Accounting guide for France (invoicing module)

This document is intended for accounting firms wishing to integrate Yoplanning entries via file import.

1. Prerequisites and Access

• Module: The Team must have subscribed to the "Billing" module.

• Access: Ask your client to invite you to Yoplanning with accounting access. Once your account is created, you can access all your client files using the same login credentials.

• Configuration: The chart of accounts must be correctly entered in the Team configuration.

2. Accounting operating principle (419 vs 411)

For the majority of activities managed in Yoplanning, payment is collected before the service is performed (and therefore before invoicing).

The system manages this timeline dynamically:

1. Before invoicing (Deposits): Upon receipt of payment, the entry is generated in the cash journal under account 419 (Advances and deposits). This is a deferred revenue entry.

2. After invoicing (Customers): When the invoice is issued (usually after the service), Yoplanning updates the existing cash receipt entry by switching account 419 to account 411 (Customers).

This allows for automatic matching by part number between the sales journal and the cash journal.

3. Export and Revision Strategy (Critical Point)

To ensure consistency of balances and lettering, it is imperative to follow this methodology when preparing your monthly or annual statements.

A. Sales Journal (CA)

• Export period: The month concerned (e.g., Month M-1).

• Contents: Invoices issued, VAT collected and breakdown of turnover.

• Access: Menu Orders > Invoices > Menu "..." (top right).

B. Cash Journal (Treasury)

• Export period: From the beginning of the fiscal year until today's date.

• Why? Unlike the sales journal, the cash journal is dynamic. A payment received in January (initially in account 419) may have its allocation changed in March (to account 411) following the issuance of the invoice.

• Action: You must re-import the cash register from the beginning of the fiscal year to update previous entries and convert down payments into reconcilable customer payments.

• Access: Menu Payments > Export.

Note: If you only export the current month for the cash register, you will not see the update of past receipts and you will have balance inconsistencies (411 unallocated).

C. Journal of ODs (Specific "Third-Party Account")

This journal is specific to structures working with independent workers and practicing payment collection on behalf of third parties.

• Function: It allocates revenue by stakeholder (Staff) to calculate rebates and structural margin.

• Volume: This journal generates a large number of entries (8 lines per session). It is recommended to export it month by month.