(Financial management > Bookkeeping > Financial statements)
Preparing the Notes to the financial statements is part of the financial statements. Notes cannot be removed from the balance sheet book. From the Active period section you select for which financial period the notes are being added/edited. In order for the profit/loss of the financial period to be calculated into the notes, the financial period must be closed beforehand.
The Notes report opens by clicking the Notes to the financial statements link.
Selecting the notes report
The notes template is selected by clicking the "include" link on the desired row. This selection must be made so that the texts of the previous financial period’s notes are transferred to the new financial period. The Notes report template complies with the small and micro company regulation.
The Notes to the financial statements (before year 2016) version can still be found in the report templates. This can be selected if the financial period started in 2015.
If the wrong version has been selected, the situation can be corrected by opening the wrong notes version and clicking the mark report as ready link. Then click the "Delete report template from the selected financial period’s financial statements material" link. After this you will be in a situation where neither notes template is selected and you can now select the correct template using the "include" link.
Fetching values from the previous year’s report. The Notes report should retrieve the texts from the previous year’s report. If this does not happen directly, the instruction is to calculate the Notes report, after which the old texts should appear. If this still does not work, mark that form as ready and delete it (delete report template from the selected financial period’s financial statements material) and create it again and calculate it.
Replacing a report
An existing report can also be replaced with your own .pdf file by clicking the replace link on the desired report. This opens a function where the desired report can be selected from the computer and attached to the compilation view in place of the previous report. If you replace one of the financial statements reports, open the original report template at the end by clicking the report template name and mark it 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 version, this can be done as follows.
- Go to the company from which the template will be copied
- Select “Copy report templates”
- Select the target company (the same) and the template to be copied
- On the next page select the replacing action and the template to be replaced (the upper row notes template)
In this case the structure is copied over the upper template, but any values and texts entered beforehand will be lost. The name of the notes report onto which the data was copied will not change during copying, but the name can be edited by opening it and selecting "Edit report template settings" and changing the desired name in the description field.
The notes template at the bottom will also remain and can be deleted after a successful copy by opening it and, when the report is in not included status, clicking "Delete report template". This will remove it 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, so this does not matter for copying. However, the notes report onto which the copy is made must not be in ready status or the data will not be copied onto it (or it is copied in the background, but these changes will only become visible when the report is taken out of ready status and changed to in progress). In this case you may also encounter a situation where the report changes completely when you start editing it.
Editing the notes report (the example uses the normal Notes to the financial statements)
When the notes report is opened, the above options are displayed.
Edit report template settings: From this option you can change the name of the notes form and select whether the comparison data of the previous period is shown on the form.
Delete report template: Deletes the selected report template from the company.
Copy report template: You can copy the report template to another company for which you have accountant rights. The copy will include the structure of the notes template, i.e. the headings, but user-entered texts or figures will not be copied to the new company. In the view you select the report template to be copied and the company or companies to which the report template will be copied. You can select multiple companies by holding down the ctrl key and selecting companies from the list. When the template and target company have been selected, the next view lets you choose 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: Attachment data documents can be renumbered. Renumbering takes place in the order of entry. Renumbering only renumbers the attachment data documents of the selected period.
Calculate report: Calculates the value of the report from the bookkeeping vouchers.
Create pdf: Creates a pdf file from the report
Mark report as ready: Sets the report to ready status. A report in ready status will be included in the balance sheet book. A ready report can still be returned to in progress, after which it can be edited. This is done by clicking the "Edit report template values" link.
List attachment data documents: Lists the attachment data documents used in the company.
Editing heading rows
Notes can be edited at heading level, and the specifications of rows can also be changed and you can choose whether Netvisor calculates the values of that row from the bookkeeping based on a formula. The visibility and position of rows can also be changed. The rows show what type of row it is.
Adding a heading row: A new heading can be added to the notes from the upper right corner of the report template.
Adding a subheading: A new subheading can be added under an existing row via the new subheading link on that row.
Moving a row: An existing row can be moved on the report under the desired heading.
Changing row order: The so-called chevron buttons can be used to change the order of rows. The row moves one step down or up within the row hierarchy. If the row is under a subheading, it cannot be moved upwards to heading level with these buttons. If needed, this must be done with the move row function.
