Further set up of administration

After entering the administration data you can in principle give the customer access to the domain and ask him/her to submit documents in order to start with the processing of documents and bank transactions. However for a better start it can be wise to first further organise and prepare the administration for an efficient handling of documents and bank transactions. For this reason you may consider the following steps:

• enter or import the opening balance sheet and list of outstanding items debtors and creditors
• activate, deactivate or create GL accounts
• create bank accounts in Yuki
• import contacts
• activate countries and foreign currencies.

Opening balance and outstanding items list debtors and creditors

If the financial years of the previous years were kept in another software program and those years don't have to be kept in Yuki retrospectively then it is necessary to enter or import an opening balance.

For a detailed description, see article Enter opening balance sheet.

Activate, deactivate or create GL accounts

If you make use of a fixed chart of accounts in your office then first link the chart of accounts of this domain to the template of the chart of accounts of the office. Does your office make use of several templates (for industrial sectors) then choose the template that is applicable to this domain.

Then check for example by using a recent trial balance which GL accounts you need in the administration that might not be activated yet. Create GL accounts in order to categorize the revenue in the right way and also create the corresponding costs accounts.

Deactivate GL accounts that are not applicable to the administration of the company in order to prevent as many errors as possible. Consider for example GL accounts that are associated with rent or a car if there is a company building (no rent has to be paid) or there are no company cars.

For a detailed description, see article Set up chart of accounts (GL accounts).

Create bank accounts in Yuki

If you already know which bank accounts the company has (that should be processed in the administration) then already create these bank accounts in Yuki. You have to do the same for corporate credit cards that are used in the company (and whereof the expenses should be processed as transactions of one of the bank accounts of the company). Pay attention to the fact that when creating a bank account you have to specify the bank account correctly as a checking account, a saving account or a deposit account. This will affect the GL account that will be linked to the bank account.

If the bank account is included in the opening balance then you have to fill in the opening balance during the creation of the relevant bank account. In that way Yuki will know what the opening balance of the bank account was, together with all the transactions this will make up for the current balance of the bank account.

For a detailed description, see article Create account (bank account, credit card and/or online payment provider).

Import contacts

Were the financial years kept in another software program before then check if you can simply export the contacts (customers and suppliers) and import them again in Yuki. The most important data of each contact are:

• complete name
• address, zip code and city
• contact number or contact code
• VAT number
• email address (as stated on the invoice).

For a detailed description, see article Import contacts.

Activate countries and foreign currencies

In order to prevent choosing a country from a very long list of countries when entering an address Yuki will only activate the most common countries. If you know the company is doing business with companies from other countries then make sure those countries are also activated in Yuki. This also applies to foreign currencies.

For a detailed description, see articles Activate countries or Activate currencies.