Yuki Analytical accounting

Disclaimer

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

The Yuki Analytical accounting feature provides you with in-depth insight into the sources of your costs and revenues. Analytical entries are processed off-balance-sheet. This means they are not actually posted to the official general ledger accounts in your accounting system, but are assigned to specific dimensions via an analytical plan (a view).

This allows you to work with cost centers (such as departments) and cost objects (such as finished products), while keeping your regular chart of accounts streamlined and organized.

The feature is fully integrated into the Financials functionality.

Click on the video to watch “Yuki Analytical Accounting”! (NL)

Click on the video to see how to assign transactions based on default values! (NL)

Click on the video to see how to consolidate revenue and costs from multiple administrations! (NL)

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

Permissions and roles

Only a user with the 'Portal Administrator', “Portal back office', 'Management', 'Financial Administration' or 'External accountant' role can use the Analytical accounting feature.

Reports and overviews

You can generate reports with totals per posting period or per year, including comparisons with previous periods. Yuki offers three overviews for this purpose:

• Profit and loss by value
• Profit and loss value comparison
• Profit and loss by dimension.

Access to Analytical accounting

To access:

• click the Financials icon in the navigation bar
• then, in the now-opened screen, under Overview click on Analytical accounting.

Analytical accounting home screen

Set up Analytical accounting

Always set up your analytical accounting in consultation with your accountant. Determine in advance what insights you want to gain and how detailed the data needs to be. Then follow these steps (each topic is explained in detail in a separate article):

1. Create analytical view
   A view is the main framework in which you structure your revenues and expenses so you can analyze them (for example: “Revenue and Costs by Department”).
2. Create scope
   In the scope, you determine which transactions should be analyzed (the input). This can be a series of GL accounts, or, for example, the name of a specific customer. You must create at least one scope.
3. Manage dimensions
   For advanced reporting, you link a dimension as a label to a value. In Yuki, you can work with one or two layers (dimensions) on top of the chart of accounts. Within each dimension, you define a label and at least one option.
4. Create values
   Values are the specific categories to which transactions within the scope are assigned. For a department view, for example, these values are: Sales, Purchase, Administration, and Support. You can create an unlimited number of values.
5. Create distribution key
   If costs or revenue need to be allocated across multiple values (for example, housing costs across all departments), you use a distribution key. In it, you define the “weight” (the percentage or share) for each value, after which Yuki automatically performs the allocation.
6. Create allocation rule
   An allocation rule ensures that transactions within the scope are automatically linked to the correct value or distribution key.
   
   

Practical example: “Revenue and costs by department” view

Suppose your organization has four departments: Sales, Purchase, Administration, and Support. After setting up the view, you can view the data in two ways:

• By department: You can see the exact breakdown of revenue and the various expense items (such as rent and personnel) for each department.
• By GL account: You can see how the expenses for a specific account (for example, “41000 Rental expense for buildings”) are distributed across the four departments.

Here's how to set up this sample view in Yuki:

• Scopes:
  • GL account type: Revenue
  • GL account type: Costs.
• Dimension: Department
• Values: Sales, Purchase, Administration, Support
• Distribution keys (Weight):
  • Housing costs (Equal distribution): Sales (25), Purchase (25), Administration (25), Support (25).
  • Payroll costs (Based on FTE): Sales (6), Purchase (3), Administration (4), Support (2).
  • Phone and internet costs: Sales (35), Purchase (15), Administration (15), Support (35).
• Allocation rules:
  • GL accounts 80000–80008 → Allocate to value: Sales
  • GL category “Sales costs” → Allocate to value: Purchase
  • GL category ‘Housing costs’ → Allocate to allocation key: Housing costs
  • GL category ‘Office costs’ → Allocate to value: Administration
  • GL category ‘Sales costs’ → Allocate to value: Sales
  • GL account ‘Books, prospectuses and documentation’ → Allocate to value: Support
  • GL category ‘Payroll costs’ → Assign to Allocation Key: Payroll costs
  • GL account ‘Telephone and internet costs’ → Assign to Allocation Key: Telephone and internet costs.