This guide covers the preservation and copying of material for a company's accounting and payroll management in the Netvisor service, especially in termination situations. The company is responsible for preserving its own material, and it is recommended to take a data copy before terminating the service. The data copy can be obtained either automatically or as a self-service, and both options include detailed instructions on the necessary user rights, download schedule, and costs. The guide also lists the contents of the data copy.
CONTENTS
General
The company is always responsible for the preservation of its material. In termination situations, we recommend taking a data copy for the statutory preservation of accounting material. Please carefully review the instructions below and our termination instructions. When making a termination, the user must choose either an automatic data copy (recommended) or self-service.
Automatically generated data copy (recommended):
The order is automatically made by the system after the last day of use, and the material begins to be generated. The automatic data copy is chargeable, and the charge is the same transaction charge as when downloading fiscal year material via self-service. (Link to Price list). The completion of the copy is notified by email to the contact person provided during termination. The automatic data copy can be downloaded from the Netvisor service for 30 days after the last day of use. The Accountant role (KP) and 'All rights' as the Accounting profile are required to download accounting material. The Payroll Clerk role (P) and 'All rights' as the Payroll profile are required to download payroll material. The charge basis is formed when the choice is confirmed during termination. The service is charged according to the current price list.
Self-service data copy:
The accounting material can be ordered and downloaded using the current data copy service or stored manually from the Netvisor service free of charge. The download of the material must be initiated before the last day of use, and the completed data copy can be downloaded from the Netvisor service for 30 days after the last day of use. The Accountant role (KP) and 'All rights' as the Accounting profile are required to download accounting material. The Payroll Clerk role (P) and 'All rights' as the Payroll profile are required to download payroll material. The service is charged according to the current price list.
With the Netvisor data copy service, you can download fiscal year materials found in Netvisor to your workstation. Typically, a data copy is needed when the use of Netvisor is discontinued. The data copy service is available to all companies without separate activation, and to perform the download, the Netvisor service must be active at the time of downloading the data copy. If the company has had the Payroll, Time Tracking, and Travel sections enabled and these have already been closed, these sections must be reopened during the download to include payroll data in the data copy. If the company was previously in another package and purchase invoices with attachments or pdf images were made earlier, these will be included in the data copy even if it is run when the company is in the Light package. If the company currently only has the Salaries package, it must be updated to at least the Basic package to include accounting material in the data copy.
User rights
The data copy is separated into accounting and payroll materials. The Accountant role (KP) and 'All rights' as the Accounting profile are required to download accounting material. The Payroll Clerk role (P) and 'All rights' as the Payroll profile are required to download payroll material. If the user has all the aforementioned user rights, they can download both accounting and payroll materials at once.
Fiscal year status
Fiscal year materials are saved in the state they are in at the time of taking the data copy. Note that the fiscal year must be at least sealed, and after closing the fiscal year, the materials must be transferred to the fiscal year archive to automatically save the financial statement compilation reports to the data copy. If you want to save the compilation reports of an ongoing fiscal year's financial statements to the copy, the reports must be manually taken from Netvisor and added to the data copy afterward. Alternatively, before downloading the data copy, the reports can be saved to the fiscal year archive, from where they are automatically saved to the data copy during the download. You can explore the detailed contents of the data copy below in the section Contents of the data copy.
Charges
Choosing the automatic data copy during termination creates a charge basis for the month when the choice is made. Thus, the company is billed for the data copy on the next service invoice.
For example, if the accounting firm terminates the company in August and orders a data copy, the charge will appear in early September with the August billing. The direct customer's data copy is also billed at the beginning of the next month for the initiation of termination and the data copy order, even if the termination period has not yet ended. For example, an order made in August is billed in early September with the August billing. The actual copy is then generated only after the termination period (after the last day of use).
If the data copy has already been taken before termination, and the automatic copy is chosen, the company may incur a double charge. When done as a self-service, the data copy is charged according to the price list's transaction charge per month. More detailed information can be found in our price list. The data copy can be ordered as often as needed within one month, for example, one fiscal year at a time or accounting and payroll material at a time. The maker of the data copy does not matter, meaning different people can place the orders, and the transaction charge is formed only once per month. The charge is formed when the data copy is fully completed.
Contents of the data copy
The following information is saved to the data copy by fiscal year:
- Sales invoices (pdf)
- Purchase invoices (scanning service image, user-attached attachments, or e-invoice image). The copy also includes unprocessed new purchase invoices in the new purchase invoice state.
- Attachment files of vouchers
- Bank statements (the copy also downloads bank statements from currently inactive bank accounts if they have had statements during the copy period).
- Financial statement information (from the fiscal year archive):
- General ledger
- Journal
- Debt list
- Receivables list
- Balance sheet specification
- List of used accounts
- Income statement
- Balance sheet
- Financial statement document (requires that this has been made in the fiscal year archive).
- Other saved fiscal year attachment type documents from the fiscal year archive.