Row visibility: Rows can be removed from view on the notes report, i.e. the desired rows can be hidden. When the report is opened for the first time, all rows are visible by default. Hidden rows are not shown on the final report.
A row can be hidden by removing the tick in front of the heading of the desired row and clicking the Save heading visibility button.
If a row/rows should be shown again later, a link (Show hidden headings) will appear in the upper left corner of the report. By clicking this, the hidden rows are also shown and by ticking the desired row again and clicking the Save heading visibility button, it will again be visible on the report by default.
Editing a row: An existing row can be edited with the Edit button.
Deleting rows: This function can be used to delete the desired row. Once a row has been deleted, it cannot be restored. Therefore, it is usually better to use row hiding instead.
Row data management
Row data can be edited from the edit link on an existing row, or if you have created a completely new row, you will enter row data management by clicking the new heading/new subheading link.
Heading: If you want to create a heading row for the notes report, select heading and enter the desired name.
Balance of accounts or account groups:
Summarisation level:
Heading: The calculated balance of the account range is shown only at heading level.
Account: Breaks down the balance into account-level rows without calculating the total of the account range.
Follow-up object: Breaks down the account balance by follow-up objects. Account follow-up headings are defined in the Follow-up objects menu in the financial statements menu. More instructions on follow-up objects can be found in the Follow-up object help.
Time limitation: You can alternatively select either the cumulative balance of the given account range or
the period change.
Calculate opening balance and/or closing balance: You can choose to show the opening and/or closing balance. Opening balances are calculated only from accounts belonging to the balance sheet group.
Other settings: "Reverse sign in calculation" changes a positive value to negative and a negative value to positive.
Select accounts: Select the accounts/account groups whose balances are included in the calculation. A new account/account group can be added via the Add new account/account group link. An added account can be removed from the account/account group calculation via the red cross at the end of the account row.
User-entered specification: With a user-entered specification you can enter text information into the notes. The amount of text is not limited. The heading row of the specification can be indented, bolded, italicised – with the A button you can select a darkened background for the heading row. The row can be deleted with the delete button.
The actual specification is entered in the field shown under the heading row.
This is how it appears in the notes report edit view below.
And like this on the actual notes report
User-entered amount: You can enter an amount manually. The amounts are summed to the higher-level summary row. As a lower level for a summary row you can create other summary rows or rows with an account range. Summary rows are useful if, for example, the amount to be presented consists of both user-entered amounts and amounts calculated from accounts.
Summary row: This row sums the amounts of the rows below it. See the example below.
Empty: By selecting "Empty" as the heading type you can create an empty row in the notes at the desired point. With this you can format the layout of the report and create empty ranges where desired.
Page break: By selecting page break, you can define a page break at the desired point in the printout generated from the report.
Attachment data documents
Attachment data documents can be used to include, for example, lease agreements, personnel numbers, debt instruments and other information relevant to the financial statements. For each company, the need for notes must be defined separately, but this has been made possible in Netvisor. Attachment data documents can be listed from the notes report and via the bookkeeping reports, but they can only be added and managed 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
Adding is done on the desired row by clicking the button below the row.
You will be taken to the view below, where you can enter a description for the attachment data document and retrieve the desired voucher from the bookkeeping. The voucher must be in PDF format and preferably smaller than 10 MB. The numbering of the attachment data document is automatic and the period and date (the last day of the period) are also generated automatically depending on whether an interim financial statement or an official full financial period financial statements is being prepared. The attachment data document can be copied, invalidated or deleted.
Editing/deleting an attachment data document
An attachment data document can be edited by retrieving the relevant document. Editing leaves a trace in the document’s change history.
The document can be deleted via the delete link or invalidated via the invalidate voucher button for the desired document. In the edit view you can also copy the desired document.
Notes on bookkeeping reports
Attachment data documents can also be displayed via bookkeeping reporting. Select attachment data documents as the report format. Attachments are also opened to be visible in the report.
FAQ
I have included the wrong notes template in the material. How do I switch to another template?
In order to change a notes template that is in in progress status to another template, the included one must first be marked as ready by opening the notes template and selecting Mark as ready in the upper right corner. After this the notes template can be deleted with the Delete report template from the selected financial period’s financial statements material function. After this, the desired template can be included on the front page.
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 also been left available in the environment.
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