In the Procountor Solo environment, you can select a limited liability company's, a sole trader's or an existing Solo product register.
Connection between the product register and the entrepreneur's user interface
The underlying idea of Procountor Solo is that the entrepreneur prepares their accounting material for the accountant as far as possible in the Solo user interface, and the accountant checks that the accounting is correct and makes the necessary manual entries.
The entrepreneur allocates each purchase invoice and expense in the Solo user interface based on the expense type. These expense types come from the Procountor product register for purchases, and all purchase products added to Procountor are also visible for the entrepreneur.
Expense type selection in the Solo entrepreneur's user interface looks like this:
During the implementation process, the accountant selects, renames and adds purchase products in Procountor so that the allocation of costs to types is as easy as possible for the entrepreneur. The accountant must also set up default postings for the products so that the costs are automatically entered in accounting based on the default posting settings.
In order to make a product in the Procountor product register appear as an expense type selection in the entrepreneur's user interface, the product must have an accounting account and VAT status in Procountor's product register.
Another important thing about the product register is that if sales products are created in the Procountor product register, these sales products are not visible for the entrepreneur in the Solo user interface. In other words, the product register that is shared between the Procountor environment and the Solo user interface only applies to purchase products that are visible for the Solo entrepreneur as expense types. Of course, the Solo entrepreneur can create sales products in Solo for sales invoices (in the Products view) to facilitate invoicing, but these products are not connected to the Procountor product register.
Product register information as part of bank statement handling
The accounting material submitted by the entrepreneur is handled so that the information on the bank statement is based both on the expense types selected by the entrepreneur and on the specific VAT percentage and amount on the receipts attached to electronically paid purchase invoices and the bank statement in Solo. In the Bank statements and reference payments view in Procountor, this is indicated by the Posting defaults retrieved column.
The check mark in the column means that the row in question has more detailed data from Solo that affects accounting. This data content also includes the VAT status and accounting account that are based on the expense type selected by the entrepreneur in the Solo user interface (which are defined for registered products in Procountor that correspond to the entrepreneur's expense types). You can read more about bank statement handling and the Posting defaults retrieved column here.
Different vat statuses in product register products
In Procountor, the basic logic of VAT percentages and VAT statuses on accounting rows is that the VAT percentages 10%, 14% and 24% can only be used with the VAT status Domestic. With all other VAT statuses, the VAT percentage must be zero.
The VAT status can be specified for registered products in Procountor, for example, based on whether the expense type corresponding to the product is intended as a non-deductible expense or purchase expense type. Similarly, it is possible to set up products for cases where the entrepreneur's expense type must include the domestic deductible tax.
Below are two examples that illustrate the connection between the VAT status of the expense type and the VAT percentage that is OCRed from the receipt added to the account transaction by the entrepreneur:
- The entrepreneur has selected an expense type for the receipt that is based on a product with the Domestic VAT status in the Procountor product register.
- The receipt photographed by the entrepreneur has two purchases, one with the VAT percentage 14% and one with 24%. The OCR function of Solo recognizes these VAT percentages in the receipt.
- Two separate rows are created on the bank statement in Procountor, corresponding to the two VAT rates, and the VAT status of both rows is Domestic (based on the VAT status specification of registered products).
- The entrepreneur has selected an expense type for the receipt that is based on a product with the No VAT handling VAT status in the Procountor product register.
- The receipt photographed by the entrepreneur has two purchases, one with the VAT percentage 14% and one with 24% (as in example 1). The OCR function of Solo recognizes these VAT percentages in the receipt.
- In this case, only one row is created on the bank statement in Procountor with the VAT percentage zero, and the VAT status of the row is No VAT handling (which is based on the VAT status specified for the registered product).
- Because the VAT status and VAT percentage logic of Procountor prevents using the VAT percentages 14% and 24%, as recognized by the OCR technology, when the VAT status is No VAT handling (or with any other status than Domestic), the VAT percentage is automatically set to zero in this case.
You can switch the language of Solo to English for your customer in the language settings. Regardless of the language set for your customer, you can continue using Procountor in your preferred language. Read more about the language settings and the changes they require: Switching the language of Procountor Solo to English.