Getting started with Financial overview, Budget & Forecast

Welcome! To help you get started in the best possible way, we have put together a guide.

1

Import data

To retrieve data for Financial overview, Budget & Forecast, you can either upload data from Visma Administration or import a SIE4 file. If you work with both Bookkeeping & Invoicing and Financial overview, Budget & Forecast, the data will be retrieved automatically. Accounting offices can also upload data from Visma Advisor Connect, Visma Byråstöd and Tax & Annual accounts.

Read more about how to upload data to Financial overview, Budget & Forecast here.

You can import SIE4 files by heading to Settings - Import and selecting Import SIE4 file. Note that this is not possible when you use both Bookkeeping & Invoicing and Financial overview, Budget & Forecast.

2

Apply general settings

There are several settings available in to help you customize the solution to better suit your and your customers’ needs. Only the accounting office's employees have access to the Settings tab.

Apply general settings for all your reports under Settings - Report settings.

Follow these steps to show or hide subheadings for all your reports:

  1. Select Settings - Report settings.
  2. Select Show or Hide depending on whether you want to show subheadings or not.
  3. Select Save.

Follow these steps to display amounts as either SEK or KSEK in all your reports:

  1. Select Settings - Report settings.
  2. Select SEK or KSEK.
  3. Select Save.

Both the Income statement and Balance sheet reports can be customized to better support your needs. Go to Settings - Report settings - Customize reports to move accounts to different rows or add new subheadings to your reports.

Read more about how to customize reports here.

3

Add users and users rights

Accounting office employees who participate in the task will automatically be added as consultants when activating the solution.

Standalone users or employees in a company collaborating with an accounting office give access to the service on Spiris. It is only administrators who can give employees access to Financial overview, Budget & Forecast.

  1. Log in to Spiris via spiris.se.
  2. Click on the arrow to the right of your company name.
  3. Select Manage users.
  4. Select Users - Create user.
  5. Enter the user’s email address and name.
  6. Select which role in Spiris the user should have.
  7. Select Skapa.
  8. Activate Financial overview, Budget & Forecast for the new user.

An email will be sent to the user with information about how to activate the account. It is completely free of charge to add as many users as you want.

User rights

By default, all users in Financial overview, Budget & Forecast will initially get full permission to the service (including access to user rights).

If Financial overview, Budget & Forecast is used in a collaboration between an accounting office and their customer, it's only the accounting office's users that have full permission to the service by default.

A user with full access to Settings is able to set what permissions a specific user of Financial overview, Budget & Forecast should be granted, by heading to Settings - User rights.

Read more about user rights and how you change them here.

4

Customise the overview

You can add your own charts to the overview and also remove and edit those currently on display.

In Financial overview, Budget & Forecast, you can add your own charts to the overview. This makes it possible to create a customized overview filled with illustrative charts showing the most important figures. You can add charts from any row in the monthly overview of the income statement and the balance sheet, as well as the rolling 12 of the income statement. You can also add charts from the KPI report.

  1. Click on Reports on the upper menu tab.
  2. Go to the report from which you want to choose a row.
  3. Choose the row you want to add a chart for and click on the chart symbol on the far right.
  4. Click Add when you are finished setting up your new chart.
  1. Go to Overview page.
  2. Click on the Add charts button in the upper left corner.
  3. Choose chart, the size of the chart and click on Add.

You can easily remove charts from the overview.

  1. Go to Overview page.
  2. Choose the chart you want to remove and click on the trash bin in the upper right corner of the chart window.
  3. Confirm that you want to delete the chart.

You can easily change the order of the charts by using drag and drop.

  1. Go to Overview page.
  2. Choose the chart you want to move and hover over its name. The cursor now turns into a four way arrow.
  3. Drag and drop the chart to its new position.

You can edit the charts in numerous ways. You can for example change the size of the charts and change how the figures are shown.

  1. Go to Overview page.
  2. Choose the chart you want to edit, and click on the settings icon in the upper right corner of the chart window.
  3. Make your changes and select Save.

5

Work with budget and forecast

Create budgets and forecasts to plan your revenues and expenses, see how the performance of your business compares with the plan, and estimate the outcome for the financial year.

