Netvisor supports two alternative certificates for income register reporting.
Option 1. Accounting office-specific certificate
When sending notifications with an accounting office-specific certificate, the user with signing authority at the accounting office obtains the certificate from the tax authority and saves its transfer codes and password in the Netvisor interface. With this certificate, the accounting office can send notifications for all client companies with a valid service contract and authorisation to send notifications. In this option, the accounting office's client does not need to authorise Visma Solutions in the Netvisor interface.
Even if the accounting office's client has already given authorisation in Netvisor and the accounting office obtains its own certificate, the client's notifications are sent to the income register using the accounting office's certificate. You can access detailed instructions here.
Option 2. Netvisor system-specific certificate
When notifications are to be sent with a Netvisor system-specific certificate, the client company's administrator authorises Visma Solutions Oy in the Netvisor interface. The administrator must have signing authority. This method applies to client companies that are direct clients (not through an accounting office) and process payroll in Netvisor. Notifications are sent directly to the income register.
Instructions for the company's administrator with signing authority (option 2.)
Authorize Netvisor to automatically deliver income register notifications. Authorisation is a prerequisite for Netvisor to act as the sender of the company's payroll data to the income register.
As the company's administrator with signing authority, you must authorize Visma Solutions Oy to deliver earning payment reports to the income register. To make the authorisation, you must have the following user settings selected:
- You are the administrator of the Netvisor environment
- You have "Edit rights" in the payroll function-specific rights under Payroll
How to easily give authorisation
- Log in to Netvisor
- Click "Preparing for the income register" widget's "Authorisation for data delivery"
- Approve the power of attorney by selecting "I give consent"
Two signatories
If your company has defined signing authority for two people together, you can give authorisation by signing the contract with Visma Sign. Link to the contract form: Contract form
Below are compiled frequently asked questions to help with any clarifying questions.
Instructions for payroll accountant
As a payroll accountant, you cannot give authorisation yourself unless you are also the company's administrator with signing authority. However, you can see from the widget preparing for the income register whether authorisation has already been given in the company.
If authorisation is not given, the company must agree on practices for reporting data through other means.
Authorisation can only be given by the person with signing authority in the company. Check if this person is already visible as the administrator on the management homepage. You can access the page via the path Company menu -> Service management -> Select the company to manage.
If you wish to instruct your company's administrator or client companies' administrators, you can use this guidance.
Technical background and future use
We use a technical certificate for sending, which we maintain and renew automatically on behalf of our customers. Identification of Netvisor and other organizations using technical interfaces is implemented using the income register's certificate service. The solution is based on digital certificates that identify the data-producing and using organization and ensure the immutability of the material.
Once we have received authorisation, we deliver notifications from all authorised reporting entities with this technical certificate. As the authorised party, we ensure that the delivered notification is in accordance with the payer's will, original, intact, and unchanged.
As other statutory notifications develop, this certificate will also be used for delivering these notifications. No new authorisation is needed; everything is handled with this one power of attorney.
Certificate renewal
The income register certificate is always valid for two years at a time. Netvisor's background service automatically handles the renewal of the certificate when it is timely for the company. Technical contact persons for certificates may receive a message from the income register regarding certificate renewal, but this does not require any action from Netvisor users.
In the background, the certificate renewal process runs automatically once a week, considering all renewable certificates with a validity period of no more than 60 days remaining.
Technical interface renewal
Income register notifications can be sent to the income register via the SFTP interface and both real-time and delayed Web Service interfaces. Netvisor has used the delayed Web Service interface. When obtaining the income register certificate, the company or accounting office (reporter) has checked one or more of these three options in the income register's technical interface activation application, usually according to the instructions of their payroll software provider.
Previously, the choices in the income register's electronic service were:
Delayed Web Service
Real-time Web Service
SFTP
Currently, the choices are:
Web Service
SFTP
Thus, the current choice of Web Service covers both previous Web Service connection types.
Problem situation
The problem can arise when the reporter has previously checked only, for example, delayed Web Service according to their then payroll software and now adopts another payroll software or perhaps a travel expense system, from which notifications are made to the income register, and the new software uses the real-time Web Service interface.
When the reporter applies for a certificate for the new software, the interface type is no longer asked at that stage, but the certificate works according to the old activation application's choice. The problem becomes apparent only when the first income register notifications do not go through.
Problem solution
The situation is corrected by the reporter making a replacement application for the technical interface activation in the tax authority's electronic service, selecting Web Service as the channel. The replacement application provides the reporter with all Web Service channels (delayed and real-time). If the reporter already has the SFTP channel in use (and only if this is the case), the replacement application must also include the SFTP channel. A new certificate does not need to be applied for if it has already been obtained for the new software.
Frequently asked questions
The company's administrator has not given authorisation, and salaries need to be paid. What do I do?
