Monthly check

Disclaimer

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

Each month the administration must be checked for the following: 

• Inconsistencies
• Bank
• Completeness of bank
• Suspense accounts
• Completeness of purchase
• Completeness of sales
• Status of unclear transactions
• Debtors
• Creditors
• Tax authorities
• Unclear transactions
• Salaries to be paid
• Payroll taxes
• CA employees
• CA companies
• Duplicate invoices
• Deleted transactions
• Contacts check
• Processed documents
• Monthly quality checks.

The check will be performed from the Checklist of the portal back office.

TIP!

You can record the monthly check performed by opening the Quality Monitor and then clicking on the 'Add quality check' button.

In the portal, you can view the status of checks by:

• clicking on Quality under Workflow
• by opening the Quality overview (under Overviews) under Management.

Click the Back office icon in the navigation bar and now scroll to Checklist in the now-opened screen.

Before you can start with closing the financial year (annual report) these monthly checks must have been performed.

Inconsistencies

Here Yuki checks the domain for inconsistencies. After a few minutes a list with notifications will be shown.

The most important inconsistency concerns the bank transactions that are missing. Check in the administration/bank if the notifications are correct.

Bank

Here all the bank accounts, credit cards and online payment providers that have been created in the administration are shown.

If bank transactions are missing from a particular bank account an icon appears in the Inconsistency check column with the message 'Balance is incorrect'.

If the bank transactions were submitted without a bank balance (in the electronic bank file) then an icon appears in the Inconsistency check column with the message 'Balance is not verified'.

It is advisable to revalue the foreign currency accounts monthly.

Completeness of the bank

Here an overview of the missing bank transactions is shown. First check in the administration/bank if the notifications are correct. You can then ask a question to the customer in which you request to submit the missing bank transactions.

Suspense accounts

Here you can match entries that are recorded in the '23000 Internal transfers of funds' ledger account.

The transfers of the several bank accounts are ordered by date. 

• At the right side of your screen select a withdrawal from one bank account. In the upper right the text 'Still to be matched...' is shown in a yellow box.
• Then select at the left side of your screen the deposit of the other bank account. In the upper right the text 'Fully matched' will now be shown in a yellow box.
• Then click the 'Match' button.
  
  

Here the suspense accounts of the debit card, credit card or iDeal can also be matched.

Small differences can be posted in payment differences or bank costs.

Completeness of purchase, sales and unclear transactions

After the purchase, sales and/or unclear transactions have been updated as much as possible you can use the Send this list to the user button to send a question to the customer in which you request to submit the missing purchase or sales invoices.

You can then request the customer for an explanation of the unclear transactions by means of the Send this list to the user button. 

Debtors and creditors

After the debtors and creditors have been updated as much as possible you can use the Send this list to the user button to send a question to the customer. 

Tax authorities

Here all the outstanding items/transactions of the tax authorities concerning the following GL accounts are shown:

• 16000 Creditors: this is used for the fine and interest component of additional assessments, reminders and enforcement orders of sales tax (F…) and payroll tax (A…).
• 17110 National social security office: the payroll tax assessments are recorded in this ledger account.
• 24000 Current account VAT: the VAT returns are recorded in this ledger account.

Make sure that the contact 'Tax authorities' has been added to all bank transactions concerning the tax authorities so these transactions will be shown in this overview.

Salaries to be paid

Here the reconciliation of the pay slips with the payroll journal entry per month is checked for each month. It is of course important that the monthly payroll journal entry and all pay slips are uploaded in Yuki.

When the balance of a specific month is '0' then the total of the pay slips reconciliates with the payroll journal entry per month.

A balance in a specific month can have the following causes:

• The payroll journal entry is incorrect or missing
• One or more pay slips are incorrect or missing.

Payroll taxes

Here the reconciliation of the payroll tax assessment and the payroll tax journal entry per month is checked for each month. It is of course important that the monthly payroll tax journal entry and the payroll tax assessment are uploaded in Yuki.

When the balance of a specific month is '0' then the payroll tax assessment reconciliates with the payroll tax journal entry per month.

A balance in a specific month can have the following causes:

• The payroll journal entry is incorrect or missing
• The payroll tax assessment is incorrect or missing. 

CA employees

Here you find the outstanding pay slips that still have to be matched with a payment (yellow icons) and the outstanding expense claims (light orange icons).

In addition, here you will also see payments of salaries and expense claims of which the pay slips and/or the expense claims are still missing.

After this overview has been updated you can ask a question to the customer by clicking the Send this list to the user button.

CA companies

This is the current account position between the different administrations in the domain. The balance always has to be '0'.

Duplicate invoices

Here you can check if invoices are recorded multiple times in an administration. 

You can choose between purchase invoices, sales invoices or expense claims. The similiarity rate defaults to 75% or higher.

In front of each comparison line you can click the white blue icon. The invoices will now be shown next to each other in your screen to make it more easy to compare them. When the invoices are identical they can be bundled.  

Deleted transactions

Here you see all the transactions that have been deleted.

Contacts check

Here the duplicate contacts are shown. In the toolbar you can perform different comparisons and, if applicable, merge the contacts. 

Processed documents

Here you can see an overview of all processed documents in a domain.

Monthly quality checks

Here you can see an overview of all quality checks already performed in the administration. In the graph, you can see the progression of the quality monitor score.