Visma Solutions Oy. Netvisor and Netvisor Easy. Service description. Lappeenranta Visma Solutions Oy Valtakatu Lappeenranta FINLAND.

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1 Netvisor and Netvisor Easy Service description

2 1 SUMMARY This document describes the Netvisor service and Netvisor Easy service (hereinafter Easy service) of (hereinafter Visma Solutions) and the bases for their commissioning and pricing. The Netvisor service and Easy service are browser-based financial administration services that enable electronic payment and invoicing as well as financial administration services online for individual companies or corporate customers via their accounting firm. When describing characteristics and functionalities, the asterisk (*) means that the characteristic or functionality in question does not apply to the Easy service. Services Help Desk via a telephone number subject to a charge Data transfers to banks Reception and sending of electronic invoices Management of user identifications and the related properties Scanning service ekirje (eletter) printing service (*) Business information service The services can be accessed using service keys of supported banks or your mobile ID (hereinafter personal identifiers). Payment transactions accounts can also be located in other banks than those supporting logging in. Authority-service related data transfers take place in accordance with the TYVI instructions of the Ministry of Finance. The services are provided as a comprehensive service in accordance with the general service concepts of Visma Solutions in a certified service-centre environment running on hardware and software managed by Visma Solutions. The service is duplexed with regard to its critical parts (data communications, servers). Visma Solutions is entitled at its discretion to commission new versions of the services. New version releases shall be notified on the services website. 2 Service description 2.1 Netvisor service (*) SALES Processing of sales invoices is based on the company s customer and product management. The functionality includes reporting and monitoring tools as well as direct debit functionalities. Order processing and inventory management functionalities are available as an additional service. PURCHASING

3 In processing purchase invoices, the company s personnel and accountants at the accounting firm have their respective roles in the electronic processing of invoices. After the selected processing steps, the invoices can be approved and paid. Electronic and scanned purchase invoices can be sent to the Netvisor service. The processing of purchase invoices includes supplier management with specified default posting. ACCOUNTANCY AND FINANCIAL STATEMENTS Accountancy provides tools for processing entries, bank statements, VAT calculations, accruals, balancing and stopping. The service section includes financial statements tools, accounting period archives and electronic reporting to authorities. Data storage and archiving in the electronic archive are managed in accordance with the general instructions of the Accountancy Committee of the Ministry of Employment and the Economy. PERSONNEL ADMINISTRATION Resource management covers services for working time registering, travel expense reporting and calculation of pay. The service includes payment transactions, delivery of payslips and authority reporting electrically. REPORTING Based on profit and loss account, balance sheet and key-figure combinations, controller functions form a user interface for generating, for example: Monthly detailed result and capital structure views Key figures of growth, profitability and financing Cash flow statements and forecasts Budgeting tools The reporting tool includes properties for user-defined key figures and views. 2.2 Easy service CUSTOMERS AND INVOICING Processing of sales invoices is based on the company s customer and product management. The functionality includes the monitoring of receivables. INVOICES AND PAYMENT Purchase invoices are received as electronic or scanned invoices. The processing of purchase invoices includes supplier management with specified default posting. The functionality includes bank and payment transactions views. REPORTS Basic reporting comprises sales and purchase reports and summary reports. Financial reports are available, if the accounting firm service has been enabled. ACCOUNTING FIRM SERVICE An accounting firm can be given access to the company s data for accounting. Financial reports include tax account and monitoring view and browsing rights to the electronic archives. Data storage and archiving in the electronic archive are managed in accordance with the general instructions of the Accountancy Committee of the Ministry of Employment and the Economy.

4 2.3 Help Desk Help Desk covers the reception, logging, problem solving and solution notification of any problems, disturbances and questions related to the use of the service. If the Help Desk is unable to solve a problem, it allocates the problem to the application management services, technical teams or third parties, as necessary, for solving. 2.4 Data transfers Data transfers comprise payment data, bank statement data, direct debit requests and authorisations to banks based on the account number data provided by the customer. In addition, the services support currency processing and payment. Data transfers between companies and authorities are implemented as XML messages and take place in accordance with the instructions of the Ministry of Finance. Data transfers from customers systems (*) are implemented by the data transfer interfaces described by Visma Solutions. The Netvisor service includes a tool for data transfer monitoring. It can be used to monitor transfers, their success and the data being transferred. The monitoring tools enable removing batch-specific material from the system afterwards. 2.5 Receiving and sending electronic invoices Sending of electronic invoices is done in XML format as follows: Finvoice format via Danske Bank PostiXML and conversion to ekirje format via Posti/Itella Receiving of electronic invoices is done in XML format as follows: Finvoice format via Danske Bank, Nordea, OKO and other banks PDF format to the ekirje printing service (Itella) 2.6 User-identification management The customer s administrator manages the rights of the customer s end users in the Netvisor service. The Easy service allows one end-user per company. Accessing the services is based on personal identifiers. 2.7 Scanning service Scanning of incoming purchase invoices and transfer to the system in XML and PDF format (in case invoices are not received electronically). Scanning is performed by a subcontractor selected by Visma Solutions.

5 3 Data security Visma Solutions produces the services in a certified environment where access of intruders is prevented both electrically (firewalls) and physically (guarded and monitored hardware facilities). Data communications between the customer s browser and services are SSL encrypted. The data communications between Visma Solutions' systems and banks are protected according to what has been material-specifically determined by the Finnish Bankers Association or the bank. Also connections to invoice operators, authorities and other third-parties are protected. The systems are protected against external attacks and also closely monitored. Service users are identified with the help of personal identifiers. A user has specific rights to certain companies and he or she can only view the information of the companies in question. A person holding a personal identifier in his or her name is responsible for all actions done under his or her identifier, regardless of the person using the identifier. 4 Service hours The service hours of the services are on weekdays between 8 am and 4 pm. The service is also mainly available on the 24/7 principle. 5 Pricing bases Costs of the basic service comprise the following variables: Opening fee (one time) (*) Monthly charge (based on the number of functions being used) Event-based charging (based on volume) Number of users (*) Other costs include: Commissioning Training Conversions 6 Commissioning 6.1 Netvisor service (*) Commissioning involves the creation of user identifications and the related access rights for the customer.

6 The customer makes the order in the Netvisor service with his or her personal identifier. The person placing the order becomes the administrator. The service identifies the administrator based on the identifier. The customer makes a letter of attorney for Visma Solutions, authorising it to collect and send bank data on behalf of the customer. The customer can only make the authorisation on its own behalf. The customer takes the letter of attorney to the customer s bank. Visma Solutions does not need to be informed of the submittal of the letter of attorney. The customer information and services being used are specified in the system. 6.2 Easy service Commissioning involves the creation of user identifications and the related access rights for the customer. The customer makes the order with his or her personal identifier. The person placing the order becomes the Easy service user. The customer makes a letter of attorney for Visma Solutions, authorising it to collect and send bank data on behalf of the customer. The customer can only make the authorisation on its own behalf. The customer takes the letter of attorney to the customer s bank. Visma Solutions does not need to be informed of the submittal of the letter of attorney. The customer information and services being used are specified in the system. 7 Technical requirements The technical requirements for using the services are: Computer with Internet access Danske Bank s service keys or some other personal identifier Web browser Adobe Reader software for printing invoices and reports In order to guarantee the best possible user experience, Visma Solutions recommends customers always to use the most recent version of the web browser. The web browsers supported by the Netvisor and Easy services include: Internet Explorer Mozilla Firefox Safari Opera Google Chrome