Contact management principles

Yuki uses a central address book to automatically and optimally recognize and process documents and invoices. To prevent incorrect links and ensure the automatic matching process runs as efficiently as possible, an 'optimal number of contacts' is essential: as few duplicate contacts as possible to avoid errors, but enough specific data to enable accurate matching.

Central contacts are created locally within the customer domain, if necessary, and kept up-to-date via a connection with YukiCentral.

Exceptions: Chains and combined service providers

Although the central address book matches correctly automatically in most cases, two specific situations require a deliberate choice regarding configuration:

• Retail and franchise chains (multiple branches)
  Companies operating under the same name but having many local branches (and sometimes sharing the same Chamber of Commerce registration number).
  
  Examples: GAMMA, Albert Heijn, OfficeCenter, Shell, and various banks.
  
  
• Suppliers with diverse services
  Large organizations that send different types of invoices under a single name for a wide range of services.
  
  Examples: KPN (telephony, internet, TV, business services), insurers, and government institutions.

Key criteria for matching contacts

Yuki uses various data to link an incoming invoice to the correct contact. The key criteria are:

• Chamber of Commerce (KvK) number (and to a lesser extent the VAT number)
• Bank account number (IBAN)
• Payment method.

Guidelines for the application of criteria

To keep the address book clean, Yuki applies the following logic and best practices:

• One CoC number = one contact: by default, every unique KvK number is assigned its own contact in Yuki.
• National contact for debit/credit card payments: Is payment primarily made via debit or credit card at a chain with multiple locations? Then one overarching contact is used for the entire Netherlands (for example, for 'Shell'). This prevents a proliferation of local gas station contacts.
• Link multiple bank accounts: A contact can easily have multiple bank account numbers. This is ideal for suppliers who use different accounts to receive payments for the same services.
• Separation of activities: Does a supplier offer substantially different services or activities that must remain administratively separate? Then create separate relationships (for example, specific splits within KPN).