- Periodic tax return
- VAT return
- Employer contributions (if HRM has been used)
- Income tax return
- Company income tax return forms
- VAT summary return
- Construction industry reports (added from 8.3.2024)
- Annual report summary
- Annual report recipient-specific breakdown
- HRM (If it has been used)
- Salary certificates
- Salary cards
- Travel expense reports with attachments
- Payslips
- Payroll lists
- Company-specific payroll items
- Working time report, Daily working time report, Daily breakdown
- Salary information notifications and Separate notifications
- Payment list for recurring payments
- Settlements
- Salary and travel advances
- Accrual of side costs
- Total holiday pay debt and Holiday pay debt by employee
- Holiday accruals and Holiday accrual side costs by employee
- Employee attachments, whose type is “Personal data” or “Non-personal data”.
Working time entries will appear on the data copy on payslips if they have not been excluded from the payslips by a setting in payroll model management. Entries are printed on the 2nd page of the payslip PDF printout.
The data copy also includes the company's attachment vouchers from the fiscal year archive. These come as their own folder and are not fiscal year-specific.
If a form has been electronically signed and is found in the company's fiscal year archive, it will be included in the data copy. If the company has other electronically signed forms, these must first be transferred to the fiscal year archive to be included in the data copy.
If the material has not been run into the fiscal year archive (but the fiscal year is closed), the following documents from the financial statements will be included in the copy:
- Used accounts
- Journal
- General ledger
- Receivables list
- Balance sheet long form
- Balance sheet account-specific form
- Balance sheet specification
- Voucher types
- Income statement long form
- Income statement account-specific form
- Debt list
The same information will also be included in the copy even if the fiscal year is not closed. In this case, the general and journal entries will lack the fiscal year's profit/loss entry. If the fiscal year is open and ongoing, the general and journal will include those vouchers found for that fiscal year.
If the company has been switched to the Light package, which does not include, for example, accounts payable. If the company previously had the purchasing side in use, the old purchase invoices will be included in the data copy, even if the data copy is made from the light package.
The data copy supports the following file formats: .doc, .docx, .xls, .xlsx, .odt, .ods, .rtf, .jpg, .png, .tif, .gif, .pdf, .css, .html, .ppt, .pptx, .odp, .txt, and .xml. If the attachment file is of another file type, it changes to the file type .dat. Downloading the data copy is not prevented even if other than supported file formats are used.
Example of a folder structure for one fiscal year in a completed data copy:
Downloading the data copy
Log in to Netvisor and select the company for which the data copy is to be made. Then select from the company menu "Download fiscal year material":
In this view, all previous orders and their statuses are visible. Create a new order by clicking "New material order":
All the company's fiscal years are listed in the New data order window. First, select the material to be ordered (accounting material and payroll material) and then the fiscal year(s) to be copied by checking the selection box in front of the fiscal year. Once the fiscal years are selected, check that the email address is correct, to which the notification of the completed data copy will be sent; if necessary, you can change the email address to your desired one. Note that a charge is formed for each completed order. The order can be canceled later if necessary.
The user can make the order and download only the material for which they have sufficient user rights:
Once the order is confirmed, the data copy order first moves to the queue and then to download. The progress of the download updates in the load status column.
The order can be canceled before completion, in which case no charge is formed:
In the Orders view, you can see more specifically which fiscal years each order concerns and what material:
During the download, Netvisor can be used normally and logged out.
When the order is completed, an email notification is sent to the address provided during the order phase. The data copy is downloaded from the Netvisor order view to your computer, where it is saved as a compressed zip folder. The data copy can be downloaded to your computer for 60 days after completion as many times as needed. There is no separate charge for downloading the completed order to the computer. The download can be done by those Netvisor users who have the right to order the material in question (KP role for accounting material and P role for payroll material, see detailed information on user rights here).
In the Orders view, you can see who has previously downloaded the material and when the download was made.
The material is formed into a zip folder one fiscal year at a time, and the fiscal year folders are named as they were established in Netvisor. Files that encountered errors or were not downloaded are found in a separate FailedFiles.txt file, and errors are also visible in the FileList.html file in red. Files that encountered errors must be downloaded manually from Netvisor.
A file list.html is created in the downloaded material directory, which opens with any browser. The file list includes, among other things, all purchase invoices with voucher numbers. The content of the Finvoice e-invoice is in a .xml file, and the formatting information is in an xsl file. Some invoices also have a reference to a dtd file. If these files (Finvoice.xsl and Finvoice.dtd) are missing for some reason, they can also be downloaded from https://www.finanssiala.fi/aiheet/verkkolaskutus-finvoice/#/ if necessary, and then added to the e-invoice directory manually.
Frequently asked questions
How long is the download period for the data copy?
The data copy is available for download for 30 days from the last day of use for automatically taken copies and 60 days from completion for self-service copies.
What are the necessary user rights for downloading the copy?
Downloading accounting material requires the "Accountant" role and all rights in the Accounting profile. Downloading payroll material requires the "Payroll Clerk" role and all rights in the Payroll profile.
What happens if the order is canceled before completion?
Canceling the order before completion means no charge is formed. The order can be canceled from the Orders view before the data copy is completed.
keywords: termination, data copy, fiscal year material download, material preservation, material durability, archive, Netvisor material, accounting material, payroll material
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