Handover from your previous finance function: version for the previous accounting firm

Checklist for the handover from the previous accounting firm: SIE files, reconciliation material, handling of ongoing accounting during the changeover, and staff information and payroll material.

We need the previous accounting from you!

We need information from you, the company’s previous accounting firm, so that the company’s accounting is correct going forward.

Below we specify what we need from you, in this order:

SIE files
Reconciliation material
Handling of ongoing accounting
Staff information
Other

1. SIE files from previous periods

These files contain all the figures from the company’s accounting. With these files we can simply bring the right figures and all the history into Kleer in an easy way.

We would like the following from you:

A preliminary SIE file for the current financial year. That is, from day one of the year the company is in now, up to the last day of the period before the company starts with Kleer.
Final SIE files as of the handover date, as soon as the year-end closing is done. When nothing more is happening at your end and all the accounting is in place. We then need the final SIE file for the current financial year.
SIE files for earlier financial years, if there are any. That way we can see what happened in previous periods and get the comparative figures straight into the new system.

2. Reconciliation material from the last year-end closing

We need to know what is in the company’s balance sheet. We therefore ask for the reconciliation material and specifications for every account in the company’s balance sheet.

The reconciliation is to contain the following:

Specifications for all balance sheet accounts as of the handover date. Please note on the material if there are specific company routines.
Accounts payable ledger in Excel, including comments about disputes or similar.
Accounts receivable ledger in Excel, including comments about disputes or similar.
Fixed asset register where each asset is specified and which contains the purchase date, purchase amount, start of depreciation, accumulated depreciation and residual value.
Any documentation for shareholder contributions, deposits or other items in the balance sheet that require documentation.

3. Handling of ongoing accounting during the changeover

Supplier invoices

All supplier invoices with an invoice date before the handover date are to be booked and paid by the company in question if possible. If they arrive after Kleer has taken over the accounting, they are to be sent to the following address:

COMPANY NAME c/o Kleer Group AB Box 90255 120 24 Stockholm

Or by email if the invoice is digital: CompanyNameAB@invoice.kleer.se

Tax returns

Tax returns for withholding tax, social security contributions and VAT that relate to a period when the accounting was handled by you, the company’s previous accounting firm, are to be done by you. This also applies to the preliminary tax.
A clarification about the VAT return: If the customer has quarterly VAT and the switch to Kleer takes place in the middle of a VAT period, Kleer is responsible for that VAT return.

Note: In this case we need a VAT report from the period when the accounting was done at your end. For example, if the customer has quarterly VAT and the switch to Kleer takes place on 1 March, Kleer is responsible for the VAT return for Q1, but we need a VAT report from you for January and February.

4. Staff information and payroll material

We need information about the company’s employees so that payroll and vacation are handled correctly. Please keep GDPR in mind when you send us the requested material, and password-protect the files you send us so that the personal data is handled safely and securely!

Fill in the basic settings for the company in Startdeliver. Basic settings are the default settings for payroll, vacation, tax and so on for the company. They form the basis of every new user’s employment contract in Kleer.
Download and fill in the Excel file Löneimport (payroll import) in Kleer and attach it under the heading “Övriga underlag lön” (Other payroll material) in Startdeliver. Is it unclear how to fill in the Excel file? You find instructions on the first tab of the file.

Take out a vacation liability report from the previous system and attach it under the heading “Estimerad semesterskuld” (Estimated vacation liability) in Startdeliver. The vacation liability is to be taken out for all employees up to and including the handover date. If you go live on 1 April, the vacation liability is to be as of 31 March.

Produce payslips for the current year for all employees and attach them under the heading “Lönespecifikationer för aktuellt år” (Payslips for the current year) in Startdeliver.
Download and fill in the Excel file Löneimport (payroll import) in Kleer with updated values from the latest payroll run and attach it under the heading “Övriga underlag lön” (Other payroll material) in Startdeliver. Is it unclear how to fill in the Excel file? You find instructions on the first tab of the file.