Accounting
Dooer Accounting handles the company’s accounting by interacting with other Dooer apps such as Documents, Bank, Billing, Sales, and Salary & Employees.
When source documents are created, uploaded, or synced into Dooer, tasks are created in Att göra to bookkeep the document.
About accounting
Accounting is about documenting all financial transactions that occur in your company, such as receipts, invoices, salaries, and payments made in cash or electronically.
Before you start handling your company’s accounting, we recommend that you read up on the subject and familiarize yourself with the rules that apply to you.
We also recommend that you check out the Swedish Accounting Standards Board’s (Bokföringsnämnden) guidelines for accounting.
Laws
Running a business and handling accounting is governed by laws; below you can see the most important ones that you should be aware of:
- Bokföringslagen - How accounting is to be conducted is regulated by the Bokföringslagen (Accounting Act). Remember that you must understand what you are doing when you do bookkeeping. The Swedish Accounting Standards Board’s guidelines are a good way to understand what actually applies.
- Aktiebolagslagen - The Aktiebolagslagen (Companies Act) governs, among other things, shares, formation, general meetings, management, and auditing.
- Årsredovisningslagen - The Årsredovisningslagen (Annual Accounts Act) regulates the preparation of annual reports.
Vouchers
Vouchers are documents and similar items that prove that a business transaction has occurred. They contain information needed for your accounting. There are also rules for how these are created and archived.
Bank transactions
All bank transactions that occur must be recorded, both money coming in and going out. These are also used as an important check to ensure that your accounting is accurate and correct.
Accounting accounts
Everything you record is done against different accounts, which in Sweden are standardized and called the BAS chart of accounts. The account indicates what the booking concerns, and different accounts can also function in different ways where you must be able to distinguish between profit and balance accounts. It is also important to use double-entry bookkeeping, i.e., if something is added to one account, it is simultaneously subtracted from another account. The chart of accounts is roughly divided into four parts:
- Assets: Account 1xxx
- Liabilities: 2xxx
- Revenues: 3xxx
- Expenses: 4xxx-7xxx
Debit and credit
Normally, we talk about plus and minus for amounts, but in accounting, debit and credit are used. An account has two sides, the left debit side and the right credit side.
Debit and credit can decrease or increase an account according to:
- An asset increases in debit and decreases in credit
- A liability decreases in debit and increases in credit
- A revenue decreases in debit and increases in credit
- An expense increases in debit and decreases in credit
Accounting entries
When you record something, you create an accounting entry. An accounting entry consists of:
- A description of the business transaction
- Date of the business transaction
- A list of accounting accounts with debit and credit amounts
- A unique number and series for the accounting entry
- Who made the booking and at what time
As a rule, all business transactions should be recorded separately; however, there are exceptions when several items can be recorded together in one accounting entry.
Timing of accounting
Business transactions should be recorded as soon as possible. Different rules apply, however, for different companies. Generally, it is acceptable to record within 50 days from when the business transaction occurred. The exception is cash payments and cash registers, which must be recorded no later than the following working day.
Cash and invoice methods
For smaller companies, you can choose between using the cash or invoice method when accounting. Larger companies must use the invoice method.
- Cash method - A simplified bookkeeping method which means you only record when payment has been made.
- Invoice method - Means that you must record that a liability has arisen if, for example, an invoice has been created, and then you record that the liability has been settled when the payment is made.
Currencies
Reporting is done in Swedish kronor (SEK). If you buy or sell something in other currencies, it must always be recorded in SEK and converted according to the exchange rate on the day the business transaction occurred.
Fiscal year
A fiscal year is the company’s financial year that is registered with the Swedish Tax Agency (Skatteverket) and the Swedish Companies Registration Office (Bolagsverket). It can be the same as a calendar year or so-called broken, meaning it starts and ends in a month other than January. The fiscal year determines what you should report and when regarding your annual report.
Get started
Activate Dooer Bokföring to manage your company’s accounting in Dooer.
Activate Dooer Bokföring
Log in to Dooer and click on Bokföring in the menu to the left. Here you activate Dooer Bokföring by clicking on the Kom igång button.
