This article explains the set-up process of Procountor Solo.
Creating an account
The first step is creating a Procountor Solo account. Your accountant will set up user IDs for you in the Solo service. Before this, you can use the trial version (website in Finnish) of the program.
All accounting offices that use Procountor can set up Solo accounts. If your accountant does not use Procountor at the moment or if you are unsure whether they use it or not, we can contact your accounting office on your behalf to find a suitable solution. The program is used in cooperation with the accounting office. If you are looking for an accountant, we are happy to help.
You will receive your Solo user IDs by e-mail after your environment has been set up. Your password will be sent as an SMS.
Solo is suitable for companies using cash-based accounting:
- Sole traders; and
- Limited liability companies with an annual revenue under EUR 500,000. When the calculation of value added tax is cash-based, accounting is more simple and the software more affordable.
When your account has been set up and you have received your user IDs, you can log in on the login page.
2. Trial use
When you enable the service, your account is in the trial mode. The trial mode does not give you full access to the service functions. In trial mode, you can, for example, take images of receipts, save customer and product information and create PDF and paper invoices.
Functions such as e-invoice sending, account transaction handling and submitting accounting materials require ordering the paid version. In other words, no connections are activated for the account in trial mode. The transactions created during trial use are not automatically transferred to Procountor but must be manually submitted to accounting.
You can order the service directly on your Solo account under Settings – Order. Click the Order now link to open the order form. After filling out the order form, you must sign the agreement electronically.
In some cases, your accountant might fill out the order form for you. The form is available on our website (in Finnish).
Sign the form with your online banking credentials. The entrepreneur is not required the sign the form personally, but the signatory must have the right to sign on behalf of the company. You will be asked to provide some information on your accounting office on the order form, so you may need to contact your accounting office for help or further information while you are filling it out. Ordering the service.
In order to import account transactions from the bank, the entrepreneur must open a bank connection.
The bank account must be a corporate account. Private bank accounts cannot be used in Solo.
The connection is opened by filling out the authorization form and sending it to the bank. This authorizes the service to retrieve the necessary information from the entrepreneur's bank. You can download the banking authorization form for your bank here. After sending the form, your bank will take care of the rest. Submitting the bank connection authorization.
We recommend submitting the authorization with your accountant or having your accountant submit it for you.
Please note that with regard to purchases and sales, using the service is based on account transactions. However, account transactions are not imported to the service before the authorization. Therefore, it is critical to grant the authorization after submitting the order.
4. Production use
Accountants should import previous accounting data, such as the initial balances of the financial year, to the Procountor environment.
You can import previous customer and product information to the service to support sales invoicing. This way, you do not have to start using the service from scratch. The data must be imported as a CSV file. Our customer service can help you with the import, if necessary. Instructions for importing customer information and the product register.
When you have made the agreement on the service, you can send electronic invoices to your customers. You can send invoices either as e-invoices or through the e-mail service or print service. The sending method is selected on right side of the invoice preview.
E-invoicing guide – Tips and frequently asked questions.
Receiving purchase invoices as electronic invoices
After you have made the order, you will also have connections for receiving electronic invoices. This is automatically done for your account, and it takes a few days. We will notify you by e-mail when the receipt of e-invoices has been enabled.
After this, you can see your electronic invoice addresses in the Solo user interface under: Settings > E-invoicing. More information on receiving e-invoices.
When you have granted the bank connection authorization and your bank connection has been opened, your account transactions will start arriving to the service under Account transactions. This allows you to allocate receipts and purchase invoices to expense items on your account. Linking receipts to account transactions.
Reference payments by customers are also automatically allocated to the sales invoices sent by you. That is, assuming the customer has used the correct bank reference code. If necessary, you can also allocate payments manually.
The accounting material that you submit from the service to the accounting office is based on the account transactions. The material is sent under Accounting material. If you have sales that have not been entered in Solo, you can add them to the service under Accounting material – Other sales.
You check the material (sales, payments and expenses) and send it to your accountant once per month, unless you have agreed otherwise with the accountant. The accountant will prepare your accounts based on this material, which means that you cannot edit the transactions after sending. The transactions are locked immediately after sending. Sending accounting materials.
Note! Any material that has not been linked to account transactions will not be transferred to the accountant in Procountor. You can send documents to your accountant under Accounting material > Documents.
We will invoice you for using the Solo service, unless you have agreed on substitute invoicing with your accounting office. In addition to the monthly fee, you must pay for the electronic invoices, payment default checks and other additional services separately.
The accounting office will charge the expenses related to the actual accounting from the entrepreneur.
The bank will charge the entrepreneur for the bank connection and the account transaction handling.
If you have any questions, please contact our customer service by using the contact form or calling 020 7879 840. Our customer service is open from Monday to Thursday at 8.30 a.m.–4.00 p.m. and on Fridays at 8.30 a.m.–2.00 p.m. (we handle contacts until 4.00 p.m.).