How do I add sales received through FlatPay to my private trader’s bookkeeping?

Report sales received through FlatPay based on your FlatPay reports. Do not report only the net amount paid into your bank account as sales, as FlatPay’s transaction fees may already have been deducted from it.
 

How to add FlatPay sales

1. Download the following reports for the period you are reporting:
   • A settlement report showing the fees deducted by FlatPay and the net settlement paid into your bank account.
   • A sales report showing sales broken down by VAT rate. You can obtain this report from your own point-of-sale system or from FlatPay if you use its point-of-sale system.
2. Check the reports for:
   • Total sales
   • Sales at each VAT rate
   • Transaction fees charged by FlatPay
   • The net settlement paid into your bank account.
3. In the UKKO service, select Add income.
4. Attach both the sales report and the settlement report for the period you are reporting.
5. Select Sale as the transaction type.
6. Report the total sales shown in the sales report, before FlatPay’s fees have been deducted.
7. If necessary, enter sales at different VAT rates separately.
8. Add FlatPay’s transaction fees as a separate deduction, under sales commission.
9. Mark the income as paid by matching it with the bank transaction or transactions for FlatPay’s net settlements. You can match several settlements to the same income entry at once if they relate to the same reporting period. If the sales include cash payments, mark the cash portion using the Paid elsewhere option. See below for more detailed instructions.
    

Example

The sales and settlement reports show the following amounts:

• Total sales according to the sales report: €2,634.56
• Sales at 25.5% VAT: €2,100.00
• Sales at 13.5% VAT: €534.56
• FlatPay transaction fees: €26.08
• Net settlement paid into the bank account: €2,608.48. No cash payments were received during the month.

Report the total sales amount of €2,634.56. FlatPay’s transaction fees of €26.08 are recorded as a deduction, resulting in a net settlement of €2,608.48.

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



 

How to mark FlatPay income as paid

Mark the income as paid according to how the sales were paid for:
 

If the bank account used by your private trader business is connected to your UKKO customer account

Match the income entry with the bank transaction or transactions for the card settlements you received from FlatPay.

Mark any cash sales using the Paid elsewhere option. Enter the amount of cash sales and use the date on which you received the last cash payment of the period as the payment date.

Alternatively, you can mark all bank transactions for settlements received from FlatPay as Private. In that case, mark the entire income entry as paid using the Paid elsewhere option. Enter the total amount received, including FlatPay settlements and cash payments, and use the last date of the sales shown in the report as the payment date.
 

If the bank account used by your private trader business is not connected to your UKKO customer account

Mark the entire income entry as paid using the Paid elsewhere option. Enter the total amount received, including FlatPay settlements and cash payments, and use the last date of the sales shown in the report as the payment date.
 

Cash sales

If some of the sales you report through FlatPay were paid for in cash, include them in the same income entry as your other FlatPay sales. You do not need to create a separate income entry for cash sales.

Mark the cash portion as paid in the same income entry using the Paid elsewhere option.

Make sure the sales report includes all sales for the reporting period, including cash sales, and that the sales are broken down by VAT rate.

Frequently asked questions

Can I report only the amount paid into my bank account?

No. The amount paid into your bank account is usually the net settlement, from which FlatPay’s transaction fees have already been deducted. Report the total sales shown in the report and record FlatPay’s fees as a separate deduction.
 

Do I need to create a separate income entry for cash sales?

No. Include cash sales in the same income entry as your other FlatPay sales and mark the cash portion as paid using the Paid elsewhere option.
 

Is FlatPay’s turnover report sufficient as an attachment?

No. Always attach a sales report showing sales broken down by VAT rate and a settlement report showing FlatPay’s fees and the net settlement. The turnover report alone may not contain the required breakdowns.
 

What should I do if the amounts in the reports do not match my bank transactions?

First, check that the reports cover the same period and that all settlements are included. If the amounts still do not match or the reports do not contain the necessary breakdowns, ask FlatPay for more detailed reports before reporting the sales in the UKKO service.
 

If you need help

If you are unsure how to add FlatPay sales or fees to the UKKO service, contact our customer service team at asiakaspalvelu@ukkopro.fi.

If possible, include the following in your message:

• The sales report for the period you are reporting
• FlatPay’s settlement report for the same period
• Information on whether the sales include cash sales
• Information about the bank transactions related to the settlements.