Financial statements can be electronically signed and invitations can be sent directly through the financial period archive.

You can send the invitation by selecting Financial statements > Financial period archive > select financial period > select document > Call signatories. The invitation is sent for the desired document, which has been created by forming and archiving the financial statements in the financial statements compilation view.

Electronic signing is possible with a Finnish personal identification number. In addition, the signatory can also authenticate with:

  • BankID (Sweden and Norway)
  • NemID (Danish user)

Select Finnish, English, or Swedish as the language of the signing invitation.

The link opens the electronic signing invitation creation view. Proceed as follows in section 1:

  1. Edit the information of the document to be signed.
  2. Change the name of the outgoing document if needed.
  3. Add a message to be sent with the document (maximum 840 characters). The message is transmitted after the personal message.
  4. Optionally add an internal description. The internal description is not sent to the recipient of the invitation.

When you create the signing invitation directly through the financial period archive, do not add a document separately in section 2.

Add signatories in section 3 as follows:

  1. Check that the signatories' information has been entered in the financial statements settings view. In that case, the information will be automatically included in the invitation.
  2. If the information has not been entered in the financial statements settings, add the information of the persons to sign manually by selecting add signatories.
  3. Edit the information of an existing signatory if needed by selecting "Edit signatory" from the selection box after the signatory's name.
  4. Change the order of the signatories by grabbing the column in front of the signatory's name and dragging the signatory to the desired position.
  5. Pay attention to the order of the signatories if you select "Force signing order as above." In this case, the invitation is sent to the next person only after the previous person has signed it.
  6. Enter the phone number in Finnish format, either with or without the international country code.
  7. Always enter the phone number if you want to send a text message.

Edit the sender's information in section 4. By default, the information of the creator of the invitation is shown, but you can change it if needed.

Define the visibility of the invitation in section 5 as follows:

  • Drag the "Invitation is" box to define whether everyone with access to the financial period archive can see the invitation.
  • Mark the invitation as personal if you want only the creator of the invitation to see it in Netvisor.

Once you have checked and added all the information, proceed as follows:

  1. Send the invitation, or
  2. save the invitation as a draft.

The invitation can appear in the following statuses:

  • Draft: The document has been created but has not yet been sent.
  • Sent: The document is in the sending queue. The sending occurs during the next automatic processing.
  • Received: The recipient has not yet signed the form. The form has been forwarded to the signatory or signatories.
  • Signed: All signatories have signed the document.
  • Archived: The material has been manually put into archive status. Do this from the downward triangle at the end of the row on the electronic signing "All documents" tab.
  • Rejected: The document has not been signed within the validity period, in which case the document goes into rejected status.

Note that electronic signing does not currently allow the form to be resent. Check the correctness of email addresses carefully. If the financial statements form has gone to the wrong address, proceed in one of the following ways:

  1. Save the material to your computer and create a new electronic signing through the electronic signing view:

    1. Select the company name.
    2. Select electronic signing from the menu.
    3. Create a new electronic signing and select the senders again.
    4. Manually attach the signed form to the financial period archive as a financial period attachment.

  2. Dismantle the financial period archiving and recreate the financial statements material. Remember that this will recreate the archive reference number.

You can create a reminder from the invitation for existing signatories if someone has not yet signed the form. Proceed as follows:

  1. Open the invitation.
  2. Click the clock button in front of the person who has not yet signed the invitation.

You can create a reminder as long as the invitation is valid. If the invitation becomes rejected, you must create a completely new invitation.

There is a charge for electronic signing according to the price list per signatory. If a text message is also sent, there will be an electronic signing + text message charge. When signing via email, only the electronic signing charge applies. The charge is for sending the material, not whether the material is ultimately signed or not.

Frequently asked questions

Question: How do I send an electronic signing invitation from the financial period archive?

Answer: Select Financial statements > Financial period archive > select financial period > select document > Call signatories. Edit the invitation details in sections 1–5 and send the invitation or save it as a draft.

Question: What identification methods and languages does electronic signing support?

Answer: Signing is possible with a Finnish personal identification number, BankID (Sweden and Norway), or NemID (Danish user). The language of the invitation can be Finnish, English, or Swedish.

Question: How do I add and arrange signatories on the invitation?

Answer: Add signatories in section 3. The information is included automatically if it has been entered in the financial statements settings; otherwise, add it manually. You can edit the signatory's information, change the order of the signatories, and, if you wish, force the signing order.

Question: What should I do if the invitation has been sent to the wrong email address?

Answer: You can either save the material to your computer, create a new electronic signing, and attach the signed form to the financial period archive, or dismantle the financial period archiving and recreate the financial statements material, in which case the archive reference number is recreated.

Question: Can I resend the invitation or remind a signatory?

Answer: The invitation cannot be resent, but you can send a reminder by opening the invitation and clicking the clock button in front of the signatory. A reminder can be sent as long as the invitation is valid. A new invitation must be created to replace a rejected invitation.

Question: How is the charge for electronic signing determined?

Answer: The charge is determined according to the price list per signatory. If a text message is also sent, there will be an electronic signing + text message charge. When signing via email, only the electronic signing charge applies. The charge is based on sending the material, regardless of whether the material is signed or not.

Keywords

financial statements, financial period archive, electronic signing, signing invitation, financial statements compilation, financial statements settings, signatories, reminder, archiving, rejected invitation, Netvisor, price list

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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