Open the formation of the financial statements by selecting Financial management > Financial statements.

CONTENT


The starting point is to form, maintain, and store all official financial statement reports in the service.

Use the functionality when preparing the financial statements:

  • Financial statement reporting includes links to all statutory reports, form templates, and financial statement attachments you have added yourself.
  • Edit, run, and attach the necessary reports as part of the financial statement material.

Permissions affecting the financial statement procedure

Accountant

Proceed as follows so that the accountant can use the financial statement functionalities:

  1. Set the user profile of the accountant to All rights.
  2. Add the accountant’s special role KP.
  3. Note that the user administrator role KH is not needed for making the financial statement.
  4. Give the accountant full rights to the financial period archive.

When all the above-mentioned rights are set, the accountant has the following rights concerning the functionality of the financial statement:

  • Closing the financial period and opening the closed period
  • Sealing the closed financial period and unsealing the sealed period in the financial period archive
  • Right to confirm the sealed financial period and remove the confirmation mark in the financial period archive
  • Right to edit and delete own report templates

Auditor

Proceed as follows so that the auditor can use the financial statement functionalities:

  1. Set the user profile of the auditor to Browsing rights.
  2. Add the auditor’s special role TT (the role can be set by the accounting office administrator, a user with the TPK role, or the role can be requested from support).
  3. If the company has the HRM section in use:
    • Give the HRM section the user profile Browsing rights.
    • Add the payroll accountant’s special role P for viewing reports.
  4. If necessary, read the instructions on auditor access rights: Auditor and tax auditor access rights.
  5. Give the auditor full rights to the financial period archive (you can, if necessary, leave out saving rights, i.e. leave the middle tick empty).

When all the aforementioned rights are set, the auditor has the following rights concerning the functionality of the financial statement:

  • Right to confirm the sealed financial period
  • Right to unseal the confirmed financial period
  • Right to mark the period as audited (after this, the accountant can no longer open the period)
  • Right to browse all material
  • Right to print materials

Company user

Proceed as follows so that a company user can browse financial statement reports:

  • Give one of the following user profiles:
    • All rights
    • Company user
    • or sufficient Function-specific access rights
  • If you use function-specific rights, give at least read access to:
    • financial period management
    • basic financial statement functions
    • the financial period archive
    • basic data management


Financial statement process

Manage the composition of the financial statement on the Financial statements page with the following phases.

  • Saving financial statement entries in bookkeeping
  • Closing the financial period to be processed
  • Formatting financial statement reports with the report tool (editing system model reports)
  • Annual report
  • Notes to the financial statements
  • Possible other financial statement reports you have created
  • Reviewing the report compilation and preparing the balance sheet specification
  • Running financial statement reports (forming the balance sheet book)
  • Attaching possible financial statement attachments to the financial period archive
  • Reviewing and processing the completed financial statement (audit) in the financial period archive
  • Compiling the financial statement

Reports can be accessed by clicking on the report name. If the report is not ready, the opened report is in edit mode.

Changes to the Accounting Act 1.1.2016

If the changes to the Accounting Act 1.1.2016 have not been made, make the changes before preparing the financial statements.

  1. Open the guide Specification of accounts.
  2. Follow the detailed instructions for making the changes at the end of the guide.

Changing the selected financial period

The selected period for the financial statement is by default the latest closed (locked) financial period.

Proceed as follows to change the selected period:

  1. Check which period is shown as selected on the Financial statements page.
  2. If you want to change the period, select the Change link.
  3. In the selection that opens, choose:
    • another closed financial period, or
    • the active financial period, if there are no closed financial periods
    • the next open period, if the latest financial period is sealed and transferred to the financial period archive.
  4. Confirm the selection with the Continue button and return to compiling the financial statement.

You can also set a period other than the financial period as the active period so that you get the financial statement documents in a neat form for the selected period, for example for an interim financial statement.

If you select the Interval field instead of the financial period, define the length of the comparison period for the desired interval.

Change the comparison period as follows:

  1. Select Change selected period.
  2. Select the financial period or interval.
  3. If you select an interval, also select the desired comparison period for the report.


Financial statement settings

In the financial statement settings, define:

  • the signatories of the financial statement
  • voucher type settings
  • balance sheet specification settings

Read more detailed instructions in the financial statement settings guide.

Copy report templates

Copy existing report templates for use by other companies as follows:

  1. Open the Financial statements page.
  2. Select the Copy report templates link.
  3. Select the report template to be copied.
  4. Select 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.
    • You can copy the report template only to companies for which you have accountant rights.
  5. Move to the next view and select:
    • Create a new report template if you want to add a new template. The new report template is added to the bottom of the Financial statements page under Report templates.
    • Replace existing report template if you want to copy the report template over an existing template.

