'Trial balance check' feature

Disclaimer

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

Only a user with the 'Portal back office controller' or 'Back office controller' role in the domain or the 'External accountant' role can check all (used) general ledger accounts one by one from the Trial balance. 

This 'Check status' is only visible if one administration is selected and not the current fiscal year. In addition, the control column is only shown if an administration is blocked.

TIP!

An administration can only be blocked when all VAT returns and payroll tax assessments are present in the administration. All VAT returns must have the status 'Historical' or 'Closed' (sent to and confirmed by the tax authorities). The supplement may still have the status 'Draft'

However, an administration can only be closed if the supplement also has the status “Historical” or “Closed”. 

The check consists of the following steps:

• Block administration
• Review GL accounts:
  • Add comment(s) (if necessary)
  • Attach document(s) (if necessary)
  • Mark as checked
  • View history.
• Close administration..

Block administration

To check GL accounts for a financial year or period, an administration will need to be blocked. 

Hover your mouse over the Financials icon in the navigation bar, then click on Trial balance.

In the calendar, select the appropriate fiscal year (or other period). Then click on the Block or close administration button.

In the now-opened screen, in the Block section, select the last day of the period you want to check, thus up to this date the administration will be blocked.

Then click on the Save button.

As soon as an administration has been blocked, a blue bar will appear at the top of the screen with the date up to and including which the administration has been blocked.

By clicking on the Edit link in the blue bar, the check status can be changed at any time.

ATTENTION!

• At the time you want to block a financial year of an administration that serves as a Fiscal unity, all VAT returns of all administrations that are part of the Fiscal unity must have the status “Historical” or “Closed'.
• A user with the 'External Accountant' role can block the administration not from the trial balance but from the domain settings.

  Click on the Settings icon in the navigation bar and then in the now-opened screen under the Domain heading click on Block and close.

The administration is now blocked for changes by all users without the 'Portal back office controller', 'Back office controller' role in the domain or the 'External accountant' role.

After closing the financial year, the financial year can be closed in Yuki so that no user can apply changes to the closed financial year.

Check GL accounts

Once an administration is blocked, the Balance review column is shown on the screen. In this column, you can track the status of the GL account.

To start reviewing the GL account, hover your mouse over the line of the corresponding GL account and then click on the Review button.

The following screen is opened:

Add comments 

In the Comment field, add a comment about the GL account, if necessary. 

Then click on the Save button.

A speech bubble icon is added behind the corresponding GL account in the Balance review column.

When you hover your mouse over this speech bubble icon, the entered comment appears.

Attach documents

For example, documents about a loan or asset statement can be attached here.

To attach documents as attachments to a GL account, click on the Attach from archive button.

In the now-opened screen, select one or more documents from the archive of your administration to be attached and then click on the Attach button. 

TIP!

The documents in this screen can be filtered by folder, document type, period or administration.

Then click on the Save button.

A document icon is added behind the corresponding GL account in the Balance review column.

When you hover over this document icon, the number of documents attached to the GL account is shown.

Mark as checked

To mark a GL account as checked after the review, hover your mouse over the line for that GL account and click on the Mark as checked button.

A green check mark is added behind the corresponding GL account in the Check balance column.

When you hover your mouse over this green check mark, a pop-up appears showing the name of the user who marked the ledger account as checked, the date and time of this check, and the balance of the ledger account.

ATTENTION!

A mark as checked can always be removed by hovering your mouse over the line of the corresponding GL account. Then click on the Review button.

In the now-opened screen, uncheck the checkbox Checked.

View history

Click on the Previous periods tab to view the history of comments added previously. 

Comments from previous years will also be shown.

Close administration

Once all GL accounts have been checked, the administration can be closed. 

Click on the Edit link in the blue bar at the top of the screen.

In the now-opened screen, in the Close section, select the last day of the period you checked, up to and including this date the administration will thus be closed.

Then click on the Save button.

Once an administration is closed, a blue bar will appear at the top of the screen showing the date through which the administration was closed.

No user can still make changes to the administration's closed financial year.