Set chart of accounts (GL accounts)

Modified on Tue, 28 Nov 2023 at 10:06 AM

Disclaimer

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


A domain in Yuki only works with one chart of accounts. So there is no chart of accounts for each administration. Some GL accounts will be created automatically when you register a shareholder, director or participation when setting up an administration.


It is possible to work with a fixed chart of accounts for the office (a so-called chart of accounts template) with which you can simply update GL accounts in other domains. You can use the 'demo' domain within the portal, define the chart of accounts that you want to use within the office in that domain.


Voor een uitgebreide beschrijving zie artikel Update chart of accounts from domain.


Only a user with the 'Back office' role in the domain or the 'External accountant' role can set the chart of accounts.


All configured settings like the settings of the chart of accounts are gathered and categorised in one place in your domain.  


You can open the chart of accounts from different places in Yuki:

  • Click on the Financials icon in the navigation bar and then click on Chart of accounts
  • Click the Back office icon in the navigation bar and then click on Chart of accounts
  • Click on the Settings icon in the navigation bar and then, in the now-opened screen, click on GL accounts.


The following screen (Yuki remembers the last view of this screen) is opened:



In this screen you can use the following buttons or drop-down menus:

  1. Select whether you want to view all GL accounts, revenue and costs accounts ór asset and liabilities accounts (balance sheet accounts).
  2. View only the active (visible) categories.
  3. View all available GL accounts.
  4. Search for a GL account based on a part of the description or number (code).
  5. Update the chart of accounts based on a chart of accounts for the office (chart of accounts template) from another domain.
  6. Specify here whether the RGS codes and descriptions of RGS Version 3.0 or 2.1 should be shown.
  7. Customise the displayed columns in the chart of accounts.
  8. Download the chart of accounts shown here as a CSV file. 

Adjust chart of account for domain

Yuki works with a semi-fixed chart of accounts. This means that the classification of the chart of accounts is fixed. In addition, you have the possibility to refine the chart of accounts by enabling/disabling, duplicating or setting a GL account.


Enable/disable GL account

Select or deselect the Enabled column. Disabled GL accounts cannot be selected (found) when recording entries. Yuki doesn't allow a new entry to be recorded in a 'Disabled' GL account. 


It is possible to disable a GL account on which was recorded in the past. That GL account remains visible in reporting but cannot be used anymore for new entries.



Duplicate GL account (dynamic account)

When you duplicate a GL account you will create an additional GL account in the chart of accounts. That GL account will be reported in the same category as the GL account that was duplicated. GL accounts that have a (+) in the last column can be duplicated. 



Click on the + behind the GL account that you want to duplicate. The following screen is opened: 



You can assign a code (number) within a predefined range to the new GL account. This range will be indicated in the yellow bar.


You can also set the following for that GL account:

  • Description (required)
  • Enabled: does the GL account have to be enabled (activated)
  • VAT applicable: is VAT applicable (do entries on this GL account have to be included in the VAT return?)
  • Deductible VAT percentage: for what percentage is the VAT of the entries on the GL account deductible (This is a suggestion and can be changed per entry)
  • Grouping code: only possible to set for revenue and costs accounts.
    This only affects the webservice link of Visionplanner and CaseWare: the balances of these GL accounts wil be grouped by grouping code during the export.
  • Comments: special instructions for the back office, a notification will be displayed when the GL account is selected in the entry screen.


Set GL account

You have to click on the description of the GL account and then on Ledger account on the left of your screen in order to change the settings (see above) of a GL account. 



Click the pencil in the now-opened GL account.


In the screen now opened you can change the settings of the GL account.



The description of certain GL accounts in Yuki can be changed. 

It is possible to link a contact to a current account. Often Yuki will have automatically linked a contact already. 


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