Monthly accounts
How to follow the monthly accounts that Kleer's consultants work from, find the monthly accounts that are already authorised, and set up your own processes with the Own processes add-on.
The monthly accounts are the checklist that Kleerâs consultants work from every month. It consists of processes, that is, tasks that are to be done within certain days, for example a reconciliation or an accrual. In Kleer you can follow the consultantâs work and see which months are authorised.
Open the monthly accounts
Go to Accounting > Monthly accounts.
The menu item is shown when two things are met:
- The monthly accounts are visible to your company. The consultant turns it on, from a certain month. Months before that cannot be opened.
- You have the Finance manager permission. See Introduction to permissions.
If you do not see the menu item, ask your consultant.
The page shows one month at a time, with the heading Monthly accounts followed by the month and company name. Change month with Previous closing and Next closing.
See the monthly accounts
The list shows the consultantâs processes for the month. The consultant decides which processes are shown to you, so the list can be shorter than the one the consultant works in. You can read the processes but not change them or tick them off.
| Column | What it shows |
|---|---|
| Name | The name and description of the process. If the process has an attachment, a PDF icon is shown that opens it. |
| Executed by | Which role at Kleer performs the process, for example Accounting Lead or Accounting Consultant. |
| Between | The days the process is to be performed. |
| Status | Open, Approved or Not necessary. |
| By | Who set the status, and when. |
| Comment | The comment on the status. Click the text if it does not fit. |
| Previous closing | The status the process had the month before. |
The Explanation button shows what the icons in the list mean, for example that a process is automatically reconciled or has passed its deadline.
Show only some processes
Choose in the Show menu above the list:
| Selection | What is shown |
|---|---|
| All | All the processes you have access to |
| External (Consultant) | Processes that Kleerâs consultants perform |
| System | Processes that are reconciled automatically |
| My, Internal | Your own processes, see Own processes |
Next to it there is a filter on status: Entire financial statement, Open or Completed.
Authorised monthly accounts
It is the consultant who authorises the monthly accounts, when all the processes for the month have been dealt with.
When a month is authorised, it says at the top of the page who authorised it and when. With the link Export to PDF you download the closing as a PDF.
See which months are authorised
Under Settings > Monthly accounts there is a list of all authorised monthly accounts. There you can reach them even if you do not see the monthly accounts under Accounting.
| Column | What it shows |
|---|---|
| Month | Which month the closing applies to. |
| By | Who authorised it, and on which date. |
| The PDF icon | Downloads the authorised closing as a PDF. |
If there are no authorised monthly accounts, it says No information.
The list is a confirmation record, not a workflow. Here you see afterwards what is done and who was responsible for it. That makes it useful for a reconciliation back in time, for example when a period needs to be unlocked and you want to know who should be asked first. See Financial year for how periods are locked and opened for bookkeeping.
Own processes in the monthly accounts
You can now also set up your own processes in the monthly accounts. Add what you yourselves are to do every month. Your processes end up in the same list as the consultantâs, so that both you and the consultant see what remains, and you tick them off yourselves.
Own processes are an add-on to the monthly accounts. If you want to get started, contact your consultant. To set up processes you need write permission as Finance manager.
Set up your own process
Click New Process and fill in the dialog.
| Field | What you enter |
|---|---|
| Name | What the process is called in the list. Two processes cannot have the same name. |
| Description | What is to be done, preferably so that a colleague can do it. |
| Attachment | A PDF that belongs to the process, for example a template or instruction. Upload with Attach PDF. |
| Between | The days the process is to be performed, for example 1 to 5. Valid values are -30 to 31, and the first must not be greater than the second. Values below 1 count backwards into the month before, so -6 is shown as day 25 of the month before. |
| Order | The order among processes with the same days. A lower value is shown first. |
| Relevant | Which months the process applies to, if it is not to be done every month. An active process must apply to at least one month. |
| Active | Whether the process is to be included in the closing. |
Click Save. The process is owned by your company and is always shown to you. In the Executed by column it says Internal, and in the Show menu you find your processes under My and Internal.
Tick off a process
The buttons are on the right of the row:
- Approve marks the process as done for the month. You can write a comment in the same step.
- Save comment adds a comment without approving.
- Open reopens an approved process.
Click the status on the row to see the history: who changed the status, when and with which comment.
Edit your own process
Click the pencil on the right of the row. You can change the same fields as when the process was created. The pencil and the buttons are only on your own processes.
When the consultant authorises
Your own processes do not stop the consultantâs authorisation. An own process that was not approved stays in the list after the authorisation, so that you see what remains. When the month is authorised, it is no longer possible to set up, change or tick off processes for that month.
FAQ
I do not see Monthly accounts under Accounting. Why?
Either the monthly accounts are not visible to your company, or you do not have the Finance manager permission. Ask your consultant. You can still reach the authorised monthly accounts under Settings > Monthly accounts, as PDFs.
Can I change a process that the consultant has set up?
No. You can read the consultantâs processes but not change them or tick them off. With the Own processes add-on you can set up and tick off your own processes in the same list.
I do not see the New Process button. Why?
The button is only there for companies that have the Own processes add-on, and only for those who have write permission. It also disappears when the month is authorised. Contact your consultant if you want to get started with own processes.