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.

Proceed as follows in connection with termination:

  • Choose whether you will take an automatic data copy (recommended) or a self-service data copy.
  • Note that the data copy cannot be downloaded as such to a new Netvisor environment.
  • Note that the data copy is always generated in Finnish.

Use the Netvisor data copy service especially when you discontinue the use of Netvisor:

  • Download the financial period materials found in Netvisor to your own workstation.
  • Ensure that the Netvisor service is active at the time of download.
  • Use the service without separate activation, as it is available to all companies.
  • Utilize payroll material in the data copy if you have the rights to generate it and the payroll side has ever been used in the company.
  • Note that if the company was previously in a different package and purchase invoices had attachments or images, these will be included in the data copy also in the Light package.
  • Note that in the Pay package you will also get bookkeeping material if it has been used earlier.

Automatically generated data copy (recommended):

Use the scheduled automatic data copy in connection with termination as follows:

  1. Select the automatic data copy in connection with termination.
  2. Provide the contact person's email address for notifications when terminating.
  3. Wait for the system to automatically place the order after the last day of use, at which point the material generation will start.
  4. Ensure that you have the necessary user rights to bookkeeping and payroll material (see User rights).
  5. Download the automatic data copy from the Netvisor service within 30 days of the last day of use.

Note the following regarding the automatic data copy:

  • The scheduled 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.
  • Ensure you have the necessary rights: Accountant role (KP) and Accounting profile "All rights" for bookkeeping material, and Payroll accountant role (P) and Payroll profile "All rights" for payroll material.
  • Note that the charge basis is formed when you confirm the choice of automatic data copy during termination.
  • Utilize the payroll material included in the automatic data copy if the payroll side has ever been used in the company. This download requires payroll accountant rights.

Self-service data copy:

You can order and download bookkeeping material as self-service in two ways:

  • Use the current automatic data copy service (chargeable).
  • Manually store reports and data free of charge.

Proceed with the self-service data copy as follows:

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

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".

Proceed with user rights as follows:

  • 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, proceed in one of the following ways:
    • Manually take the reports from Netvisor and add them afterward to the data copy.
    • Save the reports to the financial period archive before downloading the data copy.

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

Charges

Note the charges for the data copy as follows:

  • 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).
  • Note that the charge is formed only once per month regardless of who makes the order.
  • Note that 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.

Note the following regarding the contents of the data copy:

  • 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 financial period archive first.

If the material has not been run into the financial period archive (but the financial period is closed), the copy will include the following information:

  • Used accounts
  • Journal and General ledger
  • Receivables and Debt list
  • Balance sheet (long and account-specific)
  • Balance sheet specification
  • Voucher types
  • Profit and loss statement (long and account-specific)

If the financial period is not closed, note the following:

  • The same information will be included as for a closed financial period, 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.

Note the following regarding the file formats of the data copy:

  • 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).

    • 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.

    • 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:

Proceed with the downloaded material as follows:

  • In the downloaded material directory, open the file list.html file, which lists, among other things, purchase invoices with voucher numbers.
  • Check the FailedFiles.txt file, which lists any files that encountered errors. These are shown in red in the file list.
  • Download the files that encountered errors manually from Netvisor.
  • For viewing Finvoice e-invoices, download the required Finvoice.xsl and Finvoice.dtd files from the Finance sector's website if they are 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. However, if the environment is terminated, the data copy is available for 30 days from the last day of use, even if the data copy was ordered as self-service.

What are the necessary user rights for downloading the copy?

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

How many times can the data copy be downloaded?

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 occurs only once per month regardless of who makes the order and how many times the data copy is downloaded.

Can I download the data copy to a new Netvisor environment?

You cannot download the data copy as such to a new Netvisor environment. The data copy is intended for preservation and archiving of material.

Is payroll material always included in the data copy?

Payroll material is included in the data copy if the payroll side has ever been used in the company and you have the Payroll accountant role (P) and "All rights" in the Payroll profile.

How do I avoid a double charge for the data copy?

Avoid a double charge by not choosing the automatic data copy during termination if you have taken the data copy yourself just before termination.

What should I do if there are files with errors in the data copy?

Check the FailedFiles.txt file and file list.html. Download the files that encountered errors manually from Netvisor.

What material do I get if the financial period is not closed?

You will receive the same information as for a closed financial period, but the general and journal entries will lack the profit/loss entry. For an ongoing financial period, the found vouchers will be included.

How do I ensure that the financial statement compilation reports are included in the data copy?

Transfer materials to the financial period archive after closing the financial period. If the financial period is ongoing, manually take the reports from Netvisor and add them to the data copy or save the reports to the financial period archive before downloading the data copy.

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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