Configure Dooer Bokföring
Here you set the most important settings for your company’s accounting. Configure what applies to your company.
Take the time to ensure that the settings you make are correct because the accounting can be wrong if done with incorrect settings.
Accounting settings
Bokföring i Dooer från
Specify the date from which you start accounting in Dooer.
If the company is newly started, we recommend that you enter the date that the company’s first fiscal year starts.
If the company is established and has accounting in another system, we recommend that you switch to Dooer just after you have reconciled a VAT period and submitted a VAT declaration.
Accounting method
Specify the accounting method that has been registered with the Swedish Tax Agency for your company.
Registered for VAT
Specify if your company is registered for VAT with the Swedish Tax Agency.
Liable for VAT from
If your company is registered for VAT with the Swedish Tax Agency, specify from which date it applies.
VAT period
Specify if you are registered to declare VAT monthly, quarterly, or annually.
This information is used to ensure that VAT returns get the correct periods and are reported to the Swedish Tax Agency on time.
Submission
Different companies have different submission dates for VAT returns. Specify the VAT declaration time for your company.
Fiscal year
In this step, you create fiscal years you want to account for in Dooer. You can choose between creating an empty fiscal year or importing an existing one from an SIE file.
Create a new fiscal year
Click on the Lägg till button and enter the year’s start and end dates.
Set opening balances
If you have balances from prior accounting, you can set them on the newly created fiscal year. Click on Sätt ingående balanser and add rows with balances for assets and equity and liabilities.
Import SIE file
When you import fiscal years from a file, there are two options.
With reclassification
This option means that during the import, you reclassify your accounting from the previous chart of accounts to Dooer’s chart of accounts.
Choose this option if you are importing the current fiscal year since you can only continue accounting in Dooer’s chart of accounts.
Without reclassification
This option means you import accounting without reclassification to Dooer’s chart of accounts.
Use this option if you are importing previous fiscal years since you cannot continue accounting in a fiscal year that uses a different chart of accounts than Dooer’s.
Bank and tax accounts
In this step, you can add the company’s bank accounts. You can sync bank accounts at Swedbank, SEB, Handelsbanken, Nordea, and Länsförsäkringar Bank, as well as the tax account via Dooer’s integrations and mobile BankID.
You can also add other accounts that you sync manually by uploading account transactions via file.
Note that all bank accounts where the company has money need to be accounted for. Therefore, make sure to add all the bank accounts the company has.
Add bank account
Click the Lägg till button, select the account type you want to add, and then click the Gå vidare button.
In the following steps, follow the instructions to authenticate yourself with the institution from which you are adding accounts, after which the accounts are added to Dooer.
Next step
Here you can choose to activate additional Dooer apps.
Click the Fortsätt till Dooer boka själv button to complete the configuration of the accounting app.
Accounting with Dooer
Different accounting systems work in similar ways, but of course, there are always differences. Here, we want to provide an introduction to how Dooer works and its basic functions.
As far as possible, we have tried to simplify and hide the more complicated concepts in accounting. For example, you don’t need to book with debit and credit as long as you manage with the built-in booking templates; it’s enough to enter the amounts.
Tasks
Dooer collects tasks you need to do in the Tasks app so that you are reminded of what you need to do and when.
Sometimes, completing a task leads to new tasks being created. An example of this is if you upload a supplier invoice in the form of a document; you will first be asked to categorize the document, after which you may later get tasks to bookkeep it and make a payment.
Documents
You upload documents that are the basis for your accounting in the Documents app. You can also upload documents that are important but should not be booked, to collect everything in one place.
You can also bookkeep without uploading any documents if you only want to have them physically on paper. If you like, you can also do the bookkeeping and then supplement the transaction later with a document.
Bank transactions
All transactions that occur on the company’s bank accounts must be recorded, and it helps to have these available directly in Dooer. Fetching bank transactions can be done in two ways:
- Synchronize with bank integration - This works if the company has Swedbank, Handelsbanken, SEB, Nordea, or Länsförsäkringar Bank. You add accounts to be synced in Dooer, which fetches all your bank transactions automatically when you sync with BankID.
