Company settings

If the company's address is the same as the head office's address, you can enter the head office's address in the Place of domicile field.

A GLN is used to give a unique identity to a company, a function within a company or a physical location. If you want to use a GLN for your company/association, please visit gs1.se.

A VAT number is made up of a country code followed by up to 12 digits or letters, depending on the country. Special characters are not allowed. The VAT number you enter here will be included on all invoices to the customer. If you will be invoicing without VAT to customers in other EU countries, the customer's VAT number must be indicated on the invoice. This is because VAT-exempt sales must be reported to the Skatteverket in the report EU periodic VAT declaration. If the customer's VAT number is not specified on the invoice, Swedish VAT rules are applied.

If you want your customers to make payments using your bankgiro number, enter the number here.

If you have an active bank integration and have entered both a PlusGiro and Bankgiro under Company settings, the money will be drawn from the Bankgiro when purchase invoices are paid. When the bank integration is active it is not possible to add or change the bankgiro number without disabling the integration first.

If you have a bankgiro and an OCR agreement with your bank, you can include the OCR number on your sales invoices by checking the Show OCR reference no. on invoice printouts box under the Other settings tab.

To enable private individuals that receive their invoices via Kivra to pay the invoices straight from Kivra's app you must enter your bankgiro and/or plusgiro number.

If you want your customers to make payments using your plusgiro number, enter the number here. The information is shown on your sales invoices.

To enable private individuals that receive their invoices via Kivra to pay the invoices straight from Kivra's app you must enter your bankgiro and/or plusgiro number.

If you want your customers to pay via Swish, add the phone or Swish number connected to your Swish account here. The information will be presented on the invoice.

If you have synchronisation with Webshop, you can choose to deactivate synchronisation here. If you want to reset the company (see below), you must deactivate synchronisation before carrying out the reset. Bear in mind that if you deactivate synchronisation, you must add terms of payment and shipping method in your webshop again when you reactivate synchronisation.

Uncheck the Show Payroll in the menu box if you do not want the menu option Payroll to be shown.

Tick this box if you want to save this company's settings as a template to use for other companies.

The following settings are copied:

• settings for journal series
• whether to use cost centres and projects
• whether to use transaction texts and
• whether to use automatic VAT calculation.
• deprecation interval
• if the Payroll extension should show in the menu.
• chart of accounts
• fixed assets ledger settings
• sales VAT and ledger settings
• accounting templates

You can restart your company by selecting Reset. The company's name and corporate identity number are retained, but other information, such as accounting, invoices, customers and suppliers registers, are deleted. This information cannot be recreated.

Read more in the topic Reset company.

If the company is approved for F-tax, it means that the company itself is responsible for paying taxes and social security contributions on compensation paid for work performed.

If the box is ticked, the text Registered for corporation taxation is included on your printed invoices.

Check this if you want to show the price for an article excluding VAT when you invoice private individuals.

Select if you want to round to the nearest krona. This setting will be applied to all quotes, orders and invoices in SEK.

If the box is ticked, the fields required for handling reverse VAT charge are activated. Reverse VAT charge must be used if you are a provider of certain services. It is used for invoicing customers for whom VAT must not be charged. Read more about the rules for this on the Skatteverket's website.

Tick this box if you are an intermediary in a triangulation within the EU and if what you invoice should be included in the report EU periodic VAT declaration.You can read more about this in the brochure VAT on foreign trade (SKV 560B) on the Skatteverket's website.

Tick the box Apply rules for One Stop Shop (OSS) in Settings - Company settings, tab Invoice settings to activate the settings required to record sales of OSS goods and services. The sales of these goods and services are tracked, and a report is created to Skatteverket. For the report to be accurate, a box also needs to be ticked on each article related to the sale of these goods and services. Read more about the rules for OSS on Skatteverket's website.

By selecting the box, the attachments you add to a sales document will be included in the same PDF file as the invoice itself, instead of being placed in a separate file.

Please note that this isn't possible when sending e-invoices. The e-invoice and the attachments will then be sent separately and an additional cost will be charged per attachment.

