The Master GL account scheme

Attention: This help page is for Yuki employees only

Introduction

Yuki works with one GL account scheme per country. All these country schemes are based on one global GL account scheme that is maintained in Yuki Central. A Gl account in the central scheme has a master code that is unique. Each master code can have one country specific GL account per country. Country specific GL account are linked to country specific Reporting models

So in order to understand the Yuki reporting and GL account schemes, you must understand the following parts:
  • Reporting models
  • Master GL accounts
  • Country GL accounts
  • Links between GL accounts and reporting models
In order to modify reporting models and GL account schemes one must have on of the following roles in Yuki central: Software development, Support, Management

Alle applications to maintain schemes can be found under IDR and central rules

Reporting models

A reporting model defines the structure of financial reports like balance sheets or profit & loss statements for a specific country.  Per model you can set if the model is linked to a specific country (or not) and if the model is applicable for a specific year only.

To define a new model, first create an entry in the menu: Reporting models. To edit or delete a model, first click on the model in the list and then click the edit or delete icon in the toolbar.

Every model is build up of reporting categories. A category can be a group of other categories or can be (on the lowest level) a group of GL accounts. E.g.:

 

In this case , Gross margin is a category of the first level, directly linked to the model.

Net revenue and Cost of revenue are categories linked to Gross margin. 

In this model the GL accounts are linked directly to the level 2 categories. But it could also be that there is another level underneath...


To add a category, use the + sign in the toolbar. 


Description
Give the category a description starting with TRM (so it can be translated) e.g. TRMRevenue

Header
Here you define on what level the category should be positioned. If you leave the header blank, the category will be on the first (highest) level. In all other cases link it to an existing category.

NOTE: It is not possible to link a category to another category that has GL accounts linked to it. These categories (lowest level) will not be visible in the header dropdown.

NOTE: It is not always possible to change the link between two categories. So be very careful when setting up the model that you do this correct the first time. The order of categories might be corrupted if you change it afterwards. 

XBRL mapping
Only applicable if you are creating an XBRL model

Default
This setting is only relevant for the categories on the lowest level (where the GL accounts will be linked to). The setting defines if the amounts linked to this category will be primarily debet or credit amounts. If the setting is Credit, in some reports, the amount will be shown flipped from negative to positive.

Type
Only applicable in case the model is a balance sheet. Define here if the category should be shown on the asset or liability side of the balance sheet. (So you do not need to create the categories  Assets and Liabilities. They are always available.

Change the order of categories
You can change the order of categories within there level. You should do this before you start linking other categories or GL accounts to that category. To move a category press the up or down arrow left of the category description.

Link GL accounts to a category

To link (or unlink) Gl accounts to a category, click on the category and then click Edit. You will see the linked GL accounts in the top and the GL accounts still to be linked at the bottom of the list.

A link can be set as a condition to the balance of the account. If you want the GL account to be linked unconditionally, choose "All balances". If you want the link to be active only if the balance is Debet, choose Debet etc..
Make sure that if you link the account only for a specific balance, that you also link it twice, so also for the opposite balance.

Example. A bank account with a positive (debet) balance at a certain period, must be displayed under "Liquid assets" on the asset side of the balance sheet. Is the balance negative however, it must be displayed under "Debts to banks.." on the liability side


Master GL account scheme

The master GL account scheme is the basis of all country specific schemes. Every GL account in the master scheme is always linked to one of the two default reporting models (balance sheet and income statement). These are currently the models used in the Netherlands.

So before creating a new GL account (to be used in a specific) country go to the menu entry GL accounts, choose one of the two default models and set the filter to All, and check if there is a suitable (similar purpose) master GL account available.


or 


You will then see all the existing master GL accounts. In the last column you can see in what countries they are used.

If you want to add a GL account to your local scheme, and the GL account is already available in the master scheme, simply click that GL account and add a country specific entry to that account. See further below how to do that.

If it is not yet available in the master scheme, you need to a gal account to that scheme first and set the basic (global) settings for that GL account.  To do so, click the Add icon. 

NOTE: Before you do so, first decide, while looking at the scheme what a logical master code would be. That code must be unique.


Code
IMPORTANT: Always use a five digit code. Preferably within the range of similar GL accounts.

