This guide provides instructions on preserving and copying material for a company's bookkeeping and payroll management in the Netvisor service. The guide describes obtaining a data copy automatically or as a self-service, the necessary user rights, charge basis, and the contents of the data copy.


CONTENTS

General

Ensure the preservation of material, as the responsibility for preserving the material always lies with the company itself. In termination situations, take a data copy for the statutory preservation of bookkeeping material. Please carefully review this guide and our termination instructions. Choose either an automatic data copy (recommended) or self-service upon termination. Note that the data copy cannot be downloaded as such to a new Netvisor environment. Choose either an automatic data copy (recommended) or self-service upon termination. Note that the data copy cannot be downloaded as such to a new Netvisor environment.

Automatically generated data copy (recommended):

The system automatically makes the order after the last day of use, and the material begins to be generated. Note the following:

  • The automatic data copy is chargeable (same transaction charge as self-service). See detailed information in the Price list.
  • You will receive a notification of the copy's completion by email to the contact person provided during termination.
  • Download the automatic data copy from the Netvisor service within 30 days of the last day of use.
  • Ensure you have the necessary rights: Accountant role (KP) and Accounting profile 'All rights' for bookkeeping material. Payroll accountant role (P) and Payroll profile 'All rights' for payroll material.
  • The charge basis is formed when you confirm the choice during termination.
  • The automatic data copy also includes payroll material if it has ever been used in the company. This download requires payroll accountant rights.

Self-service data copy:

You can order and download bookkeeping material using the current automatic data copy service (chargeable) or manually store reports and data free of charge. Proceed as follows:

  • Initiate the download of the material before the last day of use.
  • Download the completed data copy from the Netvisor service within 30 days of the last day of use.
  • Ensure sufficient rights: Accountant role (KP) and Accounting profile 'All rights' for bookkeeping material. Payroll accountant role (P) and Payroll profile 'All rights' for payroll material.
  • Note that the service is charged according to the current price list.

With the Netvisor data copy service, you can download financial period materials found in Netvisor to your workstation. Use the service especially when discontinuing the use of Netvisor. The service is available to all companies without separate activation. Ensure the Netvisor service is active at the time of download. The data copy will also include payroll material if you have the rights to generate it and the payroll side has ever been used in the company. If the company was previously in a different package and purchase invoices with attachments or images were made earlier, these will be included in the data copy even in the Light package. In the Pay package, you will also get bookkeeping material if it has ever been used.

User rights

The data copy is separated into bookkeeping and payroll materials. Ensure you have the following rights:

  • Bookkeeping material: Accountant role (KP) and Accounting profile 'All rights'.
  • Payroll material: Payroll accountant role (P) and Payroll profile 'All rights'.

Download both bookkeeping and payroll materials at once if you have all the aforementioned user rights.

Financial period status

Financial period materials are saved in the state they are in at the time of taking the data copy. Proceed as follows to ensure the completeness of the information:

  1. Seal the financial period at least.
  2. Transfer materials to the financial period archive after closing the financial period to automatically save the financial statement compilation reports.
  3. If you want the compilation reports of an ongoing financial period's financial statements on the copy, manually take the reports from Netvisor and add them afterward to the data copy OR save the reports to the financial period archive before downloading.

Explore the detailed contents of the data copy in the section Contents of the data copy.

Charges

Choosing the automatic data copy during termination creates a charge basis for the last service invoice. The actual copy is generated after the termination period.

Note the following in the charge:

  • Avoid double charge: Do not choose the automatic copy if you have taken the data copy yourself just before termination.
  • Self-service is charged according to the price list's transaction charge per month (see price list).
  • The data copy price includes the entire company's material, including all financial periods, meaning the price is not financial period-specific. 
  • You can order the data copy as often as needed within one month without additional charge (e.g., one financial period at a time).
  • The charge is formed only once per month regardless of who makes the order.
  • The charge basis is formed when the data copy is fully completed.

