Accounting notice for France (billing module)
This document is aimed at accounting firms that wish to integrate Yoplanning accounts via file import.
Prerequisites: The Team must have subscribed to the invoicing module. Have correctly completed the chart of accounts. \
You are an accountant, ask your client to invite you to Yoplanning with accounting access. Once your Yoplanning account is created, you can have access to as many clients as you want with the same identifiers.
The available exports are as follows:
Cash journal.
Sales Journal
OD Journal (Assignment of turnover to the various staff who supervised them.)
Notes concerning the cash journal and sales journal.
2 possible choices to be determined at the start:
(This can be modified in the team settings)
Type "Quadra" Import only from the Sales journal: (Excel format) So process all entries globally and reconstitute the cash register with the bank.
Type "CEGID" Import from the sales journal + Cash journal. This involves automatic matching by part number between the two journals. This allows more precise monitoring of deposits and receipts and allows payments and the bank to be reconciled.
The Principe of fonctionment
For the vast majority of our clients, most transactions are deposits, because the services are planned in the future of the payment date. More or less distant future depending on the case, from several months to a few minutes.
The logs are therefore organized as follows:
Cash journal, deposits are in 419, invoice payments are in 411 with a counterpart from the cash register in 530 (all payment methods combined, you have a distinction of payment method in auxiliary account)
Sales journal, established at the time of the invoice with all deposits to 419, the remainder to be paid to 411 and all breakdowns in return (cpt 7 and VAT)
Each line has a document number which allows bank reconciliations to be carried out automatically. (see examples at the end of the document)
Note: Due to business specificities, most collections are in fact advance payments, because invoices can only be issued at the end of the service. Reservations and payments mainly take place before the service. This explains the large number of lines to 419 in the logs. To facilitate bank reconciliation, when it is not possible to do so via the payment references found in the item number column, we have added the corresponding invoice numbers to the sales journal auxiliary. In addition, in the cash journal, an additional column (deletable before import if necessary) indicates the invoice number associated with the collection (when known). it being understood that depending on the date on which you do the crate export. Invoices may not have been issued yet.
The configurable accounting plan:
Sales account (by default 411000) configurable at Team level (as well as the start month of the financial year and the export format preferred by the firm.
Product accounts (default 706000) to be entered in each product, accounting section. Usage advice: differentiate the product account depending on whether their VAT differs or the nature of the service.
Material Account (default 707000) these are any options or things sold that are not planned. User advice: Please note, the accounts are different depending on the nature of the item, the default value corresponds to merchandise (a t-shirt for example)
VAT account, (no default value) for each different VAT rate you must enter the VAT account example 445020 for VAT at 20%.
Examples of Logs:
Reconciliation method
To reconcile the cash journal with the sales journal, you can rely on the part number. The reference indicated when it is a 419 account at the time of registration of the cash register, that is to say that the invoice does not exist, In the document number column of the journal checkout, the reference indicates the payment identifier. You can find this reference in the export of the sales journal, in the same item number column.
If your accounting tool does not allow automatic reconciliation by part number, or you do not import the cash journal, you can make the reconciliations using the additional information that we have inserted into the sales journal at the sales level. auxiliary column and in the cash journal at the level of an additional column invoice number.
Note: Please note, do not confuse in the cash register, the part number reference indicated is not an order reference, but rather the payment reference. Indeed, order references can possibly change, because they can be merged, canceled, transformed, while the cash journal is immovable.
Data export method:
Cash journal:
The journal is dynamically generated each time a payment is entered into the Yoplanning cash register. User can download the defined CSV according to the payment list filter. So for a defined period.
If you want details by payment method, you have an Excel export of the cash register in the list of payments.
Sales Log:
The sales journal is generated when an invoice is issued and when it is canceled (Credit note). Downloading the log is done in Order / Invoice tab in the three small dots menu at the top right. The download period is done according to the filter that you have entered in the list of invoices.
Journal OD
Prerequisites: the supervisors' fees must have been generated via the Yoplanning application
Access to this journal is from the list of fees. By selecting the staff fees, a button allows you to generate the OD log.
Please note, the generation time can be long if you choose a lot of fee slips. (We do not recommend doing this for an entire season. Break your calls into months at most.)
The OD journal is a journal specific to structures that use independent workers in the context of collection on behalf of third parties. This makes it possible to compare the turnover achieved by each client by the professional who supervised them and to highlight the margin made by the structure.
This journal represents, session by session, all the revenue allocation lines for all services. For a planning session, this generates 8 lines in the OD log. See the example below.
Nnote: During a six-day course for example, the entire course is divided into sessions then sent to the OD log because depending on the days and sessions the supervisors can be different. which explains that the OD log will have a large number of lines.
Last updated