Note that for Notes to the financial statements and the Funds statement, only the report template structure (headings) is copied. Texts or figures entered by the user are not copied to the new company.

Replacing a report

Replace an existing report with your own .pdf file as follows:

  1. Find the desired report on the Financial statements page.
  2. Select the replace link for the report.
  3. In the function that opens, select the desired .pdf file from your computer.
  4. Attach the selected file to the compilation view in place of the previous report.

If a pdf attachment created with some programs is turned upside down in the financial period archive, proceed as follows:

  • Save the document again in pdf format.
  • Try saving again.
  • If you use a pdf editing program, note that at least documents edited with Adobe PDF Editor remain correct when transferred to the financial period archive.

Own reports

Create and add your own reports for reports other than balance sheet book reports as follows:

  1. On the Financial statements page, go to Other financial statement reports.
  2. Find the subheading row Report templates.
  3. Select Add new report template.

For the new report, define:

  • whether the previous financial period’s information is shown as comparison data on the report
  • other basic data of the report template

Save the information. After this, you move to the management view of the created report template.

Removing a report template from the material

Remove a completed report template from the selected financial period’s financial statement material as follows:

  1. Open the report by clicking on the report name.
  2. At the top of the report, find the function Remove report template from the selected financial period’s financial statement material.
  3. Confirm the removal.

If you want to remove the entire report template from the company’s Financial statements view for all periods, use the report template deletion function. This is possible only if the report template is not in use for any financial period.

Printing selected reports

Print selected reports as follows:

  1. Select on the Financial statements page the reports you want to print.
  2. Go to the bottom left corner of the page.
  3. Select the Printing selected reports button.

The function prints all selected reports except the balance sheet and profit and loss statement.

Management of user-created report templates (same functions in standard template management)

Report template settings

When the opened report is marked as ready, the report is not editable by default.

Use the functions in the top right corner of the report for a completed report:

Editing

Return the report to an editable form as follows:

  1. Select the edit function in the top right corner of the report.
  2. Change the report status from ready to in progress.
  3. Edit the report as needed (see the editing instructions below).

Deleting

Delete the report template completely from the company’s Financial statements view as follows:

  1. Make sure that the report template is not in use for any financial period.
  2. Select Delete report in the top right corner of the report.
  3. Confirm the deletion.

If you want to remove the report template only from the selected financial period’s financial statement material, use the function Remove report template from the selected financial period’s financial statement material on the completed report.

Copying

Copy the created report to another company as follows:

  1. Select the copy function in the top right corner of the report.
  2. Select the target company or companies.
  3. Confirm the copy.

The copy includes the structure of the report template (headings). For Notes to the financial statements and the Funds statement, texts or figures entered by the user are not copied to the new company.

Calculate report

Calculate the report values from bookkeeping as follows:

  1. Select the Calculate report function in the top right corner of the report.
  2. Let the system automatically calculate the values from bookkeeping for the report.

Forming the report as a pdf

Open the report in pdf format as follows:

  1. Select the Forming the report as a pdf function in the top right corner of the report.
  2. Wait for the report to open in pdf format.

Mark the report as ready

Mark the report as ready so that it is included in the financial statement:

  1. Make sure that the report content is complete.
  2. Select the Mark the report as ready function in the top right corner of the report.

If you later want to edit a completed report, return it to in progress by selecting the Edit report template values link.

Edit report template settings

Change the report template settings as follows:

  1. Select Edit report template settings in the top right corner of the report.
  2. Change the report name if necessary.
  3. Select whether comparison data from the previous period is shown on the report.
  4. Save the changes.

Management of report template row information

Adding a header row

Add a new header level row as follows:

  1. Open the report template row information view.
  2. At the top right above the table, select the Add new header link.
  3. Enter the header row information and save.

Adding a subheader

Add a subheader to an existing row as follows:

  1. Find the row under which you want the subheader.
  2. On that row, select the add subheader button.
  3. Enter the subheader information and save.

Moving a row

Move an existing row under different levels as follows:

  1. Find the row to be moved.
  2. Select the move button on the row.
  3. Select the new level or header under which the row will be moved.
  4. Save the move.

Change the position of a row within the same level as follows:

  1. Find the row whose position you want to change.
  2. Use the arrange buttons in front of the rows to move the row up or down.

Editing a row

Edit row information as follows:

  1. Find the row to be edited.
  2. Select the icon in the Edit column.
  3. Edit the row information in the row information view that opens.
  4. Save the changes.


