This guide covers the tax authority certificate in Netvisor. A company can use either an accounting office-specific certificate or Netvisor's system-specific certificate. 

Certificate for sending statutory notifications

The certificate is used for the following statutory notifications:

  • Income register notifications

  • VAT and VAT summary notifications

  • Income tax notifications

  • Construction industry notifications

Proceed as follows when using the certificate:

  • If there is already an accounting office-specific certificate or Netvisor's system-specific certificate for income register notifications, use the same certificate also for other statutory notifications.
  • If the certificate is missing, use the “Certificate for sending statutory notifications” widget on the Netvisor homepage to handle the certificate. The same widget is also visible on the Financial management and Payroll homepages.
  • Follow the widget instructions when applying for the certificate or giving the authorisation.

You can open the widget by selecting, for example, Financial management > Homepage or Payroll > Homepage and using the “Certificate for sending statutory notifications” widget.

Note the validity and renewal of the certificate:

  • Renewal of certificates occurs automatically in Netvisor.
  • Certificates are valid for two years at a time.
  • The tax authority sends a message about the expiration of the certificate, but after this, the renewal is done by the system, and no actions are needed.
  • Check the status of the certificate in the “Certificate for sending statutory notifications” widget, where you can see, for example, “Certificate missing” or “Certificate valid”.

Netvisor supports two alternative certificates

Option 1. Accounting office-specific certificate

Use the accounting office-specific certificate as follows:

  • The user with signing rights at the accounting office retrieves the certificate from tulorekisteri.fi.
  • Save the retrieved certificate in the accounting office environment in the Netvisor interface.
  • Use this certificate to send notifications for all client companies with which the accounting office has a valid engagement contract and authorisation to send notifications.
  • In this option, the client of the accounting office does not need to authorise Visma Solutions in the Netvisor interface.
  • Even if the client of the accounting office has already given authorisation in Netvisor and the accounting office obtains its own certificate, send the client's notifications with the accounting office's certificate.

Use the more detailed instructions for obtaining the certificate:

Guide for accounting offices to obtain a certificate

Option 2. Netvisor's system-specific certificate

Use Netvisor's system-specific certificate as follows:

  • The main user of the client company authorises Visma Solutions Oy in the Netvisor interface.
  • Ensure that the main user has signing rights.
  • Use this method when the client company is a direct client (no accounting office).

Guide for the main user with signing rights (option 2.)

Proceed as follows so that Netvisor can deliver statutory notifications from the system:

  • Authorise Netvisor to deliver statutory notifications from the system to the tax administration and the income register.
  • Note that the authorisation is a prerequisite for statutory notifications to be sent directly from Netvisor.

Before giving the authorisation, make sure that the following user settings are in order:

  • You are the main user of the Netvisor environment.
  • In the payroll function-specific rights, at least "edit rights" are selected for "Payroll" OR in the Accounting function-specific rights, "edit rights" are selected for Basic bookkeeping functions.

How to easily give authorisation

Proceed as follows:

  1. Log in to Netvisor.
  2. Select “Authorization missing” in the “Certificate for sending statutory notifications” widget.
  3. Approve the power of attorney by selecting “I give authorization”.

Two signatories

Proceed as follows if your company has defined signing rights for two people together:

  • Give the authorisation by signing the agreement with Visma Sign.
  • Use the following agreement form: Agreement form.

Guide for the accountant and payroll accountant (option 2.) 

Proceed as follows as an accountant or payroll accountant:

  • Do not give the authorisation yourself unless you are also the main user with signing rights in the company.
  • Check from the “Certificate for sending statutory notifications” widget whether the authorisation has already been given in the company.
  • If the authorisation is not given, do not send the company's statutory notifications from Netvisor, but agree in the company on practices for reporting data through other means, such as the income register's electronic service or OmaVero.
  • Ensure that the authorisation is given only by a person with signing rights in the company.
  • Check whether this person is already visible as the main user on the management homepage.

You can check and set the main user as follows:

  • Select Company menu > Service management > Select the company to manage.
  • Check that the person with signing rights is marked as the main user.

If you wish to instruct your company's main user or the main users of client companies, you can utilise these instructions as such.

