Administration

Administration /periodandyear/help/administration section Create accounting office templates for automatic checks and reconciliation plan. 2024-09-30T16:52:08+02:00 # Administration Create accounting office templates for automatic checks and reconciliation plan. In **Administration** you can do actions for multiple customers in your accounting office. You go there by clicking the **Person** -icon in the top right corner and select **Administration**. ![](./img/administration.JPG) In **Administration - Templates**, you can create templates for your own automatic checks or manage templates for reconciliation that you can use for one or several of your accounting office\'s customers. Templates for auto checks /periodandyear/help/administration/templates-for-auto-checks section 2024-09-19T15:50:46+02:00 # Templates for auto checks In **Administration - Templates for auto checks** you create and maintain templates for your own sets of auto checks that you want to use for your customers. You can base your templates on standard checks for either impersonal or personal (**Company category**) or a customers setup of auto checks (**Customer**). Once you have created a template, you select the checks to include and what customers should be connected to the template. When you create the template, a number of standard checks are included which you can choose to have active or inactivate but you can also create your own auto checks. You can also set a default template for new customers. In the table on the page, the name of the template is displayed, along with the customer type and the number of customers currently using it. On the right hand side, in the **Status** column, the template status is displayed. The icons indicates the following: | Icon | Description | |--------------|-------------| | Red icon | The template has not been applied for all customers. There are customers added to the template but the template isn’t applied so therefore the template is not in use on these customers. | | Orange icon | The template is not updated for all customers. There are changes made to the template and those are not updated for the customers that use the template. | | Green icon | The template is updated for all customers. | By clicking the template name in the **Name** column, you will enter an edit mode where you can see more information about the template. When clicking a row in the **Number of customers** column, the customers currently using the template are displayed. Create template /periodandyear/help/administration/templates-for-auto-checks/create-new-template page 2024-09-30T16:52:08+02:00 # Create template 1. Select **Administration - Templates - Templates for auto checks**. 2. Select **New template**. 3. Name the template. 4. Select if you want to base your template on either **Company category** or **Customer**.

For Company category, you can select either Impersonal ,Personal or Participant taxed. Depending on what type of category you select, you will get different sets of auto checks. The list of auto checks is displayed to the right.

If you select Customer you will get the same customer type as on the customer and the default checks and the autochecks that was created on the customer will be included in the template.

5. Select **Save** or **Save and edit**. When **Save** option is selected, the list of templates is displayed. If **Save and edit** is selected, the **Auto checks** tab will open and you can edit the template riqht away. When you have created a template the next step is to set the checks to include in the template and what customers it should be used for. To edit a template, you click the template name in the template list. A screen is displayed with the tabs **[Auto checks](/periodandyear/help/administration/templates-for-auto-checks/edit-template-autochecks)**, **[Customers](/periodandyear/help/administration/templates-for-auto-checks/edit-template-customers)** and **[Properties](/periodandyear/help/administration/templates-for-auto-checks/edit-template-properties)**. Auto checks, templates /periodandyear/help/administration/templates-for-auto-checks/edit-template-autochecks page 2024-09-19T15:50:46+02:00 # Auto checks, templates In the **Administration - Templates - Templates for auto checks - Auto checks** tab, you can see all checks that the template contains. The default checks that is a part of the program are marked with a padlock. In the template you can adjust which of the default checks that you want to use by disabling the ones that you don't find useful. You do this by selecting the icon in the **Action** column and select **Disable**. From here, you can also copy an existing check. To create your own check for this template, select **Create check**. In the appearing screen, you enter the check type, name and a description. When clicking **Next**, you will be prompted to enter information depending on the type of check it is. The checks you create by yourself are possible to delete from the template.

In the topic Check settings, you can read about what check types are available.

The auto checks created in the template cannot be changed or deleted when they are visible for a customer.

