End-of-financial-year checklist

When your company's financial year is approaching its end, we will send you by email a checklist of the information and actions required for the financial statements, which are:

Add all expenses and income related to this financial year to the service, regardless of whether they have been paid – please pay special attention to unpaid salary and travel expenses. 

• Please create separate vouchers for income in addition to any draft invoices – a sales invoice draft created in the system will not be processed and will not be taken into account when calculating the financial year’s result.
• Depending on the type of transaction, create an expense or income in the system as usual, and attach, for example, an informal document indicating that the transaction is unpaid but belongs to the previous financial year. Also write this information in the description field. Add line details as usual, including any applicable VAT.
• When the income/expense is paid, you can allocate the payment to the document you created, or if you create a new document (e.g. a sales invoice), remember to delete the extra document.

In addition, we need the following information before preparing the financial statements – please send us a response to each item, even if it does not apply to your company:

1. Inventory
   • A signed inventory list as of the last day of the financial year, if the company has products in stock for sale.
2. Cash register
   • A signed cash balance confirmation as of the last day of the financial year, if the company uses cash.
3. Bank accounts
   • Balance certificates for all company bank accounts as of the last day of the financial year.
   • For the UKKO Business Account (Swan), no separate balance certificate is required.
   • Note: A bank statement is not a balance certificate.
4. Loans and financing
   • Order/request separately from the bank or other lender:
   • Balance certificates for loans and installment agreements as of the last day of the financial year
   • Loan repayment schedules
5. Investments
   • A breakdown of shares, holdings, and funds owned by the company at the end of the financial year.
6. Accounts receivable
   • Information on any doubtful or uncollectible receivables.
7. Accounts payable
   • Information on any complaints, credit notes, or other uncertainties related to accounts payable.
8. Salaries and personnel
   • The average number of employees during the financial year (including the entrepreneur).
   • Any unpaid salary liabilities, holiday pay liabilities, bonuses, or compensations related to the financial year, stated in euros.
   • Please ensure that the responsible persons’ details in your customer account settings are up to date.
9. Items related to shareholders
   • Terms, balances, and any collateral related to shareholder loans.
   • Information on shareholder loans withdrawn or repaid during the financial year.
   • Check whether you have accumulated shareholder loans, for example due to missing receipts or expenses not related to business activities. You can verify this in the accounting under account 1755 or by contacting customer service. Submit any missing documentation together with the financial statement materials. If documentation has not been provided or the amounts have not been repaid to the company by the end of the calendar year, the unpaid portion will be reported to the Tax Administration as shareholder loan income taxable as capital income.
10. Contracts and commitments
    • Liability certificates or balances for leasing and installment agreements at the end of the financial year.
      Information on guarantees, collateral, or other commitments provided.
11. Administration
    • Minutes of any general meetings held after the approval of the previous financial statements.
    • Note: We will inform you separately when it is time to hold the general meeting to approve the financial statements now being prepared.
12. Events after the financial year
    • Information on any significant events occurring after the end of the financial year that may affect the company’s financial position or the evaluation of the financial statements (e.g., significant contracts, disputes or legal proceedings, damages, financing arrangements, business changes, major investments, or asset sales).
13. If there are other members on the company’s board and/or a managing director in addition to yourself, please send their names and email addresses for the electronic signing of the financial statements.
14. If there are other shareholders in the company in addition to you, please send an up-to-date shareholder register showing their names and email addresses for the electronic signing of the minutes of the general meeting.

We also recommend taking care of any final matters you wish to include in this financial year, for example, the repayment of shareholder loans, before the end of the financial year.

After you have added the entries to the service and submitted the information requested in sections 1–14 by the last day of the month following the end of the financial year to osakeyhtio@ukko.fi, we can proceed with preparing your company’s financial statements.

When the result for the financial year is ready, we will notify you by email.
If the materials and responses to items 1–14 are delivered on time, the financial statements will be completed by the deadline.

Please note that if the materials are not submitted on time, a late submission fee may be charged according to our price list. In addition, the financial statements may not be delivered by the deadline, which could result in a late filing penalty imposed by the Tax Administration for your company.