Technical background

Note the technical implementation:

  • We use a technical certificate for sending, which Netvisor maintains and renews automatically on behalf of customers.
  • Identification of Netvisor and other organizations using technical interfaces is implemented using the Income register's certificate service and the Tax administration'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 the authorisation has been given, proceed as follows:

  • Deliver with the technical certificate all notifications of reporting obligations for those who have given the authorisation from Netvisor.
  • Note that as the authorised party, Visma Solutions is responsible for ensuring that the delivered notification is in accordance with the payer's will, original, intact, and unchanged.
  • Use the system-specific certificate activated with one authorisation both for income register notifications and for other statutory notifications from Netvisor.
  • If an accounting office-specific certificate is used, send notifications with the certificate obtained and stored in the system by the accounting office.

Renewal of the certificate

Once the certificate is activated in Netvisor, proceed as follows:

  • Do not worry about renewing the certificate, as Netvisor automatically renews the certificate on behalf of customers.
  • Note that automatic renewal applies to both the system-specific certificate (authorisation given by the main user) and the accounting office certificate (accounting office obtained the certificate and stored it in the system).
  • If the certificate has been canceled, reactivate the certificate through the “Certificate for sending statutory notifications” widget.
  • Note that processing the request usually takes a few hours.

Reapplication of the certificate

If you have applied for a certificate for the software and need to reapply, proceed as follows:

Frequently asked questions

The company's main user has not given authorization, and salaries need to be paid. What do I do? 

Proceed as follows:

  • Pay the salaries normally.
  • Give the authorization also after paying salaries and deliver notifications later from Netvisor.
  • Note that notifications must be delivered within five (5) days of the salary payment date starting from January 1, 2019.
  • Remember that the payer (in practice the employer) is always responsible for reporting and is liable for any sanctions for non-reporting.

The company's main user has not given authorization, and the VAT notification should be sent. What do I do?

Proceed as follows:

  • Ensure that the authorization is arranged quickly.
  • Make sure that there is a main user in the company.
  • Instruct the main user to give authorization through the “Certificate for sending statutory notifications” widget.
  • Check the status of the certificate from the same widget.
  • Note that sending with Katso credentials is still possible until December 31, 2020, if authorization is missing.

What if I don't give authorization? 

Proceed as follows if you do not give authorization:

  • You can use payroll as usual and pay salaries.
  • Let the earning payment report required by the income register be generated in payroll also in this situation.
  • Note that the notification cannot be delivered from Netvisor without authorization.

I gave authorization and want to cancel it. What do I do? 

Cancel the authorization as follows:

  • Open the “Certificate for sending statutory notifications” widget.
  • Click the title "Certificate valid".
  • Select “Cancel authorization”.
  • If needed, reactivate the certificate through the widget.

Our company is discontinuing payroll services or the use of Netvisor entirely. Should the given authorization be canceled? 

Proceed as follows:

  • Do not cancel the authorization separately.
  • Note that the authorization is considered canceled upon termination of the service.
  • Remember that based on the given authorization, Netvisor can still deliver notifications during the notice period.

There is no main user set in the company. What do we do? (Option 2 Netvisor's system-specific certificate)

Proceed as follows if a main user is not set:

  • First set a main user in the company.
  • Open the page Company menu > Service management > Select the company to manage.
  • Set the main user in the “Main user” field.
  • Ensure that the main user has "Edit rights" selected for "Payroll" in the Payroll "Function-specific rights".
  • Add the right for the main user in the company's Netvisor environment with the User administrator (KH) or Accounting office main user (TPK) role from Company menu > Users and roles > Select person's name > Payroll: Function-specific rights.
  • Note that if a main user is not set, authorization cannot be given to the company.

Our company requires multiple signatories to make agreements. However, there can only be one main user. What do we do? 

Proceed as follows:

  • Handle the authorization with Visma Sign's electronic signature.
  • After this, let the main user make the actual authorization in Netvisor.
  • Use the following form to make the agreement: Link to VismaSign agreement form.

Can Visma Solutions Oy's staff exploit the authorization or misuse it in any way? 

Note the following:

  • Visma Solutions Oy's staff cannot exploit the authorization or misuse it.
  • The authorization is used only with the technical certificate, and it is granted to the company, not to an individual person.
  • No individual person can benefit from the given authorization in any situation.

Can I see the status of authorizations for multiple companies at once? 

Proceed as follows:

  • Note that you can only see the authorization information for one company at a time.
  • Check the situation of each company separately from its own Netvisor environment.

Why is authorization given to Visma Solution? The guidance is different in other systems. (Option 2 Netvisor's system-specific certificate)

Note the target of the authorization:

  • When sending payroll data and other statutory notification data from Netvisor, Visma Solutions Oy acts as the data sender.
  • For this reason, the authorization is needed specifically for the company producing the software.