Description
The description must start with TRM (for translation) and must be unique. Some GL account descriptions are a combination of the description and the full name of the contact linked to it. In that case add {0} at the end of the description. "TRMParticipation {0}"

Type
In some parts of the software this is still used to calculate KPI's like "Revenue". More and more these KPI's are made country dependent based on the local reporting model. Fill this in as good as possible.

Subtype
A GL account needs to get a subtype if the GL account is used by the software or the software filters on specific subtypes. Most subtypes can only be used once and are used by Development to find a GL account. Some important subtypes you might want to use:
  • 15 Revenue by item group
  • 16 Purchase by item group
  • 94 Fixed assets  (make "Depreciation" possible)
Editable description
If you want the Back office user to be able to change the description of this account. We are a bit reluctant to do this too often, to avoid that the user will use the account for a completely different purpose then it was intended...

Enabled
Should the GL account by default be visible to the user or not. Set to enabled if the GL account will be used by the majority if all global users. This flag can be overruled on country local level and on a domain level.

VAT applicable
Sets the default for the VAT-applicability setting. This can be overruled on country local level and on a local level. The VAT applicable flag determines if entries booked on this account must be taken into account in VAT reports. Set to NO for various balance sheet accounts like Loans etc. or for cost accounts like "Insurance"


Make a country specific GL account

  • A master GL account must have at least one country specific version. 
  • It can only have one specific version per country.
  • It is not mandatory to hav a version for a country
With a country specific version of a master GL account the following characteristics of the account can be made country specific:
  • Code
  • Range
  • Description
  • Default enable flag
  • Default VAT-applicable flag
 Code
Per country it is decided how long the code can and must be. For NL that is 5 digits, for BE it is 6 digits. So if you add a country specific GL account always use the correct length. Before deciding what the code must be, first look at your country scheme to make sure the new code does not conflict with existing GL accounts and there ranges.

A code can contain one or more question marks (?)  This is an alternative for a range. E.g. if you define a code like 200??9, the user can make 100 duplicates of this account in the domain but the account always has to start with 200 and end with 9. If you make a code like 700???, the user can make 1000 duplicates that must always start with ???

Ranges
An other way to allow the user to make duplicates is to set a range. So if you want the user to make only 50 duplicates of the account 176000, you set the range to 50. The user can then make accounts between 176000 and 176050.

IMPORTANT: GL accounts and there duplicates can never have an overlap. Always take that into account when creating or changing codes or ranges. Some examples:

  1. If you have 2000?9, you cannot have  200000 with a range of 10, because in both ranges the user could create the account 200009

  2. If you have account 176000 with range 4000, you cannot have account 178000 because 178000 is already in the range of 176000
IMPORTANT:  Without the help of development, it is not possible to reduce an existing range. This is because a user might already have created a local duplicate within that range that would then be placed outside of the new range. 

Description
In most cases the description can be left blank, because that can be solved by a translation of the description of the master GL account. If however you still want to create a new description, make sure it can be translated, so start with TRM.

Default enabled
Use this to overrule the default of the master account

VAT applicable
Use this to overrule the default of the master account


Double check

Once you have created or changed the country specific account, go to your country specific GL account scheme and sort this on the local code. Then check if the changes will not create any conflicts in the ranges.

Generate a country specific script

To update the scheme used in all domains, a script must be generated that, when executed, will process all changes. To generate a script do the following:
  1. Go to the menu "GL accounts". It is no necessary to select a specific model
  2. Set the filter to "With country specific information"
  3. Select the country 
  4. Press the button: "Country script"
  5. Describe the changes you have made for the release notes.

SUMMARY What to do to create a new GL account for your country

  1. Go to menu GL Accounts
  2. Select one of the default reporting models
  3. Check if a suitable GL account is already available 
  4. If No
    • create a new Master GL account
    • Link this new account to a category of the default reporting model
    • Create an update script for the Dutch reporting models
  5. If Yes
    • click on the Gl account
    • Add new country specific info
    • Go back to the Gl Accounts
    • Choose the specific reporting models for your country you want to link the GL account to
    • Link the country specific GL account
    • Create an update script for your country
  6. Go to menu GL accounts- country info
    • Search the new country specific account
    • Click on the second description column to translate the description


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