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.

Enter your bankgiro number here.

Enter your plusgiro number here.

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
• 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 and suppliers registers are deleted. This information cannot be recreated.

Read more in the topic Reset company.

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.

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 , 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 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 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.

When you use this setting Bookkeeping 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 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.