Will my Katso credentials continue to work?

Note the validity of Katso credentials:

  • Katso authentication ends on April 30, 2021.
  • After this, reporting using Katso credentials will no longer be possible.

Do I also need Suomi.fi authorizations? 

Proceed as follows regarding Suomi.fi authorizations:

  • For delivering earning payment reports and employer's separate notifications from Netvisor, as well as for VAT notifications, you do not need Suomi.fi authorizations.
  • If you need to visit the Suomi.fi service or other similar services, obtain separate Suomi.fi authorizations for these, because the authorization given to Netvisor cannot be used in them.
  • Use the Suomi.fi service, for example, to check delivered notifications and to report payroll data via the download service and interface.
  • Learn more about Suomi.fi authorizations at www.suomi.fi.

I represent an association, and Suomi.fi authorizations are not granted through the Suomi.fi service. What do I do? 

Proceed as follows:

  • Do not obtain a separate Suomi.fi authorization for notifications made from Netvisor, because Netvisor handles the delivery of notifications with the authorization you give.
  • If you want to visit the Suomi.fi service and represent an association, foundation, municipality, parish, educational institution, partnership, estate, or foreign entity, obtain Suomi.fi authorization through the Katso service.
  • Note that obtaining Suomi.fi authorization through the Katso service is possible until December 31, 2020.
  • Obtain more information from the Tulorekisteri.fi site and the suomi.fi site.

Where can I get more information related to statutory notifications? 

Information related to the income register: 

  • Netvisor and the income register site provides information on, among other things, the most significant updates and upcoming training related to the income register.
  • On our support pages you can find the changes already made and related instructions.
  • Tulorekisteri.fi site provides more general information related to the income register.

Information related to other statutory notifications can be found:

  • On our support pages you can find guidance for other statutory notifications.
  • Vero.fi site provides tax administration guidance.
  • You will be informed about new changes in the Community.

Why does our company's “Certificate for sending statutory notifications” widget show the text "Authorization for data delivery - missing"?

Proceed as follows if you see this text:

  • If you are a client of an accounting office, you usually do not need to concern yourself with the certificate.
  • Let the accounting office handle the certificate on your behalf.
  • Note that statutory notifications from Netvisor are then sent with the accounting office-specific certificate obtained by the accounting office.

I have multiple software programs from which earning payment reports are intended to be sent to the income register or statutory notifications to the tax authority. Can I, as an accounting office, obtain only one certificate from the Income register and use the same certificate in all software?

Note the following:

  • Obtain a separate certificate for each software.

What happens to the system-specific certificate when the company is linked to the accounting office?

Proceed as follows when the company is linked to the accounting office:

  • Note that the accounting office's certificate automatically becomes effective in the company.
  • Understand that the accounting office's certificate overrides the company's system-specific certificate.

Frequently asked questions (summary)

  • For which statutory notifications is the Netvisor certificate sufficient?
  • How do you obtain and save an accounting office-specific certificate in Netvisor?
  • How do you give Visma Solutions Oy authorization for Netvisor's system-specific certificate?
  • How do you proceed if the main user has not given authorization and salaries or a VAT notification should be sent?
  • How do you cancel a given authorization and reactivate the certificate?
  • How do you set the main user and the required user rights in Netvisor?
  • How do you proceed if the company has two signatories or several signatories who make agreements?
  • How does Netvisor's technical certificate work and how is renewal of the certificate handled?
  • How is reapplication of the certificate done if the application must be made again?
  • Do you need Suomi.fi authorizations for notifications made from Netvisor and when are Suomi.fi authorizations needed separately?
  • How do you proceed if you represent an association or another entity for which Suomi.fi authorizations are not granted directly?
  • Where can you find more information about the income register and other statutory notifications?
  • Why does the widget show “Authorization for data delivery - missing” and what does it mean for accounting office clients?
  • Can you use the same certificate in several software programs as an accounting office?
  • What happens to the system-specific certificate when the company is linked to the accounting office?

Keywords

Netvisor, certificate, statutory notifications, income register, VAT notification, income tax return, construction industry notifications, accounting office-specific certificate, system-specific certificate, Visma Solutions, main user, signing rights, Suomi.fi authorizations, Katso credentials, Visma Sign, payroll, bookkeeping, technical certificate, authorisation, Service management, Users and roles, widget “Certificate for sending statutory notifications”.

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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