Create account (bank account, credit card and/or online payment provider)

Disclaimer

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

By own bank accounts in Yuki we mean all payment accounts, savings accounts, securities accounts, investment fund accounts, deposit accounts, credit cards, online payment providers and/or foreign currency accounts with bank(s) and/or financial institution(s) that you only use for business in your company.

So this is not about the bank accounts of customers or suppliers. The bank accounts of customers and suppliers are created at the respective contact card.

Bank accounts are automatically created in Yuki during the import of electronic bank files but some accounts such as most credit cards and online payment providers, for example, will need to be created manually. 

Only a user with the 'Back office' role in the domain or the 'Management' or 'External accountant' role can create a bank account, credit card or online payment provider manually.

If a user with the 'Management' role has chosen the Small, Medium, Large or Unlimited bundle via the Yuki Store in the domain, a bank account can be specified to use an unaggregated or aggregated SEPA payment file.

If a user with the 'Management' role has selected the Large or Unlimited bundle via the Yuki Store in the domain, a bank account can be recorded as using a direct debit file to pay or collect invoices. 

Only a user with a 'Back Office' role in the domain can specify whether an unaggregated or aggregated SEPA payment file and/or direct debit collection file is used.

When the accountant has added the Yuki Foreign Currency feature to the contract of the domain, one or more so-called foreign currency accounts can be created.

ATTENTION!

Once transactions or documents are linked to an account, it cannot be deleted. Above the error message that appears on your screen, two buttons are available to view a list of linked transactions or documents.

Automatically add existing bank account (credit card)

After uploading the electronic statement files (with statement lines) from the bank(s) to your domain in Yuki, Yuki then processes them in the financial administration. The existing bank accounts are automatically created during this import. The electronic files with credit card statement rules from Rabobank, ABN AMRO and ING can also be uploaded and imported so that these credit cards are also created automatically.

TIP!

To avoid problems with the account type and correct administration in a domain, it is still advisable to create the accounts that are known yourself. 

If the electronic statements are submitted via the automatic accounting link with ABN AMRO, ING, Rabobank or Knab, you have to create the account manually first, otherwise Yuki does not know to which administration the bank account and its transactions belong. 

Creating bank account (credit card/online payment provider) manually

All bank accounts, credit cards and online payment providers not created during the import of electronic statement files must be created manually.

The following credit card types can be added:

• American Express
• Eurocard/MasterCard
• Visa.

The following online payment providers can be selected:

• Mollie betaaldiensten 
  • MT940
• MultiSafepay
  • MT940
• Pay.nl
  • MT940
• PayPal
  • CSV (Kommagesheiden - betalingen die het saldo beïnvloeden).

The online payment provider account of Mollie is automatically created while importing the MT940 file.

In order to create a new bank account in an administration you have to go through the following steps:

• Hover your mouse over the Bank icon in the navigation bar, click on Bank accounts and then click on the Create a new bank account, New Credit Card or New online payment provider button in the now-opened screen:
  
  
  You will now see a list of common banks (in the country of the administration), type of credit card cards or online payment providers. If it is a bank account from another country, select other country (or other countries) in the top right of the screen if the correct country is not available.
  
  

• Select the bank where the account will be administered, or select Other banks from the list if the relevant bank is not listed. The same input screen for creating a new bank account, credit card or online payment provider is now opened:
  
  

Fill in the fields above as completely as possible.

• Administration: only available if there is more than one administration present in the domain. Select the correct administration.
• Bank account number: enter the IBAN number here. A PayPal account doesn't have a account number, Yuki will use the login email address for your PayPal account.
  
  ATTENTION!
  For a correct import of Rabobank credit card transactions, it is important that the credit card account in the administration in Yuki has the last four digits of the credit card number entered.
  
  

• Account in the name of (Account holder): Enter what the bank account is called at the bank
• Type: specify whether the account type is a payment, savings or deposit account. The type cannot be changed once transactions have been posted to the account. Yuki automatically generates the required and corresponding general ledger account number in the records. The type determines which general ledger account is linked to the bank account and can therefore be relevant for reporting. 
• Description: here you have to enter a brief description whereby the account can be recognised (in addition to the number). For example 'Betaal ING *123'. If there is more than one administration in the domain then it is advisable to also include the administration name in the desciption like 'Betaal ING Yuki-training *123'.
• Aggregated payment file (only available to user with 'Back office' role in the domain): the bank can specify the payment of the invoices and add one line for each payment in the bank statement but most banks can also submit this statement aggregated and then only one line is added for all payments in the statement and it will be recorded as Internal transfers of funds. Aggregation is therefore cost saving. If the option 'Aggregated payment file' is activated on the bank account then a journal entry is automatically generated of the final SEPA payment file so the invoices are set to the status 'Paid'. Whether you activate this option or not depends on the way the bank processes the payment file. 
• Aggregated direct debit file (only available to user with 'Back office' role in the domain): if the 'Aggregated direct debit file' option is activated in the bank account, a general journal entry is automatically created from the final SEPA direct debit collection file. The invoices will then no longer be shown in the 'Payments in transit' overview. Whether you turn this option on or off depends on how the bank processes the direct debit collection file.
• Office: this is the bank contact which is included in the contact database of the corresponding domain. 
• Collector ID: the Collector ID of the SEPA direct debit contract with the bank must be added to the bank account from which you are going to collect in Yuki. It is not possible to create a SEPA direct debit collection file if the Collector ID has not been entered for the relevant bank account.
• Direct debit transaction limit: the SEPA direct debit contract with the bank specifies, if required, the maximum amount that can be collected per transaction.
• Currency: this field is only available if the Foreign currency module is activated in the domain. Activate this module in the Yuki Store. Select the correct foreign currency. If the currency doesn't appear in the list then first activate the currency by clicking the 'Settings' icon on the navigation bar. Now click 'Countries' under Financial in the screen now opened.
• Opening balance (in foreign currency): if the account was already active in previous financial years that were not recorded in Yuki then enter the balance in accordance with the final balance of the year before the first financial year. If it is a foreign currency bank account, then enter the opening balance in foreign currency. Yuki will automatically creates an entry in the opening balance on GL account '11099 - Opening balance banks'. This general journal entry cannot be changed by the user. If the opening balance of the bank account is changed then the journal entry will also be changed behind the scenes. No new entry is created.
• Active: when you uncheck this box, you make sure the account is no longer shown in the bank account overview. You use this if the account is no longer active in an administration. This gives the account the same status as accounts with a zero balance.You can find the inactive account in the overview of all accounts by clicking on the 0 button.
  
  

Click on the Save button to create the bank account in the selected administration.