Contents of the data copy

The data copy contains the following information by financial period:

  • Sales invoices (pdf), sales invoice attachments
  • Purchase invoices (images and attachments). Includes unprocessed, new purchase invoice state, and rejected invoices.
  • Attachment files of vouchers
  • Bank statements (also inactive bank account statements from the period).
  • Financial statement information (from the financial period archive):
    • General ledger and Journal
    • Debt and receivables list
    • Balance sheet specification, Profit and loss statement, and Balance sheet
    • List of used accounts
    • Financial statement document (if made in the financial period archive)
    • Other financial period attachment type documents from the financial period archive
  • Periodic tax return (Vat return, Employer's contributions)
  • Income tax return forms
  • ??
  • Construction industry reports (from 8.3.2024)
  • Annual report summary and recipient-specific breakdown
  • HRM (if used):
    • Salary certificates, Salary cards, Payslips, Payroll lists
    • Travel expense reports with attachments
    • Company-specific salary types
    • Working hours reports (includes daily breakdown)
    • Pay information notifications and Separate notifications
    • Payment lists, Settlements, Advances, Accrual of employer's contribution
    • Holiday pay debt reports and Holiday accruals
    • Employee attachments (Personal data/Non-personal data)
    • Netbox messages and attachments (as a separate zip file)
  • Electronic signature documents
    • Public documents (with Sensitive information option)
    • Note: Personal documents are not included. Change them to public or store manually.

Working hours entries are printed on the 2nd page of the payslip PDF printout if not excluded in settings. The company's attachment data documents from the financial period archive come as their own folder. Electronically signed forms are included if found in the financial period archive. Transfer other signed forms to the archive first.

If the material has not been run into the financial period archive (but the financial period is closed), the copy will include: Used accounts, Journal and General ledger, Receivables and Debt list, Balance sheet (long and account-specific), Balance sheet specification, Voucher types, and Profit and loss statement (long and account-specific).

If the financial period is not closed, the same information will be included, but the general and journal entries will lack the profit/loss entry. For an ongoing financial period, the found vouchers will be included. Old purchase invoices are included in the Light package if the purchasing side was previously used.

The data copy supports common file formats (.doc, .pdf, .jpg, .xls, etc.). Other file types change to .dat. You can manually change the extension (e.g., .dat -> .zip) to open the file normally.

Example of a folder structure for one financial period in a completed data copy:

Downloading the data copy

Perform the order and download of the data copy according to the following steps. Ensure you are logged into Netvisor and have selected the correct company.

  1. Open the view by selecting Company menu > Download financial period material.

  2. Create a new order by clicking "New material order".

  3. In the window that opens, first select the material to be ordered (bookkeeping and/or payroll). Then select the desired financial periods by checking the selection box in front of the financial period.

  4. Check that the email address is correct for notification and confirm the order. Note that you can only order material for which you have user rights.

  5. Monitor the progress of the order from the Order status column. You can use Netvisor normally during the download. If you want to cancel the order before completion, do so from this view (no charge for canceled orders).

  6. When the order is complete (you will receive an email notification), download the material to your computer from the Order view. The material is saved as a zip folder. The download link is valid for 60 days from completion.

Notes on downloading and files:

In the downloaded material directory, you will find a file list.html file, which lists, among other things, purchase invoices with voucher numbers. Files that encountered errors are listed in the FailedFiles.txt file and are visible in the file list in red. Download these files manually from Netvisor. Finvoice e-invoice viewing requires Finvoice.xsl and Finvoice.dtd files, which can be downloaded from the Finance sector's website if missing.

Frequently asked questions

How long is the download period for the data copy?

The automatic data copy is available for download for 30 days from the last day of use. The self-service copy is available for 60 days from completion.

What are the necessary user rights for downloading the copy?

Downloading bookkeeping material requires the "Accountant" role and "All rights" in the Accounting profile. Downloading payroll material requires the "Payroll accountant" role and "All rights" in the Payroll profile.

What happens if the order is canceled before completion?

If you cancel the order from the Orders view before completion, no charge is formed.

Keywords: termination, data copy, financial period material download, material preservation, material durability, archive, Netvisor material, bookkeeping material, payroll material


This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


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