Customers, templates /periodandyear/help/administration/templates-for-auto-checks/edit-template-customers page 2024-09-30T16:52:08+02:00 # Customers, templates In **Administration - Templates - Templates for auto checks - Customers** tab, you select what customers the template should be connected to. The icons in the **Status** column indicates the status of the template for each customer. | | | |:------------|:---------------------------------------------------| | Red icon | The template has not been applied to the customer. | | Orange icon | The template is not updated on the customer. | | Green icon | The template is updated on the customer. | ## Connect the template to a customer 1. Select **Show all customers** in the upper right corner. All customers with the same company type as the template will be displayed in the list. 2. Select one or several customers you want to connect the template to. 3. Select **Add**. The customer will be added to the list of customers that uses the template. 4. Select **Apply**. When applying the template to the selected customers, the auto checks in the template are pushed out to these customers. They are added to the current and future financial years. The following happens: - Default checks that are disabled in the template will also be disabled for the customer under **Transaction analysis - Auto checks - Check settings**. The default checks are included in the program and read only. - The auto checks that are added in the template are added on the customer under **Transaction analysis - Auto checks - Check settings**. These are read only and administered by the accounting office when they are visible on the customer. - The auto checks that are added on the customer are not affected by the template (Custom auto checks). - When the template is in use for a customer, it will not be possible to change the check status from enabled to disabled on the customer. This can only be changed under **Administration - Templates - Templates for auto checks**. ## Remove the template from a customer 1. Select the customer for which you want to remove the template. 2. Select **Remove**.

A control question is displayed where you must confirm that you want to remove the template from the customer/customers.

The default auto checks and auto checks created on the customer (custom auto checks) are not affected.

Properties, templates /periodandyear/help/administration/templates-for-auto-checks/edit-template-properties page 2024-08-14T17:00:37+02:00 # Properties, templates In **Administration - Templates - Templates for auto checks - Properties** tab, you will see general information about your template. Here, the template name, the type of customer it is used for and how many customers it is connected to is displayed. If desired, you can change the name of the template here. If you want the template to be used as default for new customers, select **Default template for new customers**. It is only possible to delete a template when it is no longer connected to a customer. If any customers are connected to the template, **Delete** in the bottom left of the page will be inactive. Templates for reconciliation plan /periodandyear/help/administration/templates-for-reconciliation section 2024-09-30T16:52:08+02:00 # Templates for reconciliation plan The purpose of the reconciliation plan is to allow users to define how frequently an account should be reconciled. This is done using various reconciliation templates that are linked to different clients, and thus providing users with a reconciliation plan per client. The following system templates are included in Period & Year: - System template (impersonal) - System template (personal) - System template (participant-determined) The system templates are read-only and maintained by Visma Software. To access and manage templates, an **Admin user** can log in to any Period & Year client and click on the **Person** -icon in the top right corner and select **Administration**: ![](./img/administration.JPG) Manage templates /periodandyear/help/administration/templates-for-reconciliation/manage-templates page 2024-09-30T16:52:08+02:00 # Manage templates Under **Reconciliation**, you will be able to create new templates, edit existing ones, and link different templates to different clients. When opening for the first time, only system templates will be visible. Here you can click **New Template** to create custom templates.

Startguide - select reconciliation plan on new clients

When setting up new clients, the startguide will suggest a predefined template. This can be overridden to ‘None’ or one of the other available templates.

As you create more templates and link them to clients, the **Overview** of all templates will show information about the company category and the number of clients linked per template. Each template has 3 tabs: **Reconciliation Template**, **Clients**, and **Properties**. ### Reconciliation Template Each reconciliation template is divided by functionality for frequency and display options at the account group and/or account level. There are 4 options for frequency: - Monthly - Bi-monthly - Semi-annual - Annual (last accounting month of the fiscal year) > [!NOTE] The year-end period does not use the reconciliation template. There are 4 display options: - **Balance changed** - The balance has changed since the previous period. - **Balance or movement** - The balance may be the same, but there has been movement in the account during the period specified as the frequency. - **Always** - The account is always displayed. - **Never** - The account is never displayed. (If there is a balance, the account will be visible during the year-end period.) > [!NOTE] New reference accounts will automatically be updated into the accounting office’s custom templates. ### Clients In this view, you can see an overview of all clients linked or not linked to a template. Note that there are various filter options to make it easier to filter and move multiple clients between templates. This workspace is also used to remove a client from a template. ### Properties Under **Properties**, you will find general information about the template. You can set the template to inactive, provided that it is not linked to any clients. You can also allow transaction analysis to override which accounts should be displayed for reconciliation in **Reconciliation BS**. This means that if the transaction analysis detects a deviation in an account that is not defined in the reconciliation plan, it will become visible in the reconciliation window, marked with a red circle and exclamation point. > [!NOTE] *Preselected template* for new clients can only be activated for one template per company category.\ A preselected template is the one suggested when creating a new client from the startguide. Read more about [Reconciliaiton plan.](/periodandyear/help/taxation/reconciliation-bs/overview/reconciliation-plan)