To manage the Annual Report, the Annual Report add-on is required.
This quick guide is based on you who are to administer the management and applies to a limited company where the auditor and CEO are added as users in Boardeaser.
It is possible to upload the annual report in PDF or iXBRL format, either 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
Enter who will be responsible for the process, the CEO and the auditor.
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.
Select "No auditor" in the list if there is no auditor. Suppose you have not added the accountant as a user in Boardeaser. In that case, you can click on "Change user" and invite the accountant (if you want the accountant only to see selected parts such as the Annual Report, set the authorization to Limited). The auditor must accept the invitation and will then be asked to sign the annual report after all board members have done so.
It is possible to select several auditors. Either you click and drag with the mouse over the names that should be, or you hold down the command on Mac or Ctrl on Windows when you click in the list.
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
Send request for e-signature to board members and CEO. These receive an e-mail with an invitation and a link to sign the annual report with Boardeaser's partner Assently. When these have been 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, the audit report 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.
Boardeaser does not handle notices and minutes from the annual general meeting. Still, the two files that are now produced (signed annual report and signed audit report) should be included in the notice to the annual general meeting. Click on "Mark invitation has been sent" when it has been sent to be able to proceed.
General meeting minutes
For future reference, after the meeting you can upload a copy of the meeting minutes in Boardeaser 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.
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".