CONTENT

Open the view by selecting Financial management > Financial period archive.

Use the financial period archive as follows:

  • Archive the company’s financial statements and other documents related to the financial period.
  • If you wish, also archive other company documents.
  • Send an invitation from the financial period archive to sign the financial statements electronically.

Permissions

The User administrator can set financial period archive permissions in service management (under the company name, the section "Financial period archive permissions"). If the option to save material to the financial period archive is given, the user must also have editing rights to the financial period archive in their function-specific permissions. 

You can see the financial period archive permissions per person as follows:

  • Access to the financial period archive view grants access to the financial period archive.
  • The right to save material allows forms to be saved to the financial period archive.
  • The right to manage the status of the financial statements (confirming the financial statements) allows the financial period to be confirmed and, if necessary, the sealing of the financial period to be undone (removing the financial statement material from the financial period archive).

Once you have added the rights to the necessary individuals, press the Update information button.

Please note that the rights to manage the status of the financial statements are essential in order to remove financial statement reports and sealing. Without these rights, you cannot edit or remove financial statement material from the financial period archive.

Financial period archive

Financial period:

  • Select which financial period’s material is shown in the financial period archive view.
  • Press the Update view button to retrieve the data for the selected financial period.
  • View company-specific attachments for all financial periods if the company has company-specific attachments.
  • View financial period-specific material only for the selected financial period.
  • Make sure that attachments are in PDF format.
  • Make sure that the size of an attachment does not exceed 350 MB.

Financial statement settings: Read more detailed instructions on their own instruction page.

Timestamp for financial statement material: 

  • When the financial period status is "Locked", the creator of that financial period becomes the creator of the timestamp for the financial statement material.
  • The timestamp creator is not the person who closes the financial period, but the one who added the financial period in financial period management.
  • When the financial statements have been created in the financial period archive, the financial period status changes to sealed.
  • The name of the person who created the financial statements appears in the sealed status.

Attaching material: Add the desired documents to the financial period archive as follows.

Company-specific attachments:

  • Add here the desired documents, such as contracts.
  • View these attachments at the top of the financial period archive.
  • Note that company-specific attachments are visible for all financial periods.

Financial period-specific attachments:

  • Manually add financial period attachments here.
  • Select these attachments as attachments to the income tax return if needed.
  • Note that if the sealing of the material is removed, the financial period attachments remain visible in the financial period archive.

Attachments for financial statement material:

  • Add material here if the financial statement material has not already been created and archived from the financial statement composition view.
  • Select these attachments as attachments to the income tax return if needed.
  • Note that even if the sealing of the material is removed, the attachments for the financial statement material remain stored in the financial period archive.
  • Remove attachments if needed by clicking the x-mark next to the attachment.

Adding financial statement material

  1. Open the financial statement composition view by selecting Financial management > Financial statement composition (link to the instructions below).
  2. Create the completed balance sheet book in the financial statement composition view.
  3. Press the Create and archive financial statement reports button to get the completed balance sheet book into the financial period archive.
  4. Note that when the material is created, it always receives a new archive identifier at the time of creation.

Read more about financial statement composition in the instructions financial statement composition.

Electronic signature

Send an invitation to electronic signature as follows:

  1. Create and archive the financial statements in the financial statement composition view.
  2. Select in the financial period archive the desired form that has been created and archived.
  3. Click the "Invite signers.." link for that form.
  4. You will be directed to the electronic signature page, where more detailed instructions can be found on its own instruction page.
  5. Note that only one form can be sent at a time for electronic signature.

Bring the signatories’ details into the signature invitation as follows:

  • Enter the signatories’ details in advance in the financial statement settings view so that the details are prefilled in the signature invitation.
  • If the details have not been entered in the financial statement settings view, add the details of the persons to sign manually in the "Add signer" section.

Read more about electronic signing in the instructions Electronic signature.

Undoing financial statement archiving or sealing

Undo the created financial statement material as follows:

  1. Open the financial period archive by selecting Financial management > Financial period archive.
  2. Select the financial period whose financial statement material you want to undo.
  3. Press the Remove financial statement reports and sealing button.
  4. Recreate the material from financial statement composition if you want to create the material again.
  • Undoing is possible if you have the KP role and the financial period archive right "Right to manage the status of the financial statements (confirming the financial statements)".

Note the following effects when you undo the financial statement material:

  • If a form was electronically signed and you undo the financial statement material, the electronic signatures will disappear from that form.
  • When you later recreate the material, you must send the electronic signature invitations again for this form.
  • Sign the form again electronically after you have sent the new invitations.
  • If you remove the financial period archiving, you cannot restore the original situation.
  • Recreate the material from the financial statement composition view if you want new material.

Financial period material can be in the following statuses:

  • Sealed: the status becomes sealed when the material is run into the financial period archive from the financial statement composition view via the Create and archive financial statement report link.
  • Confirmed: the status appears when an authorized user updates the status at financial period level by pressing Mark financial period as confirmed.
  • Audited: the status appears when a user with the auditor role presses the Audited button. The button "Mark financial period as audited" is activated for the auditor when the financial period is marked as confirmed.

Status management ensures that there can only be one version of official reports in the archive and that it matches the system's transaction database.

Undoing and recreating financial statement material generates a new archive reference for the material.

Frequently asked questions

Question: Where can I find the financial period archive in Netvisor?

Answer: Open the financial period archive by selecting Financial management > Financial period archive.

Question: What permissions do I need to use the financial period archive and undo the sealing of the financial statements?

Answer: You need access to the financial period archive view, the right to save material if you save forms, and the right to manage the status of the financial statements (confirming the financial statements) if you want to confirm the financial period or undo the sealing. To undo the sealing, you also need the KP role.

Question: How do I add attachments to the financial period archive and what limitations apply to attachments?

Answer: Add attachments to company-specific attachments, financial period-specific attachments or attachments for financial statement material in the financial period archive. Attachments must be in PDF format, and the size of a single attachment must not exceed 350 MB.

Question: How do I create financial statement material in the financial period archive?

Answer: Create the completed balance sheet book in the financial statement composition view and press the Create and archive financial statement reports button. The material always receives a new archive identifier at the time of creation.

Question: How do I send the financial statements for electronic signature?

Answer: Create and archive the financial statements, select the desired form in the financial period archive and click the "Invite signers.." link. Only one form can be sent at a time for electronic signature.

Question: What happens if I remove the financial statement reports and sealing?

Answer: The financial statement material is removed from the financial period archive, electronic signatures disappear from signed forms, you cannot restore the original situation, and you must recreate the material from the financial statement composition view and send new signature invitations.

Question: What statuses can financial period material have?

Answer: Financial period material can have the status Sealed, Confirmed or Audited. The Sealed status appears when the material is run into the financial period archive from the financial statement composition view. The Confirmed status appears when an authorized user marks the financial period as confirmed. The Audited status appears when a user with the auditor role marks the financial period as audited.

Keywords: Financial period archive, financial statements, undoing sealing

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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