Quality checks
The ten continuous checks of the Quality tab, what they mean and how to turn them green again.
The Quality tab reviews the file each time it is opened and displays a score: the number of compliant checks out of the total. It is a work list, useful before a VAT return, a closing or a meeting with the client.
Reading the screen
- File quality: the score, for example 8 out of 10, and the date of the check.
- To handle: the checks that require an action, with their counter.
- Compliant: the checks that are green.
When everything is in order, the message "Every check is green." is displayed.
Each check has a severity: warning for what blocks a deadline, information for what deserves a look.
The ten checks
| Check | What is verified | Severity |
|---|---|---|
| Documents to book | Imported documents whose status is "To book". | Warning |
| Pending bank transactions | Bank transactions "To process", with the number of transactions without a matching proposal. | Warning |
| Suppliers without VAT number | Belgian suppliers whose record has no VAT number. | Information |
| Customer receivables > 60 days | Unlettered customer items arising from a sales invoice dated more than 60 days ago. | Warning |
| Past periods not locked | Monthly periods that ended before the current month and are still open. | Information up to two periods, warning beyond |
| Fiscal years to close | Fiscal years that ended more than six months ago and are not closed. | Warning |
| Missing VAT returns | Elapsed VAT periods of the year without a validated return. | Warning |
| Invoice lines without VAT code | Purchase or sales lines carrying a net amount but no VAT code. | Information |
| Unbooked depreciations | Depreciation charges of past years that are still "planned". | Warning |
| Overdue recurring entries | Active recurring templates whose due date has passed. | Information |
Turning a check green again
Documents to book
- Open Documents, To book filter.
- Check the accounts, then click Book all.
- Ignore the documents that do not concern the accounts with Ignore.
Pending bank transactions
- Open Bank and click Match.
- Click Book matched transactions for the sure proposals.
- Allocate by hand the transactions without a proposal (fees, salaries, VAT).
Suppliers without VAT number. Open the record of the supplier in Third parties and fill in the number, or use company detection. This check only counts suppliers whose country is Belgium.
Customer receivables > 60 days. First check that the payments received are properly lettered, from the record of the customer, Entries tab, Automatic lettering button. Items that are really unpaid are then followed up with the Send reminder button.
Past periods not locked. Open Periods and closing from the file and lock the months that are finished and checked.
Fiscal years to close. Open Annual accounts and start the closing of the fiscal year.
Missing VAT returns. Open VAT, create the draft of the period, check it, then validate it. A draft is not enough: the check only turns green after validation.
Invoice lines without VAT code. Search for the entries concerned, reverse them and re-enter them with the appropriate VAT code. For an operation that is really outside the return, use an out of scope code such as AX or VP.
Unbooked depreciations. Open Fixed assets and book the depreciation of the fiscal year.
Overdue recurring entries. Open Entries, Recurring, then Generate due.
The VAT check follows the regime of the file: twelve periods for a monthly regime, four for a quarterly regime. For a file under the franchise regime or exempt, the counter follows a quarterly rhythm: ignore this check if there is no return to file.
What the Quality tab does not check
Continuous control does not replace the review of the file. It does not verify the justification of balances, the valuation of stocks or tax consistency. Two additional checks exist elsewhere:
- the continuity of the numbering of the journals and the consistency between the date and the period of the entries, available in the compliance exports;
- the integrity check of double entry, which confirms that each entry is balanced.
Get into the habit of opening Quality before each VAT return: a forgotten document or an unallocated bank transaction appears there immediately.