The Annual Report product is required to manage the Annual Report.
This quick guide is based on you, who will handle the management. It applies to a limited company in which the auditor and CEO are added as users in Boardeaser.
The annual report can be uploaded in PDF or iXBRL format for the board's electronic signing or manually signing and scanning.
Guide Annual report
1. Create a New Annual Report
Click on "Documents" > "Annual Reports" in the left menu. Then click on the "New annual report" button.
Set the year for the Annual report and proceed by clicking the "Create Annual Report" button.
2. Settings & Upload
Responsible for the annual report process in Boardeaser.
- You can access all documents uploaded to the annual report as a responsible person.
- For organizations without listed users, no field for a responsible person is now displayed. Although it is possible to manage annual reports without appointing a responsible person, no tasks are created in this case because no one can receive the task.
Set the delivery method, enter who will be responsible for the process, and mark if it will be audited.
Upload the annual report in PDF or iXBRL format, either for electronic signing by the board or manually signed and scanned. The annual report must be signed by all regular board members and the CEO (if applicable). If the document is to be signed electronically, click "Send for E-Signing" when the upload is done.
Auditor
In some cases, an auditor is not needed. Then, deselect the option "Will be audited".
The auditor is added in the next step if the above option is checked.
3. E-sign the annual report
Send a request for e-signature to board members and CEO by clicking the "Send for E-signing" button.
When these have been e-signed, the same request is sent to the auditor.
Sign with e-signature
When the upload is complete, click the " Send for E-signature" button to send the e-signature request to the board members and CEO.
Mark which people should e-sign. If the people who will sign do not have a Boardeaser user account, it is also possible to allow signers from outside the organization. Then click on the option "Allow signatories outside the organization" and enter the person's name, role, and email. Note that the auditor needs to have a Boardeaser user account and be invited to the organization.
All signatories receive an e-mail with an invitation and link to sign the annual report at Boardeaser's partner Assently.
When selected persons have e-signed, the same request is sent to the auditor.
Upload already signed annual report.
Upload the signed and scanned annual report, then click "Manually signed".
4. E-sign and remind
E-sign the annual report yourself and see who has e-signed. Remind if necessary.
5. The auditor e-signs the audit report
The auditor can then upload the audit report and e-sign it.
When the audit report is ready, it can be uploaded. The auditor can then sign it electronically, and users can request this by clicking on "E-sign now."
Click on "Already signed" if the audit report has been signed on paper and the signature is included in the scanned version.
6. Annual General Meeting
Send the e-signed documents with the meeting notice and mark that the information has been sent.
Invitations
Boardeaser does not handle notices and minutes from the annual general meeting. Still, the two files that are now produced (the signed annual report and the signed audit report) should be included in the notice to the annual general meeting. To proceed, click "Mark invitation has been sent" when it has been sent.
General meeting minutes
You can upload a copy of the meeting minutes in Boardeaser for future reference at this step. Click on "Proceed to send to Bolagsverket."
7. Print and validate
Click on the button "Documents to Bolagsverket" to print all e-signed documents.
Ask someone to verify the e-signatures on the printouts.
8. Sign Confirmation Certificate
Write a confirmation certificate and sign on paper. Scan and upload for archiving.
9. Send to the Swedish Companies Registration Office (Bolagsverket)
Send the following to the Swedish Companies Registration Office (Bolagsverket) by post:
- Certified printout of e-signed annual report
- Certified printout of e-signed audit report
- Signed certificate of determination in original
10. Mark as sent
When the documents have been sent, click on the button "Marked as sent to the Bolagsverket".
11. Mark as received
When the Swedish Companies Registration Office (Bolagsverket) has notified you that the documents have been received, click the "Mark as received by Bolagsverket" button.
12. Done!
Now, the Swedish Companies Registration Office (Bolagsverket) has received the correct documents and copies of everything are automatically stored in Boardeaser.
The management of the annual report is moved from the "Active" tab to "Archived".