Notes to the financial statements, annual report and funds statement : Netvisor

(Financial management > Bookkeeping > Financial statements)

Open the processing of the notes to the financial statements by selecting Financial management > Bookkeeping > Financial statements > Notes to the financial statements.

Work with the notes to the financial statements as follows:

Note that preparing the notes to the financial statements is part of the financial statements, and the notes cannot be removed from the balance sheet book.
In the Active period section, select the financial period for which you want to add or edit the notes to the financial statements.
Before calculating the notes to the financial statements, make sure that the financial period is closed so that the profit/loss of the financial period is calculated into the notes.
Open the notes report by clicking the Notes to the financial statements link.

Selecting the notes report

Select the notes template as follows:

Click the "include" link on the desired row.
Remember to make this selection so that the texts of the previous financial period’s notes are transferred to the new financial period.
Note that the Notes to the financial statements report template complies with the small and micro company regulation.

Use the old notes version as follows:

If the financial period has started in 2015, you can select the Notes to the financial statements (before year 2016) version from the report templates.

Correct a wrongly selected notes version as follows:

Open the wrong notes version.
Click the mark report as ready link.
Click the "Delete report template from the selected financial period’s financial statements material" link.
Return to the view where neither notes template is selected.
Select the correct template by clicking the "include" link on its row.

Fetching values from the previous year’s report

Fetch the texts from the previous year as follows:

Make sure that you have selected the notes report.
Calculate the notes report so that the system attempts to retrieve the texts from the previous year’s report.
If the texts are not retrieved, mark the form as ready.
Delete the form by selecting delete report template from the selected financial period’s financial statements material.
Create the notes report again and calculate it again.

Replacing a report

Replace an existing report with your own PDF file as follows:

Find the desired report in the notes view.
Click the replace link on the report.
In the function that opens, select from your computer the PDF file with which you will replace the previous report.
If you replace one of the financial statements reports, finally open the original report template by clicking the report template name.
Mark the original report template as ready so that the replaced report will be included in the financial statements material.

If the notes report is at the bottom of the view under the report templates in the Other financial statements reports section and you want to move it to replace the Notes to the financial statements version, proceed as follows:

Go to the company from which the template will be copied.
Select "Copy report templates".
Select the same company as the target company and select the template to be copied.
On the next page, select the replacing action and as the template to be replaced the upper-row notes template.

When the copying has been done:

The structure of the notes report is copied over the upper template.
Any values and texts entered beforehand are lost.
The name of the notes report onto which the data was copied will not change according to the template onto which the data was copied.

Edit the name as follows:

Open the report template onto which the data was copied.
Select "Edit report template settings".
Change the desired name in the description field.

Also note the following when copying:

The notes template at the bottom will remain and you can delete it after a successful copy:
- Open the notes template at the bottom.
- Make sure that the report is in not included status.
- Click "Delete report template", after which it is removed from the reports at the bottom.
The notes to the financial statements to be copied can be in not included, in progress or ready status, and the status does not affect copying.
The notes report onto which the copy is made must not be in ready status, otherwise the data will not be copied to it.
- If the report is in ready status, the data may be copied in the background, but will only be visible when you take the report out of ready status and change it to in progress.
- When you start editing the report, the report may change significantly.

Editing the notes report (the example uses the normal Notes to the financial statements)

When you open the notes report, the following functions are shown at the top.

Edit report template settings:

Change the name of the notes form.
Select whether the comparison data of the previous period is shown on the form.

Delete report template:

Delete the selected report template from the company.

Copy report template:

Copy the report template to another company for which you have accountant rights.
Note that the copy includes the structure (headings) of the notes template, but user-entered texts and figures are not copied.
In the view, select:
- the report template to be copied
- the company or companies to which the report template will be copied (select multiple companies by holding down the Ctrl key).
In the next view, select whether to create a new report template or replace an existing report template.
The report is copied from the active company.

Renumber attachment data documents:

Renumber the attachment data documents in the order of entry.
Renumbering only affects the attachment data documents of the selected period.

