Financial statements can be electronically signed and invitations can be sent directly through the financial period archive.
You can send the invitation via the "Call signatories" link for the desired document, which is created by forming and archiving the financial statements in the financial statements view.
Electronic signing is possible with a Finnish personal identification number. In addition, the signatory can also authenticate with BankID (for Sweden and Norway) or NemID (Danish user). The language of the signing invitation can be Finnish, English, or Swedish.
The link takes you to the electronic signing invitation creation view. Here, you can edit the information of the document to be signed in section 1. Here you can edit the name of the outgoing document if desired and add a message to be sent with the document. The character limit for the message sent with the document is 840 characters, and the message is transmitted after the personal message. Additionally, you can add an internal description that is not sent to the recipient of the invitation.
When the signing invitation is made directly through the financial period archive, there is no need to separately add a document in section 2.
In section 3, you can add the desired signatories. The signatory information is automatically included in the invitation when the information is entered in the financial statements settings view. If this has not been done, the information of the persons to be signed must be added manually, from the add signatories section. You can edit the information of the signatory already prepared in the invitation creation phase by selecting "Edit signatory" from the selection box next to the signatory's name. The order of the signatories can also be changed by grabbing the column in front of the signatory's name and dragging the signatory to the desired position. This should be taken into account when selecting "Force signing order as above." In this case, the invitation is sent to the next person only after the previous person has signed it.
In section 4, you can edit the sender's information. The information of the creator of the invitation is automatically included here, but if necessary, these can still be edited here.
The visibility of the invitation can also be defined separately in section 5. By dragging the Invitation is- box, you can define whether everyone with access to the financial period archive can see the invitation or whether it is made private. If the invitation is marked as personal, only the creator of the invitation can see it in Netvisor.
Once all the information has been checked and added, the invitation can be sent or saved as a draft. The invitation can appear in the following statuses:
Draft: - When the document is created but not yet 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/signatories.
Signed: All signatories have signed the document.
Archived: The material has been manually put into archive status. This is possible from the downward triangle at the end of the row on the electronic signing all documents tab.
Rejected: If the document is not signed within the validity period, the document goes into rejected status.
Currently, electronic signing does not allow the form to be resent, so special attention should be paid to the correctness of email addresses. If the financial statements form has gone to the wrong address, there are two options for correcting this. Either the material is saved to the computer and a new electronic signing is manually created through the electronic signing view (click the company name and select electronic signing from the menu) and the senders are selected again. Then the signed form can be manually attached to the financial period archive as a financial period attachment.
The second option is to dismantle the financial period archiving and recreate the financial statements material. It should be remembered that this will recreate the archive reference number.
However, a reminder can be made from the invitation to existing signatories if someone has not yet signed the form. This can be done by opening the invitation and clicking the clock button in front of the person who has not yet signed the invitation. The reminder can be made as long as the invitation is valid. If the invitation becomes rejected, a completely new invitation must be made.
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.
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