Set up chart of accounts (GL accounts) (Beta)

Disclaimer

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

A domain has only one chart of accounts. Thus, there is no chart of accounts per administration. Some GL accounts are created automatically if you define, for example, a shareholder, director or participation when setting up an administration.

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

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

From this screen, a user can:

• update the chart of accounts from another domain
• activate or deactivate a GL account
• duplicate a GL account
• change the settings of a GL account
• delete a GL account.

All captured settings such as chart of accounts settings, among others, are grouped and categorized in one place in your domain.

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

• Hover your mouse over the Financials icon in the navigation bar, then click on Chart of accounts 
• Click on the Back Office icon in the navigation bar, then click on Chart of accounts
• Click on the Settings icon in the navigation bar and then click on Chart of accounts in the now-opened screen.

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

Update chart of accounts from another domain

To update the chart of accounts from another domain, click on the Update from another domain button a tthe top right of the screen.

For a detailed description see article Update chart of accounts from other domain.

Activate or deactivate GL account

Check or uncheck the Active column. GL accounts not enabled cannot be selected (found) when entering entries. Yuki does not allow a new entry to be posted to a 'Not activated' GL account. 

It is possible to deactivate a GL account that has been posted to in the past. That GL account remains visible in the report but can no longer be used for new entries.

Duplicate GL account (dynamic account)

This creates an additional GL account in the chart of accounts. That GL account is reported under the same heading as the GL account from which it is copied. 

GL accounts that have a black GB icon in the Type column can be duplicated.

A pop-up also appears when you hover the mouse over a GB icon:

Hover over the line of the GL account you want to duplicate. Then click on the Create GL account button.

The following screen is opened:

A code (number) within a predetermined range can be given to the new GL account. This range is indicated under the Code field.

You can also set the following for that GL account:

• Description (required)
  
  TIP!
  Click on the arrow behind the GL account description to translate the description into English or French.
  
  
• Applicable VAT: is VAT applicable (should entries on this ledger account be included in the VAT return?).
• Deductible VAT: to what % are entries on the ledger account deductible for VAT (This is a suggestion and can be changed per entry)
• Grouping code. set only for revenue and cost accounts.
  This only affects the web service link for Visionplanner and CaseWare: the balances of these GL accounts are grouped by grouping code during export.
• Customer-specific notes: special instructions for the back office, they will be notified if the GL account is selected in an input screen.

Set up GL account

To change the settings (see above) of a GL account, hover the mouse over the line of the corresponding GL account. Then click on the button with the three dots and then select the menu option GL account settings menu option from the dropdown menu.

The following screen is opened:

For certain GL accounts in Yuki, the description can be modified, but not for other GL accounts. 

For CA accounts, it is possible to link a contact to the account. However, this is often already done automatically by Yuki. 

If necessary, change one or more settings and then click on the Save button.

Delete GL account

To change the settings (see above) of a GL account, hover the mouse over the line of the corresponding GL account. Then click on the button with the three dots and then select the menu option GL account settings menu option from the dropdown menu.

The following screen is opened:

Click on the Delete GL account button.

The following message appears on the screen:

Click on the Delete button to actually delete the GL account.

ATTENTION!

The GL account cannot be deleted if it is still being used in transactions, documents, default values, document processing rules and/or invoice lines.