This user guide provides detailed instructions for the Company settings section of the Netvisor payroll system. Here you will find information on managing company details, payment information, insurance contributions, Income Register settings, bookkeeping settings, and trade union settings. This view has six different tabs.

CONTENTS

Company information

In the Company information section, you can view and edit the company's basic data, company locations, and tax authority certificates.

Editing basic information

The Basic data card view shows the company's name, business id, address, accounting office, website, and company language selection. You can update the company's basic data, such as address and website.

  1. Go to “Company settings” -> “Company details” 
  2. Find the “Basic information” card.
  3. Press the three dots in the upper right corner.
  4. Select “Edit”.
  5. Update the necessary information.
  6. Press “Save changes”.

Adding and editing company locations

You can add and edit your company's offices/locations.

  1. Go to “Company settings” -> “Company details”
  2. Find the “Company Locations” card 
  3. Press the plus icon in the upper right corner.
  4. Fill in the necessary information for the new office.
  5. Press “Save changes”.
  6. To edit an existing location, find the location and press the three dots on its card.
  7. Select “Edit” and make changes.
  8. Press “Save changes”.

Managing tax administration certificate

You can manage tax administration certificates needed for retrieving tax cards and sending earning payment reports. The card view shows the name, status, and expiration date of the tax administration certificate.

  1. Go to “Company settings” -> “Company details” 
  2. Find the “Tax administration certificate” card
  3. To add a new certificate, press “Add new”.
  4. Retrieve the certificate by entering the transfer ID and one-time password obtained from the Tax Administration's certificate service.
  5. Press “Retrieve certificate”.
  6. To delete a certificate, press the three dots and select “Delete”.
  7. Confirm the deletion.

Payments

In the Payments section, you can manage the company's payment account and set payment settings for different parties.

Managing payment accounts

You can add, edit, and delete the company's bank accounts used for payroll.

  1. Go to “Company settings” -> “Payments”.
  2. Find the “Payment accounts” card.
  3. To add a new account, press the plus icon.
  4. Fill in the account name, account number (IBAN), BIC code, bank, and payment ID.
  5. You can also select the account as the primary payroll account.
  6. Press “Save changes”.
  7. To edit an account, find the account, press the three dots, and select “Edit”.
  8. To delete an account, find the account, press the three dots, select “Delete”, and confirm the deletion.

Withholding tax and health insurance contributions

You can set payment information for withholding taxes and health insurance contributions.

  1. Go to “Company settings” -> “Payments”.
  2. Find the “Tax Administration” card.
  3. Press the three dots and select “Edit”.
  4. Select from which bank account the payments are made and set the payment processing (automatic or manual).
  5. Fill in the Tax Administration's payment information (IBAN, BIC) and reference number.
  6. Press “Save changes”.

Enforcement payments

You can set payment settings for enforcement payments.

  1. Go to “Company settings” -> “Payments”.
  2. Find the “Enforcement authority” card.
  3. Press the three dots and select “Edit”.
  4. Select from which bank account the payments are made and set the payment processing (automatic or manual).
  5. Fill in the enforcement authority's payment information (IBAN, BIC).
  6. Press “Save changes”.

Trade union membership fees

You can set payment settings for trade union membership fees.

  1. Go to “Company settings” -> “Payments”.
  2. Find the “Trade unions” card.
  3. Press the three dots and select “Edit”.
  4. Select from which bank account the payments are made and set the payment processing (automatic or manual). 
  5. Press “Save changes”.
  6. Membership fee reference numbers and recipient account information are managed in the Trade unions section.

Insurance Providers

In this section, you can view and edit the company's employment pension and accident insurance companies and related information.

  • Editing employment pension insurance company You can update the company's employment pension insurance company information.
  1. Go to “Company settings” -> “Payments”.
  2. Find the “Insurance providers” card.
  3. Press the arrow at “Earnings-Related Pension Insurance” 
  4. Select the insurance company from the dropdown menu and enter the insurance number.
  5. Press “Save”.
  • Editing occupational accident and disease insurance company You can update the company's accident and occupational disease insurance company information.
  1. Go to “Company settings” -> “Payments”.
  2. Find the “Insurance Providers” card.
  3. Press the arrow at “Occupational accident and disease insurance”  
  4. Enter the insurance company's name, business id, and policy number.
  5. Press “Save”.

Insurance contributions

In the Insurance contributions section, you can view and edit the company's insurance contributions.

You can view and edit the total percentages of employment pension insurance contributions and employee shares. The total percentage includes both employer and employee shares. Employee shares are maintained by the software. 

  1. Go to “Company settings” -> “Insurance contributions”.
  2. Find the “earnings-related pension insurance contribution” card.
  3. To view and edit total percentages, press “Total percentage”.
  4. Enter "Valid from" date and "Total contribution"
  5. Press "Add new value"
  6. To view employee shares, press “Employee share”.

Managing health insurance contributions

You can view the percentages of health insurance contributions. The card shows the percentage of the employer's health insurance contribution, which is maintained by the software.

  1. Go to “Company settings” -> “Insurance contributions”.
  2. Find the “Health insurance contribution” card.
  3. To view total percentages, press “Total percentage”.

Managing unemployment insurance contributions

You can view the percentages of unemployment insurance contributions.