Answer: Pay salaries normally. You can give authorisation even after paying salaries and deliver notifications later from Netvisor. Please note that notifications must be delivered within five (5) days of the salary payment date starting from 1.1.2019. The payer, i.e., practically the employer, is always responsible for reporting and any sanctions for non-reporting.
What if I don't give authorisation?
Answer: You can use payroll as usual and pay salaries. The payroll generates the earning payment report required by the income register even in this situation. However, the notification cannot be delivered from Netvisor.
I gave authorisation and want to cancel it. What do I do?
Answer: If you need to cancel the authorisation you have given, you can do so through the same channel as the authorisation was given, i.e., through the Income Register widget. Click the title "Authorisation for data delivery" > Cancel authorisation.
Our company is discontinuing the Payroll service or the entire use of Netvisor. Should the given authorisation be canceled?
Answer: No need. The authorisation is considered canceled upon termination of the service. Based on the given authorisation, we can still deliver notifications during the notice period.
There is no administrator set in the company. What do we do? (Option 2.)
Answer: An administrator must first be set in the company. This can be done on the page Company menu -> Service management -> Select the company to manage, where the information is set in the "Administrator" field. In addition, the administrator must have edit rights in the payroll "Function-specific rights" under "Payroll". The right for the administrator can be added by the company's Netvisor environment User administrator (KH) or the accounting office's administrator (TPK) from Company menu -> Users and roles -> Select person's name > Payroll: Function-specific rights. If the administrator is not set, authorisation cannot be given to the company.
Our company needs multiple signatories to make contracts. However, there can only be one administrator. What do we do?
Authorisation is handled with Visma Sign's electronic signature. After this, the administrator makes the actual authorisation in Netvisor.
Link to VismaSign contract form.
Can Visma Solutions Oy's staff exploit the authorisation or somehow misuse it?
Answer: No, they cannot. The authorisation is used only with the technical certificate and is granted to our company. No individual can benefit from the given authorisation in any situation.
Can I see the status of authorisations from multiple companies at once?
Answer: No, you cannot. You can only see the information of one company at a time.
Why is authorisation given to Visma Solution? In other systems, the guidance is different.(Option 2.)
Answer: When sending payroll data from Netvisor, Visma Solutions Oy acts as the data sender, and authorisation is needed specifically for the company producing the software for this task.
Do I also need Suomi.fi authorisations?
Answer: For delivering earning payment reports and employer's separate notifications from Netvisor, Suomi.fi authorisations are not needed. If you need to visit the Suomi.fi service or other similar services, you need Suomi.fi authorisations for these, and the authorisation given to Netvisor cannot be used. In the Suomi.fi service, you can, among other things, check delivered notifications and report payroll data via the download service and interface.
You can learn more about Suomi.fi authorisations at www.suomi.fi
Are Suomi.fi authorisations needed for vat notifications?
According to current information, the use of Katso identifiers for vat notifications continues normally from Netvisor.
Sole traders and their representatives cannot transact in OmaVero with Katso identifiers after 1.11.2018, but reporting using these identifiers in Netvisor continues.
I represent an association, and Suomi.fi authorisations are not granted through the Suomi.fi service. What do I do?
Answer: As mentioned above, you do not need a separate Suomi.fi authorisation for delivering notifications from Netvisor. We handle these with the authorisation you give in Netvisor.
However, if you want to transact in the Suomi.fi service and represent an association, foundation, municipality, parish, educational institution, partnership, estate, or foreign entity, you must obtain Suomi.fi authorisation through the Katso service. You can find more information about the procedure on the Tulorekisteri.fi website.
Where can I get more information about the income register?
For Netvisor, we compile information at https://netvisor.fi/tuote/palkanlaskentaohjelma/tulorekisteri/ website, where you can find information about the most significant updates and upcoming training related to the income register.
We always inform about new changes in the Community.
Tulorekisteri.fi website provides more general information about the income register.
Why does our company's Income Register widget show the text "Authorisation for data delivery - missing"?
If you are a client of an accounting office, you probably do not need to consider the certificate. Accounting offices can apply for an accounting office-specific certificate and use it for reporting their client companies' payroll data from Netvisor to the income register.
Why does the Income Register widget show the text "Authorisation for data delivery - missing" even though the administrator has already given authorisation?
If you are a client of an accounting office and have already given authorisation for the use of a system-specific certificate for reporting payroll data to the income register, using the accounting office-specific certificate overrides the previously given authorisation for using the system-specific certificate.
I have multiple software from which payroll notifications are intended to be sent to the income register. Can I, as an accounting office, apply for only one certificate from the tax authority and use the same certificate in all software?
A separate certificate must be applied for each software.
Reapplying for a certificate
If you have applied for a certificate for software but need to reapply for some reason, please make a replacement application instead of a new one. All necessary channels are re-entered on the application.
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