How do I upgrade or downgrade between different subscriptions?

You can easily upgrade your subscription under More solutions.

If you switch at year-end, all you have to do is add your opening balances when you create a new financial year under Settings - Financial years and OB. If you switch to a larger subscription plan during a current financial year, you need to consider the following.

When you upgrade from Invoicing, your articles (including sales categories), invoices and customers come with you. However, your invoices are not posted automatically upon upgrading the program.

Take the following steps to ensure your earlier sales invoices and incoming payments are correctly posted:

When you upgrade during a current financial year, we recommend that you transfer the earlier accounting settings. This ensures that your annual accounts are correct.

If you or an accounting firm has used a different program for your accounting work, you can import all accounting settings with an SIE4 file.

Read how to do an SIE import from another program in the topic Import accounting data (SI or SE file).

If you have previously handled your accounting manually, you can have earlier sales invoices and incoming payments that were created in Invoicing automatically posted by exporting and importing a SIE file. If you do not want to use a SIE file you can choose Sales - Sales invoices - Actions - Post to ledger, and a journal entry will be created for the invoice and the payment (if the invoice has been registered as paid).

  1. Go to Settings - Import and export.
  2. Perform an export by selecting Sales transactions SIE export.
  3. Store the file on your computer.

Import the file you previously saved.

  1. Select Accounting data SIE import and export.

Once the import is complete, the sales invoices and incoming payments you created earlier are automatically posted.

The value of the invoices you created in the invoicing variant of Bookkeeping & Invoicing are now found in account 1518 Receivables not posted in the general ledger. To be able to reconcile your accounts receivable when these invoices have been paid, you must repost them from account 1518 Receivables not posted in the general ledger to account 1510 Accounts receivable.

  1. Go to Accounting - Journal entries and create a journal entry with rebooking from 1518 to 1510.

To check that the balance of account 1510 is correct, you can go to Accounting - Reports and print a Balance sheet. The amount found under the heading Accounts receivable total must match the amount found posted on account 1510 Accounts receivable.

  1. Register other earlier accounting entries under Accounting - Journal entries. Examples of such transactions include purchase invoices, outgoing payments, tax payments and payroll withdrawals.

If you have created accounting data through import from Invoicing to Bookkeeping & Invoicing the invoices created in Invoicing will be posted to the ledger. Just as before you will find the invoices under Sales - Sales invoices.

  • The invoices for which you had recorded payment for in Invoicing, are posted and found under the tab All sales invoices
  • The invoices for which no payment had been recorded in Invoicing are posted as accounts receivable and found under the tab Unpaid sales invoices.

If you have invoices that you have received payment for but for which you had not recorded the payment in Invoicing before the upgrade to Bookkeeping & Invoicing you record them as paid by selecting Action - Record payment on each invoice. The invoices are then moved to the tab All sales invoices and posted as paid.

Note that if the payment of the invoices have been posted in another accounting system, you need to create a correction journal entry to reverse the journal entries that were posted when you selected Action - Record payment. Otherwise the payments will be posted twice.

Example:

You have created an invoice on 1000 SEKin Invoicing. When you in Bookkeeping & Invoicing selects Action - Record payment the invoice is posted and the account receivable is credited while the operating account is debited.

Credit
1000 SEK on ledger account 1510

Debit
1000 SEK on ledger account 1930

If the invoice has been posted as paid in another program from which you have imported the accounting records it will now be posted twice. You then need to reverse the above posting of it by creating a manual journal entry.

Credit
1000 SEK on ledger account 1930

Debit
1000 SEK on ledger account 1510

If you have reported and paid VAT for one or more periods during the current financial year, you must close the VAT periods for which you have already submitted a VAT report. Otherwise, VAT is not correctly calculated for the remainder of the year.

Read how to create and enter a VAT period in the topic Create VAT report.

The VAT must be zero for periods already reported

The VAT reports for the periods you already reported to Skatteverket must all have 0 kronor in box G. Moms att betala eller få tillbaka (VAT to pay or be reimbursed) on the VAT report. If the there are amounts to report, it means there are journal entries within the period that have VAT codes. Since you already submitted the report to Skatteverket for these periods, they must not be included in your accounting again.

If the VAT report you close does not have final total 0 kronor, a journal entry will be created for the closed period. You must create a new manual journal entry where you offset the amounts.

Print the journal entry created for the VAT report and then go to Accounting - Journal entries and select New journal entry. Use the same accounts and amounts as in the earlier voucher, but enter the amounts in the opposite side, i.e. if the amount was in debit, enter it in credit and vice versa.

Once you have closed previously reported VAT periods, the next step is to add VAT codes to the imported journal entries that have a date after the latest closed VAT period. Otherwise, these journal entries will not be included when you create your next VAT report in Bookkeeping & Invoicing.

The VAT code determines where the amount ends up on the VAT report. You can check which VAT codes are used for the respective ledger account in the chart of accounts. You can print the chart of accounts under Accounting - Reports - Chart of accounts. Then proceed as follows:

  1. Go to Accounting - Journal Entries.
  2. Find the journal entries which must be supplemented with VAT codes.
  3. Click on a journal entry so the line expands.
  4. Select Assign VAT codes.
  5. Add the VAT code to the accounts that need coding.
  6. Save and repeat step 3 for all journal entries which must be supplemented.

Once you have supplemented the imported journal entries with VAT code, they will be included when you create the next VAT report. Going forward, the invoices and journal entries created in Bookkeeping & Invoicing are automatically given the VAT code assigned to the ledger account.

Once you have completed steps 1 and 2 above, you should reconcile the general ledger accounts for your cash, bank accounts and tax account.

The following general ledger accounts are normally used for cash, bank accounts and your tax account:

  • 1910 Cash
  • 1920 PlusGiro
  • 1930 Company account/checking account
  • 1630 Deduction for taxes and fees

The amounts found in the company's various cash and bank accounts must match the balances in your bank statement from the bank and for your account with Skatteverket.

Select Accounting - Reports - Balance list for a list of the current accounting balances for your accounts.

If you instead want to downgrade to a smaller subscription plan, you need to contact us for further assistance. You can find our contact details on the Contact us page.

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