This guide covers the tax authority certificate in Netvisor. A company can use either an accounting firm-specific certificate or Netvisor's system-specific certificate.
Certificate for sending statutory notifications
The certificate is used for:
Income register notifications
VAT and VAT summary notifications
Income tax notifications
Construction industry notifications
If there is already an accounting firm-specific certificate or Netvisor's system-specific certificate for income register notifications, these certificates also work for other statutory notifications.
If the certificate is missing, it can be handled through the "Certificate for sending statutory notifications" widget on the Netvisor homepage. This widget is also visible on the Financial Management and Payroll homepage. The widgets guide the actions.
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. The status of the certificate can be checked from the aforementioned widgets, e.g., "Certificate missing" or "Certificate valid".
Netvisor supports two alternative certificates
Option 1. Accounting firm-specific certificate
When sending notifications with an accounting firm-specific certificate, the user with signing rights at the accounting firm retrieves the certificate from tulorekisteri.fi and saves it in the Netvisor interface. With this certificate, the accounting firm can send notifications for all client companies with which it has a valid service agreement and authorization to send notifications. In this option, the client of the accounting firm does not need to authorize Visma Solutions in the Netvisor interface.
Even if the client of the accounting firm has already given authorization in Netvisor and the accounting firm obtains its own certificate, the client's notifications are sent using the accounting firm's certificate.
Here is a detailed guide: Guide for accounting firms to obtain a certificate
Option 2. Netvisor's system-specific certificate
When you want to send notifications with Netvisor's system-specific certificate, the main user of the client company authorizes Visma Solutions Oy in the Netvisor interface. The main user must have signing rights. This method applies to client companies that are direct clients (no accounting firm).
Guide for the main user with signing rights (option 2.)
Authorize Netvisor to deliver statutory notifications from the system. Authorization is a prerequisite for statutory notifications to be sent directly from the system to the tax authority and the income register.
As the main user with signing rights, you must give Visma Solutions Oy authorization to deliver statutory notifications from the system to the tax authority and the income register. To make the authorization, you must have the following user settings selected:
- You are the main user of the Netvisor environment and
- 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 accounting functions.
How to easily give authorization
1. Log in to Netvisor
2. Click "Authorization missing" in the "Certificate for sending statutory notifications" widget
3. Approve the authorization by selecting "I give authorization"
Two signatories
If your company has defined signing rights for two people together, you can give authorization by signing the agreement with Visma Sign. Link to the agreement form: Agreement form
Guide for the accountant and payroll clerk (option 2.)
As an accountant or payroll clerk, you cannot give authorization yourself unless you are also the main user with signing rights. However, you can see from the "Certificate for sending statutory notifications" widget whether authorization has already been given in the company.
If authorization is not given, statutory notifications cannot be sent directly from Netvisor. In this case, the company must agree on practices for reporting data through other means, such as the income register's electronic service or OmaVero.
Authorization can only be given by a person with signing rights in the company. Check if this person is already visible as the main user 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 main user or the main users of client companies, you can utilize this guidance.
Technical background
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 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 we have received authorization, we deliver notifications of all authorized reporting obligations with this technical certificate. As the authorized party, we ensure that the delivered notification is in accordance with the payer's will, original, intact, and unchanged. This system-specific certificate, activated with one authorization, works for income register notifications and other statutory notifications from Netvisor. Similarly, if an accounting firm-specific certificate is used, notifications are sent with this certificate obtained and stored in the system by the accounting firm.
Renewal of the certificate
Once the certificate is activated in Netvisor, there is no need to worry about its renewal, as we automatically renew the certificate on behalf of our customers. This applies to both the system-specific certificate (authorization given by the main user) and the accounting firm certificate (accounting firm obtained the certificate and stored it in the system).
Reapplication of the certificate
If you have applied for a certificate for the 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. Here is a link to the guide for applying for a certificate: Guide for accounting firms to apply for a certificate
Frequently asked questions
The company's main user has not given authorization, and salaries need to be paid. What do I do?