Check this if you want to show the price for an article excluding VAT when you invoice private individuals.

Check this if you want to show the SEK currency on the printout for sales documents like quotes, orders, and invoices for domestic customers.

If you check this box, you will keep the original draft date on all invoices and draft invoices. If you do not check this box, the date on the invoice will move forward and be the same as the date you complete the invoice.

If you check this box, the fields required to handle housework in the company settings and on the invoice are activated. Deductions for housework services (ROT/RUT work) apply to work performed for private individuals. More information on what rules apply and what services are considered housework services can be found on the Skatteverket's website.

In the box, enter the amount you want to add when sending payment reminders.

Tick the box if you want to send the first reminder without charging a late payment free.

The next number for quotes, orders and sales invoices is specified here. A number series can be changed up until the time point you send the first document.

Check Receive e-invoices if you want to enable your suppliers to send you e-invoices. When you receive an e-invoice, the information in the purchase invoice is added automatically and you can then enter and pay the invoice as usual. For each e-invoice you receive, you are charged a cost. Read more about the prices for receiving e-invoices at spiris.se .

Read more about the feature in the topic E-invoices.

The ID number you have with your service provider is shown here. The Electronic ID and Service provider fields are used to identify your company as sender and receiver of e-invoices.

You may need to give this information to your supplier if they cannot search for your details.

Read more about it in the topic E-invoices.

If your are using the scanning services, your purchase invoices sent by mail will be sent to our scanning central instead of being sent to you. At the scanning central, invoices in paper or PDF format will be transformed into e-invoices and sent directly to your program.

In order to receive invoices via Peppol, you need to have a Peppol ID. If you activate the setting Receive e-invoices the Peppol ID will automatically be retrieved and placed in this field. It can take up to 7 working days to get the Peppol ID. Read more about Peppol ID in the FAQ topic What does ID, GLN, service supplier/VAN operator, format and Peppol mean?

You can find your Peppol ID in Settings - Company settings - Invoice settings, under E-invoices, if you have ticked the Receive e-invoices box.

Check this box if you want to receive an email saying you have new e-invoices to take a look at. The email address used to send notifications to is retrieved from the tab Basic information in the Company settings but it can be edited whenever you want. You also choose whether you want to receive notification emails each time you receive an e-invoice or if you want to receive them on a daily or weekly basis, provided you actually have received e-invoices. If you choose to receive the notification emails on a daily basis, you will receive them every morning. If you choose to receive the emails weekly, you will receive them on Monday mornings. If you do not make a selection at all, you will by default receive notification emails each time you receive an e-invoice.

By ticking the Allow editing of purchase invoices box, you make it possible to make certain edits directly in the invoice. A purchase invoice can be edited as long as it is not included in a VAT report or a locked period. Read more in the topic Void or edit a purchase invoice.

Check the box to be able to create a payment file for purchase invoice payments. Read more in the topic Send purchase invoices via payment file.

This option applies only if you have active bank integration where purchase invoices are sent to the bank for payment automatically.

When you use this setting you get to select which purchase invoices you want to send to the bank for payment. With the setting ticked the invoices will not be sent to the bank until you choose to send them.

One advantage of using the setting and sending payment for several invoices at the same time is that there will be fewer files to approve when you log into your bank. You'll be reminded when there are invoices ready to be sent to the bank.

If you uncheck this box, your invoices will automatically be sent to the bank for payment when you post them to the ledger.

If you tick this box, you must specify the general ledger accounts for your purchase invoices and whether the amount should be posted in debit or credit. The selection is made under Settings - Company settings - Invoice settings. You can change the setting at any time.

This is where you specify how often you report your VAT. Based on the setting, information for the correct period is retrieved when you draft and register your VAT report.

VAT reports that have already been registered are not affected if you change the setting. If you have started a new VAT report and then want to change the VAT declaration setting, you must close the New VAT report window, change the setting under Company settings - Accounting settings, and then create the VAT report from scratch to ensure the changes are included in the new report.

If you want to change the accounting period for VAT reports that have already been registered, you must undo them. You then change the VAT period setting under Company settings - Accounting settings. After that, you can create new VAT reports with the new periods.

