Instructions for sales handling, including sales from other systems and taking into account different payment methods.
Procountor Solo has been designed for cash-based accounting. For this reason, you should report your sales in the month when the money arrived to your company's account.
There are three alternative methods for accounting. You can read about the differences between the methods behind the link below.
Cash-based, accrued or invoice-based – what are the differences? (in Finnish)
Please remember to report your sales according to the cash-based system to make the accountant's work and the creation of your tax declaration and other reports as smooth as possible.
The sales invoices you send in Procountor Solo are allocated on the bank statement view based on the reference payment material sent by your bank. You only need to check that the allocation is correct. If the customer has, for example, entered the bank reference code incorrectly, you must allocate the invoice yourself.
Cash receipts in Procountor Solo
If you create cash receipts with the software, you must report them according to the instructions below. If you receive a payment in cash or from a card payment terminal, we cannot automatically allocate the payment.
Sales from other systems
If your company has card payment terminals or an online store, you must submit a sales report, which can usually be printed out from the terminal or the online store (unfortunately, the Finnish Tax Administration does not accept Excel spreadsheets as reports).
Remember to itemize card payments and cash payments separately.
Please note that you must report all sales from other systems itemized by VAT rate, including the value added tax.
- total sales by VAT rate (VAT %)
- show VAT rate (VAT %) and
- VAT amounts by tax rate.
In the Cash sales section, please indicate the cash sales amount in the reported sales figures during the month. In the Sales expenses section, please specify the commission you have paid to, for example, Nets or iZettle on the aforementioned sales. You will find this information in the payment terminal system's monthly report.
Handling other sales on the bank statement
Sales made outside the Procountor Solo software should be recorded under "I will report revenue on a sales report" and added to the Other sales section of the sales report.
1. When the sales transaction from the aforementioned system appears in the account transactions, open the revenue you want to allocate to the sales report:
2. Select "I will report revenue on a sales report":
3. At the end of the month, add the sales report to the Other sales section under Accounting material:
Community sales (sales to other community countries)
Community sales are reported to the accountant according to the accrual-based system, which means that you must submit your community sales materials to the accountant in the month when the goods or services are delivered.
Community sales must be recorded in the "Sales 0%" section of the Sales tab in Procountor Solo, and you should always notify your accountant of them as soon as possible or at the latest by the end of the month, for example, via e-mail. This is because the accountant must report them by the 20th day of the following month. Solo does not separate community sales from other sales, which is why it is important to notify the accountant separately of them, even if you make the notification yourself.
Community sales and value added tax (in Finnish)
If you are depositing money to your bank account, select the Cash deposit option.
- Open Account transactions and choose the deposit you want to handle and click "Add to invoice".
- Select the Cash deposit option.
Refund and compensation handling, individual receipt or invoice from another system through the 'Add receipt' function.
Income transactions, i.e. refunds or compensations, must be equipped with a receipt. The receipt can be an image or a PDF file of the refund receipt or credit note. Handling refunds:
1. Take a picture of the refund or credit receipt and select 'Other' when the program asks you to specify the receipt.
2. Open Account transactions, select the account transaction that you want to allocate the refund to and click "Add to invoice":
3. Select the 'Add receipt' option:
4. Select the refund or credit receipt you just added to the gallery.
Refund and compensation scenarios
Scenario 1: A Solo entrepreneur buys goods for EUR 100 and receives an invoice that they do not pay yet. The Solo entrepreneur decides to return some of the goods (worth EUR 50). The store sends them a credit note with EUR 50 in debit and EUR 50 in credit. In this scenario, the Solo entrepreneur has the original invoice of EUR 100, along with the credit note of EUR 50 which contains a payable amount of EUR 50. The Solo entrepreneur pays EUR 50 in Solo and attaches the EUR 50 debit/credit note as receipt to the payment.
Scenario 2: A Solo entrepreneur buys goods for EUR 100 and pays the invoice in Solo, linking the original invoice (EUR 100) to the payment. However, the entrepreneur decides to return some of the goods after paying, and the store sends them a credit note of EUR 50, refunding the amount to the entrepreneur's account. The Solo entrepreneur links the credit note of EUR 50 to the account transaction and everything is in order.
Scenario 3: A Solo entrepreneur buys goods for EUR 100 and pays the invoice, but decides to return some of the goods (value EUR 50). It has been agreed that the store will not refund the money but deduct the amount from the next invoice. The Solo entrepreneur does not have to do anything, as the "excess payment" has already been deducted from the total of the next invoice. If the first and the second invoice have different VAT rates, the invoicing company must take this into account in the second invoice, making sure that the refund has the same VAT as the original payment.
How to handle other income transactions such as compensation, benefit or other income that does not have a receipt?
1. Open Account transactions, select the compensation, benefit or other income that you want to handle and click "Add to invoice":
2. Select the 'Other income' option:
3. In the message box on the right, describe the compensation, benefit or other income for the accountant in more detail. Write also that the income does not have a receipt. This enables the accountant to record the income correctly.