Calculate report:

Calculate the values of the report from the bookkeeping vouchers.

Create pdf:

Create a PDF file from the report.

Mark report as ready:

Set the report to ready status.
A report in ready status will be included in the balance sheet book.
You can return a ready report to in progress and continue editing it by clicking the "Edit report template values" link.

List attachment data documents:

List the attachment data documents used in the company.

Editing heading rows

Edit the notes at heading level as follows:

Change the specifications of rows.
Select whether the values of the row are calculated from the bookkeeping based on a formula.
Change the visibility of rows.
Change the position of rows in the report.
Check from the rows what type of row it is.

Adding a heading row:

Add a new heading to the notes from the upper right corner of the report template.

Adding a subheading:

Add a new subheading under an existing row by clicking the new subheading link on that row.

Moving a row:

Move an existing row on the report under the desired heading using the move row function.

Changing row order:

Use the so-called chevron buttons to change the order of rows.
Move a row one step up or down within the row hierarchy.
If the row is under a subheading, you cannot move it upwards to heading level with these buttons; in that case, use the move row function.

Row visibility:

Hide desired rows from the notes report so that they are not shown on the final report.
When you open the report for the first time, all rows are visible by default.

Hide a row as follows:

Remove the tick in front of the heading of the desired row.
Click the Save heading visibility button.

Show a hidden row again as follows:

Open the report. A Show hidden headings link appears in the upper left corner of the report.
Click Show hidden headings, after which the hidden rows are also shown.
Tick the desired row again.
Click Save heading visibility, after which the row is again shown by default on the report.

Editing a row:

Edit an existing row by clicking the Edit button on the row.

Deleting rows:

Delete the desired row with the row deletion function.
Note that a deleted row cannot be restored, so it is usually better to hide the row if you are unsure about deleting it.

Row data management

Go to row data management as follows:

Click the edit link on an existing row, or
create a completely new row by selecting new heading or new subheading, after which you are taken directly to row data management.

Heading:

Select heading when you want to create a heading row for the notes report.
Enter the desired name for the heading.

Balance of accounts or account groups:

Define the Summarisation level as follows:

Heading: Show the calculated balance of the account range only at heading level.
Account: Break down the balance into account-level rows without calculating the total of the account range.
Follow-up object: Break down the account balance by follow-up objects.
- Define account follow-up headings in the Follow-up objects section in the financial statements menu.
- Read more in the Follow-up object help.

Define the Time limitation as follows:

Select either the cumulative balance of the given account range or the period change.

Define the opening balance and closing balance as follows:

Select whether the opening and/or closing balance is shown.
Note that opening balances are calculated only from accounts belonging to the balance sheet group.

Other settings:

Select "Reverse sign in calculation" if you want to change a positive value to negative and a negative value to positive.

Select accounts:

Select the accounts or account groups whose balances are included in the calculation.
Add a new account or account group by selecting Add new account/account group.
Remove an account or account group from the calculation by clicking the red cross at the end of the account row.

User-entered specification:

Use a user-entered specification when you want to enter text information into the notes.
The amount of text is not limited.
Format the heading row of the specification:
- by indenting
- by bolding
- by italicising
- by selecting a dark background for the heading row with the A button.
Delete the row with the delete button.

Enter the actual specification in the field shown under the heading row.

This is how the specification appears in the notes report edit view:

This is how the specification appears on the actual notes report:

User-entered amount:

Enter an amount manually when you want to control the value manually.
The amounts are summed to the higher-level summary row.
As a lower level for a summary row, create other summary rows or rows with an account range.
Use summary rows when the amount to be presented consists of both user-entered amounts and amounts calculated from accounts.

Summary row:

Use a summary row when you want to sum the amounts of the rows below it.

Empty:

Select Empty as the heading type when you want to create an empty row in the notes at the desired point.
Use an empty row to format the layout of the report and to create empty ranges.