You must lock your accounts as by law. When an accounting period is locked, transactions can't be created with dates within that period. Make sure you have matched all transactions as well as registered periodic allocation and deprecation before you lock the accounts for the period.

You can unlock your accounts after locking them, but this is not recommended as it infringes the Swedish Accounting Standards Board's recommendations. But if you have locked them by mistake, they can be unlocked.

Read more about the locking of accounting periods and financial years in Financial year and OB settings.

Indicate with which interval your accounts are to be locked. You'll be reminded five days before the period should be locked. Locking of accounts depends on your company's turnover.

The basic rule is that you should have ongoing accounting for your business transactions and that the month should be locked when the accounts are closed and the figures reconciled. But it is possible to delay entering a post and locking of months. Everyone must wait up to 50 days after the end of the calendar month when the business transaction occurred. A transaction that occurred on 2 May must therefore be entered on 20 July at the latest. The month of May must be locked on the same day. Smaller companies can wait even longer. You can see below how long you can wait before entering a post and locking:

• Month - Everyone must wait 50 days after the end of the calendar month when the business transaction occurred - which is the default setting. Example: Transactions for January must be entered 20th March at the latest.
• Quarter - If the company has a turnover of maximum 3 000 000 kronor per year, you have to wait up to 50 days after the quarter when the business transaction occurred. Example: Transactions for January must be entered 20th May at the latest.
• Financial year - If the company has a turnover of maximum 1 000 000 kronor per year and has at most 50 journal entries for no more than 250 business transactions, you can wait up to 60 days after the end of the financial year. Example: Transactions for January must be entered late February, the year after, at the latest.
• At declaration date - If you are a sole proprietor with a turnover of maximum 1 000 000 kronor per year, and have at most 50 journal entries for no more than 250 business transactions and do not trade with other EU countries, you can wait until your tax return declaration is due. The due date for this is usually May 2nd.

Read more at spiris.se.

The Use cost centres box is activated when you start working. This means that you can add cost centres and cost units in the menu under Accounting- Cost centres. Refer to the section Cost centres and cost units for more information on how to work with cost centres.

If you untick the Use cost centres box, all settings for cost centres are deactivated. This means that the following is hidden:

• The Accounting menu option no longer shows the option Cost centres. All information you entered under cost centres and cost units is saved in case you want to reactivate the setting to Use cost centres.
• No cost centres are shown under Sales invoices, Purchase invoices, Purchase with receipt or Manual journal entries.

Note that if you worked with cost centres previously, these will continue to be shown on created journal entries.

If the box is checked, anyone who registers invoices, where information about cost centres should be specified, will be reminded to add cost centres.

If you want to follow up parts of your business at a more detailed level and over multiple financial years you can use Projects. When checking the box adding information of projects will be available for the following types of documents: purchase invoices, quotes, orders, sales invoices and journal entries for Purchase with receipt and Other withdrawal.

Projects are activated in all ledger accounts between numbers 3000-8999. Other accounts can be activated for accounting entry against projects by editing the respective account under Settings - Chart of accounts.

Read more in Project..

If the box is checked, anyone who registers invoices or other entries, where information about projects should be specified, will be reminded to add projects.

When checking the box the registration of manual payable and receivable items will be available. The feature allows you to register sales and purchase invoices using a manual journal entry. Read more in the topic Create manual payable or receivable items.

When checking the box an extra column for Transaction text will be available when registering a journal entry or purchase invoice. The texts added in the column will be searchable in the Account analysis view.

This setting enables the program to calculate the VAT automatically when registering manual journal entries or matching bank transaction using a ledger account with an assigned VAT code. You choose if you want to register amounts with or without VAT. The VAT is calculated automatically if the account has a VAT code, and a VAT line is added when you post a manual journal entry, register a deposit, or a withdrawal. The automatic VAT calculation works for accounts linked to VAT code 05, 20 and 21.

By unchecking this box you switch off the automatic interpretation of source document images. You may switch this feature back on at any time by simply checking the box again.

