The formation of the financial statements can be found under the Financial Management section in the Financial Statements section.

CONTENT


The starting point is the formation, maintenance, and storage of all official financial statement reports in the service. The functionality guides the user in preparing the financial statement: reporting includes links to all statutory reports, form templates, and financial statement attachments added by the user. The user edits, executes, and attaches the necessary reports as part of the financial statement material.

Permissions affecting the financial statement procedure

Accountant

The functionalities of the financial statement are used by an accountant with the user profile All rights and additionally the special role of accountant (KP). The user administrator role KH is not needed for making the financial statement.

Additionally, the accountant must have full rights to the fiscal year archive:

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

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

Auditor
The auditor is given the user profile Browsing rights and the special role of auditor TT (the role can be set by the main user of the accounting firm, a user with the TPK role, or the role can be requested from support). If the company has the HRM section in use, browsing rights are also added to the section and the special role of payroll accountant P for viewing reports. The own guide for auditor's access rights can be found here Auditor and tax auditor access rights.

Additionally, the auditor must have full rights to the fiscal year archive (saving rights can be left out if necessary, the middle tick):

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 fiscal year
  • Right to unseal the confirmed fiscal year
  • 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
Company users with the user profile All rights, Company user, or sufficient Function-specific access rights have the ability to browse financial statement reports. To browse financial statement reports through function-specific rights, read access to fiscal year management, basic financial statement functions, fiscal year archive, and basic information management is required. 


Financial statement process

The functionality consists of the following phases. On the Financial Statements page, the composition of the financial statement is managed with the necessary reports.

  • Saving financial statement entries in accounting
  • Closing the fiscal year to be processed
  • Formatting the user's financial statement reports with the report tool (editing system model reports)
  • Activity report
  • Attachments
  • Possible other financial statement reports created by the user
  • 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 fiscal year archive
  • Reviewing and processing the completed financial statement (audit) in the fiscal year 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, the changes must be made first. The exact instructions for the changes can be found at the end of the Chart of Accounts guide. 

Changing the active fiscal year

The active fiscal year of the selected company can be changed in the Financial Statements view from the top link Change. The link opens the selection of the fiscal year/period and with the Continue button, you can return to compiling the financial statement with the selected information. A period other than the fiscal year can also be set as active, allowing financial statement documents to be obtained in a neat form for the specified period, for example, for Interim Financial Statement. When the Interval field is checked instead of the fiscal year in the view below, it is possible to define the length of the comparison period for the desired interval.


Financial statement settings

In the financial statement settings, decisions are made regarding, among other things, the signatories of the financial statement, voucher type settings, and balance sheet specification settings. Detailed instructions can be found on the financial statement settings guide page.

Copy report templates

Existing report templates can be copied for use by other companies for which the user has accountant rights. The function can be accessed from the Financial Statements page link "Copy report templates". In the view, the report template to be copied is selected, as well as the company or companies to which the report template is copied. Multiple companies can be selected by holding down the ctrl button and selecting companies from the list. When the selected template and target company are chosen, in the next view, it is decided whether to create a new report template or replace an existing report template. The new report template is added to the bottom of the Financial Statements page under Report Templates, and the Replace existing report template function copies the report template over an existing template. For attachments and the Cash Flow Statement, the copy copies the so-called report template structure, i.e., headings. However, texts or figures entered by the user do not copy to the new company. 

Replacing a report

An existing report can also be replaced with your own .pdf file by pressing 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.

A pdf attachment created with some programs causes the file to be turned upside down in the fiscal year archive. If this happens, we recommend saving the document again as a pdf and trying the save again. If some pdf editing program is used for document processing, at least documents edited with Adobe PDF Editor should remain correct when transferred to the fiscal year archive.

Own reports
For reports other than balance sheet book reports, the user can create and add their own necessary reports. This is done from the Other financial statement reports section Report Templates subheading row by adding a new report template.

In the view, it is defined whether the previous fiscal year's information is shown as comparison data on the new report. After providing and saving the information, you can access the management view of the created report template.

Removing a report template from the material

A completed report template can be removed from the selected fiscal year's financial statement material. The function is found on the report from the top of the report. Open the report by clicking on the report name.

Printing selected reports
A button for printing selected reports is found at the bottom left of the page. The function selects all selected reports for printing except the balance sheet and income statement.

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

Report template settings

If the opened report is marked as ready, the report is not editable by default. The functions that can be performed on a completed report are located at the top right of the report.

Editing
The report can be returned to an editable form. Its status then changes from ready to in progress. More about editing below.
Deleting
The Delete report function removes the entire report template from the company's Financial Statements view. Deletion can only be done if the report template is not in use for any fiscal year. If a completed report template is to be removed only from the selected fiscal year's financial statement material, the function Remove report template from the selected fiscal year's financial statement material is used on the completed report.
Copying
The created report can be copied to another company. The copy copies the structure of the copied template, i.e., headings. Texts or figures entered by the user do not copy to the new company for attachments and the cash flow statement.
Calculate report
The system automatically calculates values from accounting for the report.
Forming the report as a pdf
Open the report in pdf format.
Mark the report as ready
The report must be marked as ready to be included in the financial statement. A completed report can be returned to in progress, allowing it to be edited, by pressing the "Edit report template values" link.

Edit report template settings

In the view, you can change the report names and decide whether comparison data from the previous period is shown on the report.

Management of report template row information

Adding a header row

A new header level row can be added from the top right of the table by clicking the Add new header link.