- Manual import - You import a CSV file (comma-separated text file) that contains data about the transactions that have occurred.
Connections between documents and transactions
Usually, there is a connection between the documents and the transactions you record. Dooer therefore tries to link documents and transactions as much as possible in the background and can show suggestions for payments of the invoice based on a bank transaction with a similar date and amount.
An example where documents and transactions are linked is when a customer invoice has been issued, where you first record the sale on the invoice and then that it has been paid based on a bank transaction having occurred.
Accounting templates
To simplify your accounting, we have created accounting templates that you can use when you record transactions. When you use a template, you don’t need to choose the accounting accounts to debit and credit yourself. Templates exist for many of the most common scenarios, but sometimes you will need to make a manual entry.
For sales reports, the template system works slightly differently. For your reports, you can set up your own template based on the pre-made templates so that they suit your needs.
Posting manually
In cases where you can’t or don’t want to use our pre-made templates to record transactions, you can choose to post manually. Then you have full freedom to choose which accounts to debit and credit.
Note that if you record manually or make manual corrections, any subsidiary ledgers may become unsynchronized. This may result in a supplier invoice appearing as unpaid and having a liability even though you have recorded it (manually).
Subsidiary ledgers
Subsidiary ledgers can be seen as separate registers that are not part of your main accounting. They exist to simplify and keep track of details that cannot otherwise be read from the main accounting. Examples of subsidiary ledgers are:
- Customer invoices
- Supplier invoices
- Expense claims
- Salaries
- VAT
- Bank transactions
Chart of accounts
Dooer uses a simplified version of the BAS chart of accounts where many of the less common accounts have been removed.
Payment accounts
Payment accounts are something you set up to handle counter accounts that payments go against when recording. The most common payment account is 1930, i.e., your regular bank account.
There are cases where you have to use other accounts, for example if you get paid via card. You must then set up account 1580 as a payment account and book against when you have sold something since you have not yet received the money. As soon as the money arrives in your account, you can record the payment between 1580 and 1930.
Payments
Dooer keeps track of and reminds you about certain payments for things like salaries, VAT, and debts to employees regarding expense claims.
Dooer does not create other payments; you need to set them up at your bank yourself.
FAQ
I want to switch to Dooer, when should I do it?
It is safest and easiest to switch accounting programs just after you have reconciled a VAT period and submitted a VAT return.
How do I import accounting from another accounting program to Dooer?
In Sweden, we have a standardized file format for transferring accounting between accounting programs; the file format is called SIE.
Can I make changes to the chart of accounts?
Dooer uses a simplified version of the BAS chart of accounts. It is currently not possible to change or add accounts to this or change which accounting account is linked to which bank account.
Can I prepare financial statements in Dooer?
It is currently not possible to prepare financial statements yourself in Dooer.
Does Dooer archive my accounting documents?
Dooer will keep digital copies of the material you have submitted to us. However, archiving cannot be done digitally for all forms of accounting material. The responsibility to archive the accounting documents will always be yours as a business owner. Read more at the Swedish Accounting Standards Board.
Can I use Dooer Bokföring for “enskild firma” or other company types?
At the moment we only support aktiebolag. We get a lot of interest regarding support for additional company types, but at the moment there are no concrete plan for if or when such support will be added.
How to bookkeep in a closed period?
If you receive the following error message:
Du försöker bokföra något i en stängd period. Under räkenskapsår kommer du åt redovisningsperioder och kan öppna och stänga dessa.
… it may be that your fiscal year is open but that the actual accounting period within the fiscal year is closed. To open a closed period, follow these steps:
- Go to “Bokföring” > “Räkenskapsår” in the side menu.
- Click the “Visa” button for the fiscal year you want to correct.
- Click the “Redovisningsperioder” tab at the top center.
- Click the three dots (⋯) to the right of the closed period and select “Öppna period”.
Now you can bookkeep in the period again.