When you use this setting Bookkeeping & Invoicing will post your period allocations automatically. When the date for a planned period allocation is reached, the period allocation is posted automatically. The first automatic posting will be made the day after the activation of this setting, provided that you have something to be posted.

When you use this setting Bookkeeping & Invoicing will post your depreciations automatically. When the date for an upcoming transaction is reached, the depreciation is posted automatically. The first automatic posting will be made the day after the activation of this setting, provided that you have something to be posted.

Set whether you want your fixed assets depreciated Monthly or Annually.

If you tick the box VAT reports must be approved, it means that you have the possibility to send the report for approval under Accounting - VAT report. First you create the VAT report and select Send for approval and post to ledgerSend for approval. The receiver then opens the report and selects Approved or Rejected. If the receiver rejects the VAT report, the receiver must explain why it has been rejected in the mandatory message window that is shown on the screen.

If you tick the box Purchase invoices must be approved, it means that you have the possibility to send the invoice for approval under Purchasing - Purchase invoices before posting it to the ledger. First you create the purchase invoice and select Send for approval. The invoice is then saved under Drafts. When the receiver has opened the invoice and selected Approve and post to ledger, the invoice is saved in the Unpaid purchase invoices list. If the receiver rejects the invoice, the receiver must explain why it has been rejected in the mandatory message window that is shown on the screen.

You can choose to work with journal series. Here, you can specify which journal series should apply for each section. The advantage of working with journal series is that it makes it easier to later trace a certain type of transaction, especially if you have a large number of entries.

There are 11 types of journal series suggested. You can also add up to 5 additional journal series. To make it easier to keep track of the different types, you can add a description when selecting which letter to assign to the different types of series. If you do not change anything the prefix for all created journal entries will be A.

Example

Select journal series S for e.g. Sales invoices. When a journal entry is created for a sales invoice, the prefix S is put before the journal entry number in the journal entries list.

If your company is part of a group, you can use group-specific accounts when posting accounts receivable and accounts payable. Check the box Use group specific accounts to activate the feature. Then you can go to your customers and suppliers and set which group accounts you want to use:

• 1560 - 1567 and 1570 - 1579 for accounts receivable.

• 2460 - 2469 and 2470 - 2479 for accounts payable.

You can also select the standard accounts 1510 and 2440 if you want.

Here, you can add standard texts you want shown on different types of documents. For example, you might want to point out a changed address.

You can add both Swedish and foreign texts. To add texts in a different language, select Show foreign texts. These texts are then included on documents to your foreign customers.

When you enter texts here, they are included in the emails sent to your customers from Bookkeeping & Invoicing. Start with a standard text and adapt it before sending the document to your customer. You can also choose to enter and save the text in another language.

If you have Payroll and use email to send out the employee’s payslips you can edit the text of the email here.

Select the Add/change logotype link to upload an image to use as a logotype. Please note that the file size may not exceed 1 MB and should be in file format gif, jpg or png. Go to Invoice background further down on the page and select the setting Logotype and footer in order for the logotype to be displayed on the printout.

Choose between an invoice layout with or without frame. Choose whether the invoice rows shall have a border or not. You can preview the invoice layout to see the different outcomes of your choices.

Check the box if you have an active OCR agreement (also known as KID) with your bank. The number which must be specified during payment is then shown with the text OCR on your sales invoice.

If the box is not checked, the number which must be specified during payment is instead shown next to Message. OCR number in Bookkeeping & Invoicing consists of the invoice number, a length digit (an indication of how long the OCR should be, "längdsiffra" in Swedish) and a control digit.

Uncheck the box if you do not want a QR code included on the invoice printout.

If you want your customers to make their payments to another bankgiro number than the one entered on the tab Basic information, select the box and add the number to be printed on the invoice.

Mark what information you want to show on the printouts for your quotes, orders and invoices.

If you want to print the project name on invoices, mark the box. If the items invoiced all concerns one project the project name will be printed in the invoice head. If the invoice items relate to different projects the project names will be printed on the individual invoice rows.

Mark the box to show the total amount excluding VAT on quote and order printouts for your business customers. This setting will not apply to private individuals.