Instructions for accounting offices

Checklist for setting up a new customer

Setting up the environment

1. Set up the environment in Procountor, add the company's users and specify their user rights.
   1. Please note, before setting up the environment, select your accounting firm's own environment for use, so that the new environment is logged under your accounting firm.
   2. The environment should be set up no later than when the order has been sent to the customer / signed.
   3. Add the customer to the environment. If you agree to add the customer to the environment later, please ensure that invoices arriving in the environment are paid by the user or delivered to the customer. 
2. Fill out the bank connection authorization form and ask the customer to sign it. After this, submit the bank connection authorization to the bank.
3. When you log into Procountor for the first time, you will see the Guided setup task list that helps you set up the environment.  Please note the following when setting up a new environment.
   1. Add the company's bank account information to Procountor.
      • Management > Company info > Bank account information
   2. Complete the taxation information
      • Management > Accounting info > Tax information
   3. Check the certificate settings that are needed for sending notifications to the Incomes Register and the Finnish Tax Administration.
   4. Prepare a supplier announcement regarding the reception of electronic invoices.
      • Management > Company info > E-Invoice and Scanning addresses
   5. More instructions for new users are available here.

 

Placing an order

1. Calculate a suitable product package for the customer here.
2. Fill in the Procountor order form and send it to the customer for signing.

 

Signing the order on behalf of the customer

If you sign the order on behalf of the customer, always make a power of attorney with the customer (you can find the template in Procountor’s accounting firm tools file vault: (Materials in English > Authorization form for the adoption in Procountor software.pdf).

With the authorization, the customer gives the accounting firm the authority to order the program on behalf of the customer. Keep the power of attorney or submit it after placing the order to hallinto@procountor.com. With the signed power of attorney, you can also secure your accounting firm’s position in the event of a dispute. Please note, if the accounting firm signs the contract without a power of attorney and the customer disputes the contract, the incurred costs will be fully charged to the accounting firm.

 

Beginning accounting in Procountor 

1. Set default accounts: Procountor creates accounting pages automatically based on default posting settings. When the receipts are saved in the program, they have already been posted
   • For example, if the default account of a sales invoice is 1700 Accounts receivable / 3000 Sales, the payment marks the sales invoice as paid when it is equipped with the correct reference code. The default account for purchases is 8450 Other administration expenses / 2880 Payment transaction account. When a purchase invoice is paid in Procountor, the purchase invoice is marked as paid when the bank statement is received.
2. Save the comparison data and opening balances. Save the balances from the income statement and balance sheet on the final day of the previous fiscal year. The data is imported using a journal receipt which can be created in Procountor under Accounting > Ledger entry tool
   • Preparing journals is easy with the ledger entry tool, which allows you to enter several accounting entries and receipts, along with the related dimensions. With the Paste transactions function of the ledger entry tool, you can import accounting entries by copying from an Excel spreadsheet, for example. 
3. Check the balances from accounting reports (Accounting > Accounting report) or under Accounting > Reconciliation tools > Accounts and transactions in Procountor. Close the financial year under Management > Accounting info > Financial years. When you close the financial year, Procountor moves the opening balances to the next financial year automatically. Transfer the result of the old financial year to the profit/loss account of the new financial year with a journal.

In monthly tasks, you can use the balancing checklist, the Accounts and transactions report and the Partner checking report. The Partner checking report allows you to review the invoices in the accounts payable and check the accuracy of postings and VAT entries. Take advantage of the posting history by running a report on past months. On the report, you can also see any deviations in purchase prices over the months.

More instructions for beginning accounting are available here.

 

Balancing instructions and checklist

Read the instructions for monthly balancing tasks in the Procountor manual. Use the checklist on the page as assistance. The instructions can be found here. 

 

Accounting office tools 

Accounting office tools make the work of accounting offices easier, for example, by enabling the management of multiple users and environments. The accounting office tools include the following functions: Advanced user management, Environment control, Tax administration mass sending, Info to the customer and File vault. Read more on the accounting office tools here.

 

Software integrations

You can connect various software to Procountor and automate data transfer between software. More information on setting up different integrations in Procountor is available here:

• Integrations in general and existing integration options 

 

Training for accounting offices

We offer a range of training options for accounting offices. Our training packages include salary training and accounting offices refresher package. Read more about our training services here.

Implement the free Kampus learning environment. Kampus contains various courses on topics related to Procountor and the latest version updates. You can register for Kampus here.