Adding a subheader

A subheader can be added to an existing row. This is done by pressing the add subheader button on the respective row.

Moving a row

An existing row can be moved under different levels using the move button.

Within the same level, the position of the row can be changed using the arrange buttons in front of the rows.

Editing a row
Clicking the icon in the edit column opens the row information view, where row information can be edited.


Deleting a row
Deletes the row and its sublevels with values.

Hiding rows

You can choose to include only the desired rows in the report without removing them from the report template. All rows are visible by default (selected).  
Selection is removed from the rows you want to hide. Changes are saved with the "Save header visibility" button.

In the above example, the Subheader row is hidden.

Showing hidden rows
If the table contains hidden rows, this information is displayed above the table. The link reveals the hidden rows. If desired, they can be selected to be shown again, and the change is saved with the button.

When the selection is made in the opened choice for the Subheader and the header visibility is saved, it is brought back to visibility.

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

Add a new row

When adding a new row, first the header row name is given, and the row type is selected. If editing a header row, the header information is not editable by default, only the header values. The Edit header information button allows the header information to be edited.

After saving, you can proceed to give header values.

Header types

The row information type determines the calculated or entered content for the report. When editing a header, changing the type and saving the change removes already formed/given values and replaces them with new ones.

1. Header
The row is a regular (sub)header row, where the given row name is visible.
2. Account and account group balance

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.
Tracking target: Details the account balance by tracking targets. Account tracking headers are defined in the financial statement menu Tracking targets. Instructions for tracking targets can be found in the Tracking target guide.
Time limit: Alternatively, you can choose either the cumulative balance of the given account range or
period change.
Calculate opening balance and/or closing balance: You can choose to display the opening and/or closing balance
opening balances are calculated only from accounts belonging to the balance sheet group.

Other settings: Change positive value to negative and vice versa.

Accounts: Select accounts/account groups whose balances are included in the calculation.

A new account/account group can be added from the Add new account/account group link. The added account can be removed from the account/account group calculation from the red cross at the end of the account row.
3. User-entered explanation
User-entered explanation, which can be used to enter text information on the report. The amount of text is not limited.
4. User-entered sum
A sum can be entered manually on the report. 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. Summary rows are useful if, for example, the sum information to be presented consists of both user-entered sums and sums calculated from accounts.

5. Summary row: This row sums the sum of the rows below it.

Header values
Header values are visible below the header information (after saving, if creating a new header row).

 

Financial statement reports

Note! To update the final sums on the financial statement reports, the fiscal year must be closed before taking the reports. This can be done from fiscal year management.

Review and editing: Financial statement reports can be reviewed and edited from the Financial Statement compilation view. Reports can be accessed by clicking on the report name.

Grouping: In the compilation view, reports are grouped into balance sheet book reports and other reports, and 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, table of contents, and 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 the Company's additional basic information and 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.
  • Income statement: It can be chosen whether the income statement will be in short or long form. The income statement measures the company's revenues, expenses, and profit or loss over a specific period.
  • List of used accounting books and voucher types
  • Attachments (2016 version)
  • Attachments
  • Activity report
  • Cash flow statement

Other financial statement reports

  • Balance sheet specification
  • Journal
  • Ledger
  • Sales ledger receivables list
  • Purchase ledger debt list
  • Accounts used during the fiscal year
  • Account-specific balance sheet
  • Account-specific income statement
  • Attachment vouchers

Preview and formation of the financial statement

The financial statement can be previewed without saving anything to the fiscal year archive. The preview report format is the same as the official financial statement report. Previewing is done by pressing "Preview financial statement report". All reports in the ready state are included.


Sealing the financial statement and forming documents in the archive is only available if the selected period is a closed fiscal year and the fiscal year has not been previously run to the archive (the button has not been pressed before).
The button is found at the bottom right of the compilation view and is visible as active when all conditions for forming the financial statement are ready (period lock, access rights, reports ready).


Pressing the button seals the resulting PDF material and transfers it to the 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 fiscal year archive again, a new archive reference is created for the material.

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, and the formation of the material is directed to the background. You can continue other work in the interface either with the same client or with another client. The progress of the formation of the financial statement material can be seen from the Fiscal Year Archive and the top 'Background processes' section.

The progress can be seen from the top Background processes. Through the background formation tracking visible in the top bar, you can also remove the information from the queue about the request made by using the "Clear from menu" option. Previously, the background formation request was acknowledged only by moving to the Fiscal Year Archive.

First, other selected financial statement reports are formed in the process, and then the formation of the main and journal books occurs. The fiscal year archive goes into the 'Sealed' state when the formation of the material is started. This ensures the consistency of the material. The archive reference is given to the material when the financial statement material is successfully completed in the Fiscal Year Archive. If the formation of the financial statement material is to be interrupted, it can be done by pressing the red 'Remove sealing and cancel formation' function shown in image 1. After this, the formation of the material can be done again in the normal way. 

Financial statement in English or Swedish

To form the financial statement in English or Swedish, you should first check the company's basic information and ensure that the 1st or 2nd foreign language is selected and English and/or Swedish is added there.

Then you need to change your name and from there select the language as English or Swedish. Then check the company's chart of accounts for the respective language. The accounts should have translated automatically, but if the company has added its own accounting accounts, these should be translated manually. 

Attachments are made in Swedish, and when the financial statement is ready, when forming the reports, when the language selection of the creator is desired, the reports are formed in the fiscal year archive in that language. 

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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