How do I add sales received through FlatPay to my company’s accounting?

Sales received through FlatPay must be reported to accounting based on FlatPay reports. Do not report the sales based solely on the net amount paid into the company’s bank account.
 

How to add FlatPay sales

1. Download a payout report from FlatPay for the relevant period.
2. Check that the payout report includes:
   • the total sales amount
   • the fees charged by FlatPay, such as payment transaction fees
3. Check that the net payout shown on the report matches the amount paid into the company’s bank account.
4. Obtain a sales report from your company’s own point-of-sale system. The report must show the sales for the same period broken down by VAT rate. If you use FlatPay’s own point-of-sale system, download the required sales report from the service. Please note that a revenue report is not sufficient.
5. Add the sales to the UKKO service by adding an income:
   • attach both the sales report and the payout report to the income entry
   • enter the total sales amount shown on the sales report, broken down by VAT rate
   • deduct the payment transaction fees charged by FlatPay
6. Mark the income as paid by matching the account transactions for the payouts received during the relevant period to the income entry.
    

Example

If the reports show the following amounts:

• Total sales according to the sales report: €2,634.56
  • Total sales subject to 25.5% VAT: €2,100
  • Total sales subject to 13.5% VAT: €534.56
• FlatPay payment transaction fees: €26.08
• Net payout paid into the bank account: €2,608.48

Report the sales based on the total sales amount of €2,634.56. The FlatPay payment transaction fees of €26.08 are recorded as a deduction, resulting in a net payout of €2,608.48.

The income entry will look like this in your customer account:

Mark the income as paid using the account transactions for the payouts made by FlatPay. You can match several account transactions to the income entry at the same time.
 

Cash sales recorded through FlatPay

If your company also accepts cash payments and you add these sales to the FlatPay system, record the cash sales as a separate income voucher to keep your accounting records clear.

Attach the following documents to the income voucher:

• a sales report from your company’s own point-of-sale system. If you use FlatPay’s point-of-sale system, you can download the sales report from FlatPay. The report must show the cash sales for the relevant period broken down by VAT rate.
• a FlatPay revenue report showing the total amount paid in cash during the relevant period.

Create the income voucher as usual and enter the cash sales for the relevant period as the amount. Break down the sales by VAT rate where necessary.

Mark the income as paid from the cash accountr using the date of the last cash payment received during the relevant period.

More information how to use cash account here.
 

Please note

• A bank transaction alone is not sufficient for reporting FlatPay sales.
• Always provide a sales report and a payout report for the same period.
• If the sales report includes several VAT rates, the sales must be broken down by VAT rate.
• If there are many payouts and you use FlatPay’s point-of-sale system, you can use a monthly sales report compiled in FlatPay together with the corresponding payout report.
• If the report totals do not match the bank transactions, or if the reports do not include the required breakdowns, request more detailed reports from FlatPay before submitting the accounting materials.
   

If you need help

Contact osakeyhtio@ukko.fi if you are unsure how to report the sales in the service.

If possible, include the following information in your message:

• the sales report for the period being reported
• the FlatPay payout report for the period being reported
• information on whether some of the sales were paid in cash
• the account transaction or transactions related to the payout