You can create as many budgets as you want for any financial year.

  1. Go to Budget & Forecast - Income statement budget.
  2. Select Create budget. A dialogue box opens.
  3. Enter the name and the financial year of the budget, and select the accounting data the budget should be based on.
  4. Select whether or not you want to include dimensions.
  5. Select Create budget.

A forecast can only be created for the current financial year. You can create as many forecasts as you want.

  1. Go to Budget & Forecast - Income statement forecast.
  2. Select Create forecast. A dialogue box opens.
  3. Enter a name for your forecast.
  4. Select which period from the current financial year the forecast should be based on in the field Actual data up to.
  5. Select what data the forecast should be based on for the remaining months of the financial year in the field Remaining months based on.
  6. Select whether or not you want to include dimensions.
  7. Choose Create.

You can choose to have a budget visible in the report Income statement - Month and in the charts created from Income statement - Monthly overview and Income statement - Rolling 12 Monthly values by selecting Set as main budget in the budget list or at the top of a specific budget.

If you have created several budgets for the same financial year, you can only have one of them visible in the report.

You can choose to have a forecast visible in the charts created from Income statement - Monthly overview by selecting Set as main forecast. If you have created several forecasts for the same financial year, you can only have one of them visible in the charts.

6

Customize your reports

You can customize individual reports to better suit your or your customer’s needs by showing or hiding subheadings and/or accounts, and displaying amounts in SEK or KSEK.

Income statement - Month can be further customized by adding and removing columns, and changing the order in which they are displayed.

Follow these steps to show or hide subheadings for an individual report:

  1. Go to the report for which you want to change this setting.
  2. Mark or unmark the checkbox Show subheadings, depending on whether you want to show or hide them from the report.

Please note that this setting will be reset to default next time you log in to the service.

You can choose whether the entire report shall be shown as a summary or specified per account. This choice is made on the individual report.

  1. Go to the report for which you want to change this setting.
  2. Mark or unmark the checkbox Show accounts, depending on whether you want to show or hide them from the report.

Please note that this setting will be reset to default next time you log in to the service.

Follow these steps to show amounts as SEK or KSEK for an individual report:

  1. Go to the report for which you want to change this setting.
  2. Select SEK or KSEK under Amounts in.

Please note that this setting will be reset to default next time you log in to the service.

Follow these steps to display data for a previous period:

  1. Go to the report for which you want to change this setting.
  2. Select a previous month in the month picker, located in the field Data up to.

When a new month is selected in the month picker, all reports are affected.

Please note that this setting will be reset to default next time you log in to the service.

Click on the icon next to the report header to open a dialogue that lets you select which columns that should be included in Income statement - Month, and in what order.

The columns listed in the dialogue’s right panel are currently displayed in the report, whereas the columns listed in the left panel are available but currently excluded. Drag and drop columns between the two panels to customize the report to your liking.

You can change the order in which the columns are displayed in the report by moving them up and down in the right panel.

7

Share and archive documents

You can share and archive documents. You can place your documents in any period or in the folder Inbox, if you do not want to specify a period. Accounting offices are also able to save documents uploaded to Financial overview, Budget & Forecast in Spiris Practice management.

Follow these steps to share a document with your fellow users in the solution:

  1. Select the Documents tab.
  2. Drag and drop your file or upload it from your computer. The file now appears in the list.

Supported file types are: Word, Excel, PowerPoint, Pdf, pictures (png, jpeg, etc.) and SIE files.

The maximum file size is 50 MB per file.

Uploaded documents are visible to users with access to documents.

If the solution is used in a collaboration between an accounting office using SpirisPractice management and a customer, the accounting office’s employees are able to save the documents uploaded to the solution in Practice management.

To do this, select the Actions button to the right of the document and select Save in Practice management.

8

Communicate in Financial overview, Budget & Forecast

It is possible to communicate with your fellow users in by using the solution's comment feature.

Follow these steps to add comments:

  1. Go to Overview or Reports.
  2. Select the comment icon (if the comment dialogue is not visible).
  3. Select New.
  4. Choose which month the comment shall be linked to.
  5. Add your comment and select Save.

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