Page break:

Select Page break when you want to define a page break at a specific point in the printout generated from the report.

Attachment data documents

Use attachment data documents when you want to attach to the financial statements, for example:

lease agreements
personnel numbers
debt instruments
other information relevant to the financial statements.

Note the following about attachment data documents:

Define the need for notes separately for each company.
List attachment data documents from the notes report or via the bookkeeping reports.
Add and manage attachment data documents only via the notes report.
Attachment data documents are printed into the financial period archive:
- as part of the balance sheet specification, or
- as a separate report in the financial statements, depending on what has been selected in the financial statements settings.
Attachment data documents are included in the material copy service.

Adding an attachment data document

Add an attachment data document as follows:

Open the notes report.
Go to the row to which you want to add the attachment data document.
Click the attachment data document add button shown on the row.

Fill in the details of the attachment data document as follows:

Enter a description for the attachment data document.
Retrieve the desired voucher from the bookkeeping.
Make sure that the voucher is in PDF format and preferably smaller than 10 MB.

Note the automatic details of the attachment data document:

The numbering of the attachment data document is automatic.
The period and date (the last day of the period) are generated automatically depending on whether you are preparing an interim financial statement or an official full financial period financial statements.
You can copy, invalidate or delete the attachment data document.

Editing/deleting an attachment data document

Edit an attachment data document as follows:

Retrieve the attachment data document to be edited.
Make the necessary changes.

Note that editing leaves a trace in the document’s change history.

Delete or invalidate an attachment data document as follows:

Delete the document by selecting the delete link.
Invalidate the document by selecting the invalidate voucher button.
In the edit view you can also copy the desired document.

Notes on bookkeeping reports

Show attachment data documents on bookkeeping reports as follows:

Open bookkeeping reporting.
Select attachment data documents as the report format.
Also open the attachments to be visible in the report.

FAQ

I have included the wrong notes template in the material. How do I switch to another template?

Proceed as follows:

Open the included notes template.
Mark the notes template as ready by selecting Mark as ready in the upper right corner.
Delete the notes template by selecting Delete report template from the selected financial period’s financial statements material.
Go to the front page and include the desired notes template.

Why are there two notes templates?

Due to the changes in the Accounting Act and regulations that came into force in 2016, a new notes template "Notes to the financial statements" was introduced, which has been created in accordance with this regulation. The old report template "Notes to the financial statements (before year 2016)" has been left available in the environment.

Frequently asked questions

Question: How do I select the correct notes template for the financial period?

Answer: Open Financial management > Bookkeeping > Financial statements > Notes to the financial statements and click the "include" link on the row of the desired notes template. If the financial period has started in 2015, you can select the Notes to the financial statements (before year 2016) template.

Question: How do I show the previous year’s notes texts for the new financial period?

Answer: Select the notes report and calculate the report. If the texts are not retrieved, mark the form as ready, delete the report template from the selected financial period’s financial statements material, create the report again and calculate it again.

Question: How do I edit the headings and rows of the notes report?

Answer: Open the notes report and use the edit functions: add headings and subheadings, move rows, change the order of rows, hide rows and edit row specifications with the Edit button.

Question: How do I add an attachment data document to the financial statements?

Answer: Open the notes report, select the row to which you want the attachment data document, click the add button on the row, enter a description for the document and retrieve the PDF-form voucher from the bookkeeping. Save the attachment data document.

Question: How are attachment data documents shown on bookkeeping reports?

Answer: Open bookkeeping reporting, select attachment data documents as the report format and open the attachments to be visible in the report. The attachment data documents are then shown as part of the report.

Keywords

notes to the financial statements, notes report, notes template, Notes to the financial statements (before year 2016), financial statements, balance sheet book, replacing a report template, copying a report template, deleting a report template, attachment data documents, adding an attachment data document, editing an attachment data document, deleting an attachment data document, bookkeeping reports, balance of accounts or account groups, user-entered specification, user-entered amount, summary row, editing heading rows, row visibility, row order, page break, Netvisor

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