- and loss statement monthly 
• Attachment data vouchers and 
• Group reports (profit and loss statements and balance sheet)

The report can also be printed directly from the search options without opening it first on the screen from the "Export from search options" button. 

Report-specific functions can be found at the top of each report. For example, saving the general ledger and voucher browsing as csv and pdf files can also be found at the top of the opened report. The report can also be printed or saved as a shortcut from the report functions.

The selections made in the report search can be cleared from the "Clear" button at the bottom of the search criteria. This will return the default selections to the search.

General and journal ledger

There are two different csv saving options for the general and journal ledgers, a so-called report format and a machine-readable report. The report format csv includes, for example, opening balances in the general ledger. The other csv format is more suitable for further processing of data, and this so-called machine-readable csv contains one piece of information in one column, and summary rows are omitted. Report format csv options are good to use, for example, in situations where there are so many transactions on the report that it cannot be obtained in pdf format.

Shortcut

A shortcut can be created from the report, which is visible on the Netvisor homepage. The shortcut can also be made visible to other users if you have the company's main user role (TPK), user administrator role (KH), or accountant role (KP). Shortcuts can be found in the same dropdown menu as the reports.

In the shortcut management view, all shortcuts created for you are visible. If you have the main user role of the accounting firm or user administrator role in the company, you will see all created shortcuts. With the KP role, you can see the shortcuts you have created for others.

If you want the user to see only the shortcut but not any other information from Netvisor, the rights must be set as follows:

Create function-specific rights. The rights must be set to no rights in other sections, except for reading rights in basic accounting reporting.

If the desired report is restricted by a cost object, the shortcut must be built through the accounting reports so that the user cannot see other cost object headings. A shortcut built through cost object reporting also opens other cost object headings visible to the user, as cost object reporting is built differently than accounting reports.

With the above rights, the user can drill down from the values to see the voucher number, but the voucher cannot be opened unless more rights are given (opening a voucher requires reading rights in basic accounting functions, but then they already see more from the accounting side of the company. They see open receivables and open accounts payable, see some accounting settings, but cannot change them. They also see cost objects and possible construction industry notifications. However, the user cannot make or see other accounting reports themselves). 

If Excel does not display dates correctly, for example, when taking a general or journal ledger report in .csv format, the problem may be due to Windows settings. In this case, it is worth checking the setting below and correcting it.

1. Open control panel
2. Clock and Region, select Change date, time or number formats.
3. Select Format dropdown 'Finnish (Finland) and save the view.
4. 
5. Reopen Excel

Frequently asked questions

How can I print an account-specific profit and loss statement by cost centers?

You can print an account-specific profit and loss statement by cost centers as follows:

• Go to Accounting reports > Profit and loss statement.
• Select from the bottom which cost centers you want to include in the report.
• Select "Show change comparison" to include comparison data.
• On the right side, there is a "Print report" button from which you can print the report in PDF format.
• The font size of the report can be adjusted from the print settings.

Keywords: Accounting reporting, shortcut, accounting reports, profit and loss statement

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