No employer contributions for benefits?
If an employee receives benefits, these are generally included in the employer declaration (AGI).
However, the system takes into account the Swedish Tax Agency’s threshold amount of 1,000 kr per year (see link) which states that if the total compensation for an employee during a year is less than 1,000 kr, employer contributions do not need to be paid for these.
If this threshold is exceeded in a certain month, the system will notice this and add employer contributions for that month’s salary where the threshold was exceeded.
How to start over with the accounting?
It is not possible to delete any accounting entries.
If you need to correct individual vouchers, they need to be reversed. However, if you have been testing accounting and want to start over from scratch, you can do this by deleting your company within the Dooer account and then adding it again.
Please note that doing this will delete all data (which is why we recommend exporting any accounting records you want to keep) and you will need to set up bank and tax agency synchronization again.
To delete your company within the Dooer account, follow these steps:
- Go to Företagsinställningar.
- Click on “Ta bort företag” at the top right.
To add the company again, follow these steps:
- Go to Mina företag.
- Click on “Lägg till företag” at the top right.
- Follow the instructions.
Tips
If you want to test accounting without affecting your real company, you can create two companies in your account where one acts as “test”. Then create a new company according to the guide above.
Why is VAT missing for an invoice in the annual report?
With the cash method, VAT is reported only when the invoice is paid.
The system handles this automatically when you do the bookkeeping. The exception to this is the rule regarding unpaid invoices at the year-end. The regulations state that if an issued invoice in one year is not paid in the same year, it must be accrued on the last day of that year. There is currently no system support for this, so with the cash method, you need to handle this manually.
How to correct an incorrect fiscal year?
All you need to do for the system to update with the correct fiscal year is to sync your tax account. You do this as follows:
- Go to Företagsinställningar.
- Click on the “Bankkonton” tab.
- In the list of accounts, select “Skatteverket - Skattekonto (Synkas med BankID)”.
- Fill in the personal identity number (personnummer), click on “Gå vidare”, and follow the instructions.
All settings will be synced with the Swedish Tax Agency, and the fiscal year will be adjusted.
How to export an SIE file for a specific fiscal year?
You do this via our general export function.
Click on the small gear icon at the top right in the left side menu in Dooer and select “Export” from the menu. Then choose a time span that covers at least the entire year you are interested in and click “Exportera min data”.
After a while, you will have an export in the list below. Then click on
“Ladda ner”. In the zip file that is downloaded, you will find an SIE file for
each fiscal year in the folder fiscalYears/.
When do you get a task to correct an old VAT declaration?
Once per day, our system generates a list of customers where accounting has been done in a period with a marked-complete VAT report on accounting accounts that can affect VAT. For these, a new complete VAT declaration is calculated. If (and only if) it is different from the one marked complete, the old one is marked as needing correction. Then, as a user, you get a task to check the VAT.
Why is there a negative annual result in my income statement when the result is positive?
This is how the income statement looks in a year where the year’s result has been booked (i.e., the closing entries have been made). Then the balance is 0 kr.
If it were not booked, the result would show a positive amount (i.e., the year’s result), but if the year’s result is booked, the balance becomes 0 kr since accounting account 8999 is negative with the same value. Listing it this way can make it somewhat difficult to interpret.
The minus sign comes from the fact that at the end of the fiscal year, the result is transferred to “equity” in the balance sheet. If the company has made a profit, this should be booked as an expense in the income statement and as an increased liability in the balance sheet.
How to correct an incorrect booking?
It is not possible to delete a booking; instead, you must reverse it.
Reverse a booked document:
With some exceptions (most notably invoices from Dooer Fakturering), you can fully reverse a booked document and reset any links it may have to transactions and vouchers so that you can start over.
To start over with a previously booked document, do like this:
- Go to your list of documents.
- Open the document you want to reset.
- Click the red button “Ångra och återställ” in the bottom left corner.
- Follow the instructions.
If your document represents an invoice from Dooer Fakturering it’s best to make any changes to it from Dooer Fakturering itself as that product automatically updates the corresponding bookkeeping in most cases.