Deleting a row

Delete a row and its sublevels with values as follows:

  1. Find the row to be deleted.
  2. Select the row deletion function.
  3. Confirm the deletion.

Hiding rows

Hide rows from the report without removing them from the report template as follows:

  1. Open the report template row information view.
  2. Note that all rows are visible (selected) by default.
  3. Remove the selection from the rows you want to hide.
  4. Save the changes by selecting Save header visibility.

In the above example, the Subheader row is hidden.

Showing hidden rows

Show hidden rows again as follows:

  1. Check above the table whether a notification about hidden rows is shown.
  2. Select the link in the notification to reveal the hidden rows.
  3. Select the rows you want to show again.
  4. Save the change with the Save header visibility button.

If you select the Subheader row in the selection that opens and save the header visibility, the subheader is brought back to visibility.

Adding a new row and selecting a header type for the report template

Add a new row

Add a new row to the report template as follows:

  1. Select the Add new row function in the row information view.
  2. Enter the header row name.
  3. Select the row type.
  4. Save the header.

If you edit a header row, the header information is not editable by default; you can only edit the header values. If you want to edit the header information, select the Edit header information button.

Save the header. After this, you can enter header values.

Header types

The row information type determines the calculated or entered content for the report.

Note that when editing a header, changing the type and saving the change removes already formed or entered values and replaces them with new ones.

1. Header

Use this type when you want a regular (sub)header row where the given row name is visible on the report.

2. Account and account group balance

Define the settings for the account and account group balance type as follows:

  • Header: Shows the calculated balance of the account range only at the header level.
  • Account: Details the balance as account-level rows without calculating the total sum of the account range.
  • Follow-up object: Details the account balance by follow-up objects.
    • Define account tracking headers in the financial statement menu under Follow-up objects.
    • Read the instructions for follow-up objects in the Follow-up object guide.
  • Time limit:
    • Select either the cumulative balance of the given account range or
    • the period change.
  • Calculate opening balance and/or closing balance:
    • 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:
    • You can change a positive value to negative and vice versa.

Select the accounts and account groups whose balances are included in the calculation:

  1. Select the accounts/account groups in the Accounts section.
  2. Add a new account or account group by selecting Add new account/account group.
  3. Remove an account or account group from the calculation by selecting the red cross at the end of the account row.

3. User-entered specification

Use this type when you want to enter text information on the report. The amount of text is not limited.

4. User-entered sum

Use this type when you want to enter a sum manually on the report.

  • Entered sums are added together on the upper-level summary row.
  • Sublevels can be created for the summary row with other summary rows or rows with account ranges.
  • Use summary rows if the sum information to be presented consists of both user-entered sums and sums calculated from accounts.

5. Summary row

Use this type when you want a row that sums the sum of the rows below it.

Header values

View and edit header values as follows:

  1. Save the new header row.
  2. Check that the header values are visible below the header information.
  3. Edit the values if necessary and save.

 

Financial statement reports

Note! To update the final sums on the financial statement reports, the financial period must be closed before taking the reports. Closing the financial period is done in financial period management.

Review and editing:

  • Review and edit financial statement reports in the financial statement compilation view.
  • Open a report by clicking on the report name.

Grouping:

  • In the compilation view, reports are grouped:
    • into balance sheet book reports and other reports
    • according to whether they are editable or fixed.

Balance sheet book:

  • The balance sheet book reports form the document to be published.
  • All required documents are combined into the balance sheet book, and a single PDF file is created from them.
  • The balance sheet book consists of:
    • a system-created cover page
    • a table of contents
    • a compilation of balance sheet book reports.
  • The user cannot remove or select reports to be attached to the balance sheet book, as the definition is made by the system.
  • Basic information affecting the balance sheet book is also defined in:
    • Company’s additional basic information
    • Voucher types.

Reports of the financial statement

The status of fixed reports (system-generated standard report) is always ready, as the user cannot edit them.

  • Balance sheet:
    • It can be chosen whether the balance sheet book will have the balance sheet in short or long form.
    • The balance sheet measures the value of the company’s assets and liabilities at a specific point in time.
  • Profit and loss statement:
    • It can be chosen whether the profit and loss statement will be in short or long form.
    • The profit and loss statement measures the company’s revenues, expenses, and profit or loss over a specific period.
  • List of used accounting books and voucher types
  • Notes to the financial statements (2016 version)
  • Notes to the financial statements
  • Annual report
  • Funds statement

Other financial statement reports

  • Balance sheet specification
  • Journal
  • General ledger
  • Accounts receivable list
  • Accounts payable list
  • Accounts used during the financial period
  • Account-specific balance sheet
  • Account-specific profit and loss statement
  • Attachment data documents

Preview and formation of the financial statement

The financial statement can be previewed without saving anything to the financial period archive as follows:

  1. Make sure that the reports you want are marked as ready.
  2. On the Financial statements page, select Preview financial statement report.
  3. Review the preview report, whose format is the same as the official financial statement report.

