Yuki Analytical accounting

Modified on Wed, 14 May at 12:07 PM

Disclaimer

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

In Yuki, you have the option of analytical posting. Analytical entries are processed off-balance sheet, which means that they are not actually posted to GL accounts in your administration. These cost and revenue entries are assigned to certain dimensions, such as cost centers and cost carriers, according to an analytic plan (view).

A well-known example of cost centers are departments within a company, cost carriers are end products to which costs are attached.

As an entrepreneur, it is interesting to have insight into where certain costs and revenues come from so that business processes can be analyzed and adjusted where necessary.

In a domain or an administration you can work with one or two layers (dimensions) on top of the chart of accounts that can be named themselves and in which within each dimension the transactions can be assigned to certain analytic ledger accounts. Working with dimensions keeps the chart of accounts in your accounting system clear.

Yuki Analytical accounting is available only when a user with the 'Management' role has selected the Large or Unlimited bundle through the Yuki Store in the domain.

The 'Analytical accounting' feature is available only to a user with the 'Portal administrator', 'Portal back office', 'Management', 'Financial administration' or 'External accountant' role.

Reporting analytical accounting

For analytical accounting, it is also important that reporting can take place based on the dimensions with the required total counts per accounting period, per year and in comparison with other periods and years.

Yuki offers three reports for this purpose:

The Analytical accounting feature is integrated into the Financials functionality.

Click on the video to watch Yuki Analytical accounting! (NL)

Click on the video to watch assigning transactions based on default values! (NL)

Click on the video to watch consolidating revenue and costs from multiple administrations! (NL)

Set up Analytical accounting

Set up your analytical accounting (with one or more analytic views) with the help of your accountant. First, decide what data you ultimately want to view in your analytical accounting views and how detailed this data should be. Use this data as a starting point to build the analytic view(s) in Yuki.

Steps to follow to set up analytical accounting in Yuki:

Create analytic view
An analytic view is basically a plan you create to assign various costs and benefits to your view and then analyze them. Examples of a view are: department, project, etc.
Create scope
In a scope, you determine which transactions are to be analyzed within your analytic view. These form, as it were, the input to your analytical accounts. Examples of a scope are: a set of GL accounts, the name of a contact, etc.
You must create at least one scope.
Manage dimensions (for more advanced views)
To generate more advanced views, you must associate a dimension as a label to a value.
A label and at least one option must be defined within each dimension.
Create value
The categories to which you can assign transactions that fall within your scope are called values. Examples of values for the analytic view “Revenue and costs by department,” for example, are Sales, Purchasing, Administration and Support.
You can create an unlimited number of values.
Create distribution key (for distributing revenue and/or costs over multiple values)
A distribution key can be set as the output for an allocation rule. Within a distribution key, you must define at least one weight that automatically distributes a transaction across multiple values.
So the weight of a distribution key determines how the revenue and costs of transactions will be automatically distributed across values.
An example is distributing housing costs among the different departments.
Create allocation rule
An allocation rule automatically assigns the processed transactions that fall within the scope you created to a value or a distribution key.

Each step is described in detail in a separate article.

Example analytic view 'Revenue and costs by department'

Suppose you work within an organization with four departments: Sales, Purchasing, Administration and Support.

For example, after assigning the transactions to the analytic ledger accounts, a statement can be viewed showing revenue and costs by department, namely:

Sales department:

sales
tota revenue
housing costs
sales costs
other operating expenses
personnel costs
etc.
total costs.

Of course, this overview can also be viewed for the Purchasing, Administration and Support departments.

On the other hand, an overview can also be viewed, for example, with the costs per GL account for each department such as the GL account '41000 Rent business premises'.

GL account '41000 Rent of premises':

Sales department
Purchasing department
Administration department
Support department.

Build analytic view

The analytic view “Revenue and costs by department” can be built as follows:

Scopes:
- GL account type: Revenue.
- GL account type: Cost.
Dimension: Department
Values: Sales, Purchasing, Administration and Support.
Distribution keys:
- Housing costs (proportional distribution).
  Weight:
  - Value Sales department, Share 25
  - Value Purchasing department, Share 25
  - Value Administration department, Share 25
  - Value Support department, Share 25.
- Personnel costs (distribution based on number of employees)
  Weight:
  - Value Sales department, Share 6
  - Value Purchasing department, Share 3
  - Value Department ddministration, Share 4
  - Value Support department, Share 2.
- Telephone and Internet costs (larger share of Sales and Support department)
  Weight:
  - Value Sales department, Share 35
  - Value Purchasing department, Share 15
  - Value Administration department, Share 15
  - Value Support department, Share 35.
Allocation rules:
- Assign input GL accounts '80000-80008' to output value 'Sales department'
- Assign input GL category 'Cost of sales' to output value 'Purchasing department'
- Assign input GL category 'Housing Costs' to output key 'Housing Costs'
- Assign GL category 'Office costs' to output value 'Administration department
- Assign GL category 'Sales Costs' to output value 'Sales department'.
- Assign input GL category 'Professional Literature' to output value 'Support department'
- Assign GL category 'Salaries, social charges and allowances' to output key 'Personnel costs'.
- Assign GL account 'Telephone and internet costs' to output key 'Telephone and internet costs'.