Other scenarios:
To reverse any other voucher, do like this:
- Go to your list of vouchers by selecting “Bokföring” and “Verifikationslista” in the sidebar.
- Open the voucher you want to reverse.
- In the small modal dialog that appears, click the three dots (…) at the top right and select “Vänd bokning”.
How to correct opening balances?
You can correct the opening balances for the desired fiscal year as follows:
- Go to “Bokföring” > “Räkenskapsår” in the side menu.
- Click the “Visa” button for the fiscal year you want to correct.
- Click the “Ingående balanser” tab at the top right.
Here you can correct any account errors. Then click “Sätt ingående balanser” to save.
Why are reporting months missing after changing the fiscal year?
Reporting months are added or corrected through a process that runs once per day, so you need to wait until the next day before the corrected reporting months are reflected in the web app.
How to see which accounting accounts are available?
Dooer uses a simplified version of the BAS chart of accounts for accounting accounts.
It is currently not possible to add or edit existing accounts, but to see which accounting accounts are available, you can do as follows:
- Select “Bokföring” > “Verifikationslista” in the side menu.
- Click on “Skapa ny bokning” at the top right.
- In the modal that then appears, click on “Annat” at the bottom.
- In the box that comes up, fill in an arbitrary date and amount and click the button “Skapa och boka”.
- In the next step, select the tab “Manuell bokning” on the right.
- You will now see a box called “Konto” that you can scroll through. There you will see all available accounting accounts.
What does voucher EXTERNALMAPx mean?
Vouchers with this name and comments “Change to Dooer kontoplan” are automatic reclassifications of accounting entries from old accounting accounts to Dooer’s simplified version of the BAS chart of accounts. The sum is always 0 for this, and it has no impact on the company’s result. It is an adjustment for Dooer’s chart of accounts so that the system can handle transactions correctly going forward.
Why can’t I book on account X anymore?
If you were previously able to book on a certain account, it is because you imported external accounting for that year. As long as that year is current, you can book on the accounts that had external bookings. When you then move into a new year and reclassify to Dooer’s chart of accounts, these accounts are no longer included, and you can no longer book on them.
How can I create a new VAT report?
It is not possible to manually create a new VAT report. However, if you update the accounting in a way that affects VAT, the system will automatically create VAT-related tasks in the “Att göra” list and generate a new and updated VAT report. It is important to note that this occurs once per day (during nighttime), so there is no immediate feedback on VAT-related tasks; this happens the following day.
How do I change the account when booking?
The booking templates available when you are tasked with, for example, “handle uploaded document” or “book transaction” cannot currently be corrected; they select a number of predefined accounts in our chart of accounts. If you want to go outside this suggestion (which is not recommended), you need to, when prompted to choose the type of document, select “Annat” and then manually choose accounting accounts.
How do I import an SIE file to Dooer?
You can import an SIE file by going to “Bokföring” > “Räkenskapsår” in the left side menu. Then click the “Importera SIE-fil” button at the top right.
In the dialog that appears, there are two tabs (options):
Med omföring:
Here you import the fiscal year you are currently accounting for. When you import your SIE file here, you will be assisted in reclassifying your current chart of accounts to Dooer’s chart of accounts. The reclassification to Dooer’s chart of accounts can only be done once.
Utan omföring:
Here the SIE file is imported with your previous chart of accounts. No reclassification to Dooer’s chart of accounts is made. Usually, you import previous accounting if you have an open financial statement and want to make the final closing entries. Important! You will overwrite the fiscal year if you import one that already exists.
Choose the option that suits the import you wish to make.
Why can’t I find any accounting templates?
If you try to create a booking of the type “Annat”, there are currently no accounting templates to choose from; as a user, you then need to create the booking from scratch.
