Back office

Disclaimer

All screenshots in the article were taken in the Dutch version of Yuki.

This functionality is only available to a user with a 'Back Office' role in the domain and provides the back office employee with specific functionality such as the quality monitor and the checklist, among others. 

Click the Back office icon in the navigation bar and the Back office home screen of the Back office is opened: 

In this home screen, you will see a drop-down menu with the main functions of Back office.

Overviews

Back office workflow

The back office workflow consists of the bundle bin, documents to be processed, bank transactions to be processed and outstanding questions. In addition, an overview of all processed documents in the domain can be viewed here and the history of all administration checks.

Customer remarks

Here you can see all customer-specific remarks that have been recorded by the back office in the domain about an administration, ledger account and/or contact.

Processed transactions

Overview of all processed transactions in the domain: automatically processed, manually processed or modified by user.

Quality monitor

The quality monitor automatically checks the following components of a domain every night:

• Bank 
• Purchase
• Sales
• VAT
• Human resources
• Assets
• Processing.

Automation monitor

The Automation Monitor provides an insight into the automatic processing rate of documents in the domain.

The automatic processing rate for the past 30 days is shown based on the scores of the following three indicators: automation configuration, performance and other indicators such as UBL invoices, receipts uploaded via the Yuki Assistant app and the presence of a bank link.

Actions

VAT return

Here you will find an overview of all VAT returns that were sent in the past. The draft VAT return of the current period is permanently updated automatically so that you can see how the VAT return is developing during the month or quarter.

General journals

Here you can manually create general journals in the administration(s) or import them via a financial import file. The overview shows all general journals that have already been created:

• General journal (e.g. payroll journal entry or depreciation)
• Opening balance sheet
• End-of-year correction
• Fiscal  correction.

Export

In Yuki, you can easily export financial transactions. For different purposes, different export formats are supported such as Excel format, CSV format and PDF. In addition, the following export formats are also possible: ASCII, Audition, XML, Nextens, XAF Audit file 3.2, AFAS and FiscaalGemak.

Import

Yuki offers the option of importing historical data from other software in addition to financial import files (journal entries).

Chart of accounts

You can view the chart of accounts of your domain here. This is basically a fixed schedule, but certain accounts can be activated or deactivated. In addition, a duplicate of accounts can be made.

It is also possible to use the chart of accounts of another domain as a template.

Checklist

Inconsistenties

Here you can see an overview of the financial inconsistencies in the domain. Yuki checks a large number of financial data for financial consistency such as transaction lines, financial links, bank statement lines, financial documents, VAT transactions, etc.

Bank

This overview shows all business accounts, credit cards and/or online payment providers of one or more administrations in a domain.

Completeness of bank

The completeness of bank report may contain three notifications: 

• Unknown opening balance: the balance of a bank account at the start of a financial year is unknown to Yuki, hereby the final balance is not correct
• Missing bank transactions: there are bank transactions missing in the total of the bank transactions that have  been submitted (missing statement or incomplete export)
• Bank accounts not up to date: no new bank transactions (at least 1 month) have been submitted for some time. 

Suspense accounts

This overview provides a complete overview of all outstanding transactions on the following suspense accounts:

• Internal transfers of funds 
• Suspense account debit card payments 
• Suspense account credit card payments
• Suspense account iDEAL payments
• Suspense account online payments.
• Suspense accounts of self-created payment methods.

Completeness of purchase

The completeness of purchase report shows the following: 

• Outstanding payments whereby no purchase invoice is found 
• Outstanding payments grouped by contact 
• The balance per contact, made up of outstanding payments and purchase invoices 
• Actions to indicate per payment what should happen with this payment.

Completeness of sales

The completeness of sales report shows the following:

• Outstanding payments where no sales invoice has been found
• Outstanding payments grouped by contact
• The balance per contact, made up of outstanding payments and sales invoices
• Actions to indicate for each payment what to do with it.

Status of unclear transactions

The status unclear transactions report shows the following:

• Purchase and/or sales invoices posted to 'unclear transactions'
• Bank transactions posted to 'unclear transactions'
• Financial entries posted to 'unclear transactions'.
• Actions to indicate per invoice, bank transaction or financial entry to which general ledger account the 'unclear transaction' should be posted.

Debtors

In the 'Outstanding items' overview, you can view all outstanding items from debtors. These outstanding items In Yuki are:

• All sales invoices processed with payment type 'Electronic transfer ' or 'Direct debit'.
  Recorded sales invoices with payment method 'Direct debit' are also in the 'To collect' list (Yuki Collection is only available when a user with the 'Management' role has selected the Large or Unlimited bundle via the Yuki Store in the domain)
• All bank or cash transactions posted to account '13000 Debtors'.

Creditors

In the 'Outstanding items' overview, you can view all outstanding items from creditors. These outstanding items In Yuki are:

• All purchase invoices processed with payment type 'Electronic transfer', 'Debit card', 'Credit card' or 'Direct debit'.

  Recorded purchase invoices with payment method 'Electronic transfer ' are also in the payment list (Yuki Payment service (Payment list) is only available when a user with the 'Management' role has selected the Small, Medium, Large or Unlimited bundle via the Yuki Store in the domain)

• All bank or cash transactions posted to account '16000 Creditors'.

Tax authorities

This overview contains all transactions, outstanding items and linked transactions from and for the tax authorities concerning the following general ledger accounts:

• 16000 Creditors: This is for the penalty and interest part of additional assessments, notices and enforcement orders sales tax (F...) and payroll tax (A...).
• 17110 National social security office: this is where payroll tax assessments are posted.
• 24000 Current account VAT: this is where VAT returns are posted.

Unclear transactions

In the overview, you can view all items temporarily posted to general ledger account '23020 Unclear transactions'. These unclear transactions are in Yuki:

• Purchase and/or sales invoices posted to 'unclear transactions'
• Bank transactions posted to 'unclear transactions'
• Financial entries posted to 'unclear transactions'.

Salaries to be paid

This overview shows the salaries to be paid per month, per year, per item or per contact (employee).

Payroll taxes

Here, at the monthly level, the reconciliation between the payroll tax assessment and the payroll journal entry per month is checked. Of course, it is important that the monthly payroll journal entry and the payroll tax assessment are present.

CA employees

In the 'Outstanding items' overview, you can view all outstanding items from CA employees. These outstanding items In Yuki are:

• All expense claims or pay slips processed with payment type 'Electronic transfer', 'Debit card', 'Credit card' or 'Direct debit'.

• All bank or cash transactions posted to account '20000 CA employees'.

CA companies

In this overview, month-level entries (transactions) are checked between the administrations that have RC relationships with each other in Yuki.

Duplicate invoices

This overview shows all purchase invoices, sales invoices or expense claims that are currently identified as a possible duplicate by Yuki.  

Deleted transactions

This overview shows all deleted transactions with the date the transaction was deleted and by which user. It also shows various other details of the transaction such as the document type, possibly general ledger account and VAT return.

Contacts check

This overview shows all contacts in a domain that are currently marked as duplicates by Yuki.

Processed documents

This overview shows all processed documents in the domain.

Monthly quality checks

This overview contains all quality checks that have already been carried out in the administration.