  1. Go to “Company settings” -> “Insurance contributions”.
  2. Find the “Unemployment insurance contributions” card.
  3. To view the employer's share, press “Employer's contribution”.
  4. To view the employee's share, press “Employee contribution”.
  5. You can also edit the employer's share by selecting either “Default Rate” or “Higher Rate” and entering the start date. The selection is found behind the "Add new value" button.
  6. If you want to change the current selection, you must delete the "Current value" and add a new value from the "Add new value" button. 

Managing company-specific insurance contributions

You can view and edit company-specific accident and group life insurance contributions.

  1. Go to “Company settings” -> “Insurance contributions”.
  2. Find the “Company-specific insurance contributions” card.
  3. To view and edit the accident insurance contribution, press “Occupational accident and disease insurance”.
  4. To view and edit the group life insurance contribution, press “Group life insurance”.
  5. Enter "Valid from" date and "Total contribution"
  6. Press "Add new value"

Income register

You can view the technical and material contact person information of the Income Register and settings related to notification sending. 

Editing contact persons

You can edit contact persons defined for the income register, which are shared with authorities and insurance companies if necessary. The card view shows the contact person information for each earning payment report, and the material and technical contact person must be defined separately.

  1. Go to “Company settings” -> “Income register”.
  2. Find the “Income register contact persons” card.
  3. Press the three dots in the upper right corner of the “Material contact person” or “Technical contact person” card.
  4. Select “Edit”.
  5. Enter the new information.
  6. Press “Save changes”.

Setting up notification sending

In this section, you can set how earning payment reports are sent and see the sending method of the employer's separate notifications.

  1.   Go to “Company settings” -> “Income register”.
  2. Find the “Report sending” card
  3. Press the three dots at the top of the "Earning payment reports" or "Employer's Separate Reports" section
  4. Select "Edit"
  5. Set the notification sending method (automatic or manual). 
  6. Set the notification sending time from the dropdown menu (when the payslip is sent for payment or when the payslip is paid).
  7. Press "Save changes"


Bookkeeping settings

In the Bookkeeping settings section, you can manage the company's voucher types and bookkeeping accounts.

Defining voucher type

You can define the voucher type for payroll bookkeeping vouchers.

  1. Go to “Company settings” -> “Bookkeeping settings”.
  2. Find the “Bookkeeping voucher type” card.
  3. Press “Edit”.
  4. Select the desired voucher type from the dropdown menu.
  5. Press “Save”.

Defining bookkeeping accounts

You can define bookkeeping accounts for different payment types, such as withholding tax and employee insurance contributions.

  1. Go to “Company settings” -> “Bookkeeping settings”.
  2. Find the desired section (e.g., “Bookkeeping accounts for withholding tax”).
  3. Press the arrow key on the right side of the row.
  4. Select the bookkeeping account for the debit and credit side.
  5. Press “Save”.

Trade unions

In the Trade unions section, you can manage trade unions, their departments, and related settings. The view has a table with information in different columns:

  • Trade union/department: Name information of the trade union and department.
  • Number: Number given to trade union settings.
  • Membership fee: Information on the basis for calculating the membership fee.
  • Members: Number of employees linked to each trade union.
  • Reference policy: Whether the reference practice is employee-specific or company-specific.
  • In use: Whether the trade union is selected for use in the program.

Creating a new trade union

You can create a new trade union in the system.

  1. Go to “Company settings” -> “Trade unions”.
  2. Press “New trade union”.
  3. Enter the trade union information (name, number, reporting period, account information, membership fee payment date, and information on the basis for calculating the membership fee).
  4. Enter reference number information (reference practice, year, and reference number).
  5. Press “Create trade union”.

Editing a trade union or creating a department

You can edit the information of an existing trade union or add a new department.

  1. Go to “Company settings” -> “Trade unions”.
  2. Find the desired trade union and press its name.
  3. This opens the edit view where you can edit the trade union information.
  4. Press “Save changes”.
  5. To add a new department, press the three dots on the right side of the trade union row.
  6. Select “New department”.
  7. Fill in the department information and reference numbers.
  8. Press “Create department”.

Deleting a trade union or department

You can delete a trade union or its department.

  1. Go to “Company settings” -> “Trade unions”.
  2. Find the trade union or department you want to delete.
  3. Press the three dots on the right side of the row.
  4. Select “Delete”.
  5. Confirm the deletion. Note that this action cannot be undone.

Frequently asked questions

Why can't I delete a trade union or department? You cannot delete a trade union or department if it has members. Make sure all members are removed before deletion.

How do I resolve an incorrect IBAN or BIC code? If the IBAN or BIC code you entered is incorrect, you will receive an error message. Check the code and re-enter it in the correct format.

What do I do if reference number creation fails? If reference number creation fails, you will receive an error message. You can try again or enter the reference numbers manually.

What do I do if the tax administration certificate is not found? If the tax authority certificate is not found, you need to obtain a new certificate from the Tax Administration's certificate service. Then you can enter the transfer ID and one-time password into the system to retrieve the new certificate.

Keywords

company settings, company information, payment accounts, insurance contributions, bookkeeping, trade unions, voucher type, certificate, reference numbers, payroll.


This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


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