For the following documents, however, there are several templates you can choose from, and you will be prompted to select among them in the task you get when booking:
- Kvitto
Receipts and expense claims for a direct purchase, i.e., you pay on-site and receive a receipt. - Leverantörsfaktura
Purchase invoices you receive after buying a product or service. Usually have a credit period of about one month before the invoice must be paid. - Utlägg
Expenses that an employee has incurred on behalf of the company and paid with personal funds. - Försäljningsrapport
Sales report from an external system. - Försäljningsfaktura
Compensation you receive after selling a product or service, uploaded as a receipt or customer invoice.
If possible, choose the type Annat only if your document does not match any of the above categories.
Error message: No fiscal year was found for this date
If you need to make a booking outside an already set up fiscal year, you first need to create this fiscal year in the system.
You do this by going to “Bokföring” > “Räkenskapsår” in the left side menu and then clicking on the “Skapa räkenskapsår” button at the top right. Then follow the instructions.
Error message: The file is not a valid SIE4 export
If you get this error message when trying to import an SIE file, it is because the file is not a correct SIE4 file. A common reason for this error message is that you are trying to import an SIE4i file.
Such a file differs somewhat from SIE4 files and can be imported via “Bokföring” > “Verifikationslista” in the side menu. Then click on the “Importera bokningar” button at the top right of the screen and follow the instructions.
Does Dooer offer a service for annual reports?
Currently, no service for annual reports or declarations is included in the free version of Dooer; this is something you need to use an external service for, or you can contact our partner firm Voitto (https://www.voitto.se), which you can do by clicking on the banner “Behöver du hjälp med bokföringen” at the bottom left in Go Dooer.
How do I update the accounting account for a bank account?
At this time, it is not possible to choose different accounting accounts for different bank accounts; all bank accounts are automatically linked to accounting account 1930 (currency accounts are linked to accounting account 1980).
Why don’t I see my share ledger?
Even if you have added shareholders in the system, this is not enough to see your share ledger; you also need to specify who owns shares and how many. You do this as follows:
- Go to “Bokföring” > “Aktieägare” in the side menu.
- Then click on the “Händelser” tab and select “Ny händelse” at the top left.
- Under the heading “Typ”, choose “Försäljning/överlåtelse av aktier” and fill in the form correctly.
Now you should be able to see your share ledger.
Why are some accounts missing in my incoming balance for this year?
If one or more accounts are not present in your incoming balance for a specific year, then you might have imported old bookkeeping from another bookkeeping software during the previous fiscal year with bookkeeping accounts that are not present in Dooer’s chart of accounts.
When this happens you can still use the unsupported accounts during the fiscal year of the imported bookkeeping, but when you then move into a new fiscal year, the balance on those accounts are not carried over as those accounts cannot be created by the system for the new fiscal year.
You have two possible solutions to this problem:
- The best solution is to create a voucher (booking) in the previous fiscal year that transfers the balance from the unsupported account into an account that is part of Dooer’s chart of accounts. Then the outgoing balance of that year and incoming balance of the next will be in sync.
- Another solution is to just manually update the incoming balance for the new fiscal year (by setting the outgoing balance of the unsupported account to the incoming balance of a supported account). This works, but you lose the “paper trail” that would exist with solution #1.
Error: “Inget räkenskapsår hittades för detta datum”
If you get this error message when trying to bookkeep, it means that you are trying to bookkeep in a fiscal year that does not exist in the system. Generally the system will have created fiscal years from the date you specified as the first day of accounting during signup and up until the end of the current fiscal year.
You can list your active fiscal year under “Bokföring” > “Räkenskapsår”.
On this page you can also manually create a new fiscal year by clicking the button “Skapa räkenskapsår” at the top right.
Can I do “bokslut” or “årsredovisning” in Dooer?
It’s currently not possible to do your year-end financial statements or annual reports in Dooer.
How can I set the opening balances for a fiscal year?
You can set the opening balances for a fiscal year like so:
- Select “Bokföring” and “Räkenskapsår” in the sidebar to the left.
- Click “Visa” on the fiscal year of interest.
- Click the tab “Ingående balanser”.
Update the relevant accounts and make sure assets (tillgångar) and equity and liabilities (tillgångar och skulder) balance properly. Click “Sätt ingående balanser” to save your settings.