All reports in the ready state are included in the preview.

Use sealing of the financial statement and forming documents in the archive only when the following conditions are met:

  • the selected period is a closed financial period
  • the financial period has not been previously run to the archive (the button has not been pressed before)

In the bottom right corner of the financial statement compilation view, find the button for sealing and archiving the financial statement. The button is visible as active when:

  • the period is locked
  • access rights are in order
  • reports are marked as ready.

Form and archive the financial statement material as follows:

  1. Select the archiving button in the bottom right corner of the compilation view.
  2. Wait for the system to form the PDF material.
  3. Let the material be sealed and transferred to the financial period archive.

The formation of the material can take several minutes depending on the size of the material. Each time the material is transferred to the financial period archive again, a new archive reference is created for the material.

The font of the financial statement is Arial (ArialMT marked in PDF), and the text size is 10 pt.

Large materials by event count are formed in the background

When financial statement reports are started to be formed, the system:

  • provides a time estimate for the completion of the financial statement material
  • directs the formation of the material to the background
  • allows other work in the interface both with the same client and with another client.

Follow the progress of the formation of the financial statement material:

  • from the financial period archive
  • from the top Background processes section.

View the progress of the background formation from the top bar Background processes section.

  • Remove from the queue the information about the request made by selecting Clear from menu.
  • Previously, the background formation request was acknowledged only by moving to the financial period archive.

In the process:

  • other selected financial statement reports are formed first
  • after this, the main and journal books are formed.

When the formation of the material is started:

  • the financial period archive goes into the Sealed state to ensure the consistency of the material.
  • the archive reference is given to the material when the financial statement material is successfully completed in the financial period archive.

If you want to interrupt the formation of the financial statement material, proceed as follows:

  1. Select the red Remove sealing and cancel formation function shown in image 1.
  2. After this, the formation of the material can be done again in the normal way if necessary.

Financial statement in English or Swedish

Form the financial statement in English or Swedish as follows:

  1. Check the company’s basic information:
    • Make sure that the 1st or 2nd foreign language is selected.
    • Add English and/or Swedish as the selected language.
  2. Change your own user language:
    • Open your own user information.
    • Select English or Swedish as the language.
    • Save the changes.
  3. Check the company’s specification of accounts for the selected language:
    • Make sure that the accounts have been translated automatically.
    • Translate manually those bookkeeping accounts that you have added to the company yourself.
  4. Prepare the notes to the financial statements in Swedish if you want a Swedish financial statement.
  5. When the financial statement is ready, form the reports:
    • Make sure that the language selection of the creator is the desired one (English or Swedish).
    • Form the reports, after which they are transferred to the financial period archive in the selected language.

Frequently asked questions

Where can I find the formation of the financial statements?

Open the formation of the financial statements by selecting Financial management > Financial statements.

What access rights does the accountant need to prepare the financial statements?

The accountant must have the user profile All rights, the accountant’s special role KP, and full rights to the financial period archive.

How do I change the financial period or interval used in the financial statements?

On the Financial statements page, select the Change link, select the desired financial period or interval, and confirm the selection with the Continue button.

How do I copy a report template to another company?

On the Financial statements page, select Copy report templates, select the report template to be copied and the target companies, and choose whether to create a new report template or replace an existing one.

How are report template row information edited?

Open the report template, select the row’s Edit icon, change the row information in the row information view, and save the changes.

How do I preview the financial statement before archiving?

On the Financial statements page, select Preview financial statement report. All reports in the ready state are included in the preview.

When can I seal the financial statement and transfer it to the financial period archive?

You can seal the financial statement when the selected financial period is closed, it has not been previously run to the archive, and all conditions for forming the financial statement (period lock, access rights, reports ready) are met.

How do I form the financial statement in English or Swedish?

In the company’s basic information, select English or Swedish as the foreign language, change your own user language to the same, check the specification of accounts in that language, and form the reports when the creator’s language selection is the desired language.

Keywords

financial statements, financial statement process, financial statement reports, balance sheet book, financial period archive, report template, copying report templates, editing report templates, financial statement settings, financial statement preview, sealing the financial statement, background processes, balance sheet specification, notes to the financial statements, annual report, funds statement, financial statement in English, financial statement in Swedish, access rights, accountant, auditor, company user

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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