Working in a mandate’s books

A mandate’s overview sums up its books. To post entries, file returns or close the year, you open the company in To Bill, signed in under your own name, on the screen you need.

A mandate’s overview

In the Overview, click the mandate’s card. The Overview tab opens.

• At the top: the mandate’s Assignees, Export the accounting (1) and Open in To Bill (2).
• Figures for the year: sales, profit, bank and cash, clients still to pay and suppliers to pay, from the start of the financial year to today. Each figure is compared with the same period last year.
• Accounting: the state of the books and what is waiting (see below).
• Fiduciary copilot: the month’s summary and the request for missing documents. See The fiduciary copilot.
• Contact and Information: the company, its contact person, its address and its VAT number.
• The VAT file card for the FTA portal: see Export the books and the VAT file.

The Accounting card

1. The links Books, Journal, Bank, Closing, VAT and Import open the matching screen in To Bill. For simplified books, Simplified books replaces Import.
2. Each figure is a link: To book opens the accounting home page, To reconcile the bank, Next VAT the period’s return, Financial year the closing.
3. Payroll settings: the company’s payroll deadlines. See below.

What the card shows	What it means
Financial year …	The books are open for this financial year.
… closing late	A financial year that has ended is not closed. Under Financial year, … to close by … gives the deadline.
To set up	Accounting is active, but no financial year is open.
No books	The company does not keep its books in To Bill. See Turn on a client’s accounting.
Not accessible	The company has not opened its books to you: ask it for the right to view them (Accounting · View).
Simplified books	The company keeps accounts of income, expenditure and assets.
Back to full books	The company had chosen simplified books, but the law requires full books from it again.

When the company has decided on the appropriation of its profit, or has to decide, the card also shows … profit appropriation. See Profit appropriation and withholding tax.

Open the company in To Bill

1. Click Open in To Bill, at the top of the overview, or a link on the Accounting card. To Bill opens in a new tab.
2. To Bill shows Open …’s workspace: the Company, the Fiduciary firm and the account you will be signed in with. Check them.
3. Click Continue to …. The company opens on the screen requested.

A single-use link

The link is valid for 2 minutes and works only once. Once expired, it shows Invalid link: click Open in To Bill in the cockpit again. If you did not open this link yourself from the cockpit, click Cancel: it would sign you in to someone else’s account.

If you are already signed in to To Bill under another account, To Bill warns you: continuing replaces that session. The session opened from the cockpit ends at the same time as your cockpit session.

In To Bill, you work with your rights on this company (see Rights on a mandate):

• entries and the journal: The journal and entries;
• the bank: Reconcile payments;
• VAT: Prepare and file the VAT return;
• the closing: Close the financial year.

To switch to another mandate, open it from the cockpit, or choose it in To Bill’s company switcher, at the top of the menu: it lists the companies you have access to.

Opening To Bill requires the right to view the dashboard

Without the right to view the company’s dashboard, Open in To Bill tells you so: To open it in To Bill, you need the “Dashboard · View” right in this company. Ask the company for this right.

Set the payroll deadlines

The cockpit works out the payroll deadlines of each mandate: OASI instalments, occupational pension (BVG) contributions, tax at source and salary certificates. They appear in To do, as tasks.

1. On the Accounting card, click Payroll settings.

2. Tick The company has employees.

3. Choose how often the OASI contributions are paid: Monthly (wage bill > CHF 200’000), Quarterly or Yearly (simplified procedure).

4. Tick Member of a pension fund (BVG) and Withholds tax at source if that is the case. For tax at source, choose the Canton and the Return: Monthly, Quarterly or Yearly.

5. Under Salary certificates, enter the Canton and, if needed, the Due date (DD.MM). If empty, the deadline is the end of February.

6. Click Save.

   

If the company runs its payroll in To Bill, the cockpit reads the employees, the occupational pension and the tax at source itself. You then only set the OASI frequency and the certificates.

A deadline that falls on a Saturday, a Sunday or a public holiday moves to the next working day. Year-end, next to it, opens the company’s payroll year-end in To Bill. See The salary certificate.