Answer: Pay the salaries normally. You can give authorization even after paying salaries and deliver notifications later from Netvisor. Please note that notifications must be delivered within five (5) days of the payday starting from January 1, 2019. The payer, i.e., 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?
Answer: Authorization should be quickly arranged. Ensure that there is a main user in the company and instruct them to give authorization through the "Certificate for sending statutory notifications" widget. The status of the certificate can be seen from the widget. Sending with Katso credentials is still possible until December 31, 2020, if authorization is missing.
What if I don't give authorization?
Answer: You can use payroll as usual and pay salaries. A payroll notification required by the income register is generated even in this situation. However, the notification cannot be delivered from Netvisor.
I gave authorization and want to cancel it. What do I do?
Answer: If you need to cancel the authorization you have given, you can do so through the same channel as the authorization was given, i.e., through the "Certificate for sending statutory notifications" widget. Click the title "Certificate valid" > Cancel authorization.
Our company is discontinuing payroll services or the use of Netvisor entirely. Should the given authorization be canceled?
Answer: No need. The authorization is considered canceled upon termination of the service. Based on the given authorization, we 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)
Answer: A main user 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 "Main user" field. In addition, the main user must have "Edit rights" selected for "Payroll" in the Payroll function-specific rights. The right for the main user can be added by the company's Netvisor environment User Administrator (KH) or Accounting Firm Main User (TPK) from Company menu -> Users and roles -> Select person's name > Payroll: Function-specific rights. 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?
Authorization is handled with Visma Sign's electronic signature. After this, the main user makes the actual authorization in Netvisor.
Link to VismaSign agreement form.
Can Visma Solutions Oy's staff exploit the authorization or misuse it in any way?
Answer: No, they cannot. The authorization is used only with the technical certificate, and it is granted to our company. No individual can benefit from the given authorization in any situation.
Can I see the status of authorizations for multiple companies at once?
Answer: No, you cannot. You can only see the information for one company at a time.
Why is authorization given to Visma Solution? The guidance is different in other systems. (Option 2 Netvisor's system-specific certificate)
Answer: When sending payroll data and other statutory notification data from Netvisor, Visma Solutions Oy acts as the data sender, and authorization is needed specifically for the company producing the software.
Will my Katso credentials continue to work?
Answer: Katso authentication ends on April 30, 2021, and after this, reporting using Katso credentials will no longer be possible.
Do I also need Suomi.fi authorizations?
Answer: For delivering Payroll notifications and employer's separate notifications from Netvisor, as well as for VAT notifications, Suomi.fi authorizations are not needed. If you need to visit the Suomi.fi service or other similar services, you need Suomi.fi authorizations, and the authorization given to Netvisor cannot be used. In the Suomi.fi service, you can check delivered notifications and report payroll data via the download service and interface. You can 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?
Answer: As mentioned above, you do not need separate Suomi.fi authorization for delivering notifications from Netvisor. We handle these with the authorization you give in Netvisor.
However, if you want to visit the Suomi.fi service and represent an association, foundation, municipality, parish, educational institution, partnership, estate, or foreign entity, you must obtain Suomi.fi authorization through the Katso service. This is possible until December 31, 2020. You can find more information on this 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 the most significant updates and upcoming training related to the income register.
On our support pages, we have compiled 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.
Vero.fi site provides tax administration guidance.
We always inform about new changes in Community.
Why does our company's "Certificate for sending statutory notifications" widget show the text "Authorization for data delivery - missing"?
If you are a client of an accounting firm, you probably do not need to concern yourself with the certificate. The accounting firm handles this on your behalf, and statutory notifications are sent from Netvisor using the accounting firm's accounting firm-specific certificate.
I have multiple software programs from which payroll notifications are intended to be sent to the income register or statutory notifications to the tax authority. Can I, as an accounting firm, obtain only one certificate from the Income Register and use the same certificate in all software?
A separate certificate must be obtained for each software.
What happens to the system-specific certificate when the company is linked to the accounting firm?
When the company is linked to the accounting firm, the accounting firm's certificate automatically becomes effective in the company and thus overrides the company's system-specific certificate.
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