Archive domain or terminate contract of domain

Disclaimer

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

Through the details (settings) of a domain, a user with the “Portal administrator” role can archive the domain or terminate the contract for that domain.

ATTENTION!

A domain cannot be archived or the contract of the domain cannot be terminated when a bundle is still being purchased by the entrepreneur. The entrepreneur must be contacted to convert the current bundle to the Minimal bundle.

After an entrepreneur downgrades the bundle, after the end of the month, the domain can be archived or the domain's contract terminated.

Archive domain

An archived domain gets the status 'Archive', the domain remains accessible and the data viewable. However, no more data in the domain can be changed and/or added.  

An archived domain is accessible to:

• a user with the 'Portal administrator' role
• all employees of the accountancy firm or a user with a 'Back office' role in the domain (if so set in BO access)
• a user with access to the domain at the domain level. 

ATTENTION!

After archiving a domain, all realized accounting links in the domain are not automatically stopped. The entrepreneur must be contacted if necessary to stop the accounting links.

Terminate contract of domain

A domain whose contract has been terminated receives the status 'Inactive', the domain is no longer accessible which means that no more data can be viewed, changed and/or processed.

A notification appears in the domain as of when the domain's contract has been terminated. This allows the data in the domain to be exported in time by the entrepreneur or the back office. 

ATTENTION!

After terminating the contract of a domain, all realized accounting links in the domain are not automatically stopped. The entrepreneur must be contacted if necessary to stop the accounting links.

The data in the domain will be permanently removed from Yuki after 6 months. However, the 'empty' domain remains present in Yuki and will be shown in overviews as an 'inactive' domain. 

Export documents and financial transactions for entrepreneur's retention obligation

If a domain's contract is terminated, an export of the entire Yuki Archive must be made for the entrepreneur's retention obligation. This export must be kept for at least seven years. 

Only a user with the 'Management' role in the domain can export all documents from the Yuki Archive. 

For a detailed description, see article How do I create an export of all documents from Yuki?

In addition, financial transactions must also be exported as an XAF Audit File.

Only a user with a 'Back office' role in the domain or the 'Management', 'Financial Administration' or 'External Accountant' role can export an XAF Auditfile.

For a detailed description see article Export financial transactions.

The export of all documents and the XAF audit file should be done at least two days before the contract actually expires. If this happens on the last day of the contract, it is no longer possible to log into the domain via the link in the mail to perform the export and the contract will have to be extended by one month.

The screen to enter and/or change the details (settings) of a domain is opened as follows:

• automatically immediately after creating a new domain
• In the accountant portal, click on Management and then click on Domains. Then click on the name of the domain.
• In the accountant portal, click on Management and then click on Domains. Then hover your mouse over the line of the domain in question, click on the button with the three dots, and then select View domain details from the menu.

The following screen is opened:

Then click on the Change domain contract button.

The following screen is opened:

On this screen, select whether you want to archive the domain or terminate the domain's contract. Then click on the Next button.

In the now-opened screen, you must first enter the reason for termination.

You are required to select a reason for termination. If you select the reason Other then you must provide an explanation.

Click on the Next button.

If you have indicated that you want to archive the domain, the following screen is opened:

Select here whether you want to archive the domain as of the current month or the next month.

Click on the Next button.

The email address of the domain owner is automatically filled in by Yuki.

To notify other users of the domain of the change, add their email addresses by clicking on the Add email address button and then selecting the appropriate users.

To preview the email that will be sent, click on the Email preview button.

Click on the Submit button to actually submit the contract change to Yuki. You will receive an email with the contract confirmation and related details.

If you have indicated that you want to terminate the contract, the following screen is opened:

Select here whether you want to terminate the domain's contract as of the current month or the next month.

Click on the Next button.

The email address of the domain owner is automatically filled in by Yuki.

To notify other users of the domain of the change, add their email addresses by clicking on the Add email address button and then selecting the appropriate users.

To preview the email that will be sent, click on the Email preview button.

Click on the Submit button to actually submit the contract change to Yuki. You will receive an email with the contract confirmation and related details.