Completeness of purchase (Entrepreneur)

To ensure your administration is in order, Yuki checks daily to see if all purchase invoices and receipts are present. This is done based on your bank transactions: all debits and payments for which no corresponding document has (yet) been found are automatically collected in the Purchase completeness report.

It is advisable to check this report regularly and process outstanding items immediately to ensure your administration is as complete as possible.

What does this report show?

The report shows the following: 

• Missing documents: outstanding payments for which no purchase invoice or receipt has been detected.
• Grouping: outstanding items clearly sorted by contact (supplier).
• Balances: the current outstanding balance per contact, consisting of outstanding payments and invoices already processed.
• Action menus: direct options to specify the status or reason for each payment.

Permissions and roles

Not every user has the same permissions to view or process this report. Below is an overview of the options per role:

Financial administration or External accountant

They can view the report, select actions via the pencil icon, split payments, and post transactions directly to expenses, revenue, or VAT.

Management

He or she can view the report and assign actions via the pencil icon (such as ‘personal expense’ or ‘invoice to follow’), 

Access to Completeness of purchase

To access:

• click on the PO Box icon in the navigation bar
• in the now-opened screen, under Needs attention click on Purchase.

Completeness of purchase report

On this screen, you’ll see outstanding items highlighted with different background colors:

• Green: payments (bank transactions) for which the corresponding purchase invoice or receipt is still missing.
• Gray: purchase invoices or receipts that have already been uploaded but have not yet been successfully matched with a payment

AVAILABLE USER ACTIONS

From this report, a user can:

• handle the outstanding payments
• respond to the back office question.

Handle outstanding payments

To respond to this report and help Yuki complete your administration, click on the pencil icon at the end of a row with an outstanding payment.

The following menu with three possible options (actions) is opened:

Option 1. I still have the invoice/receipt

Select this option if you still have the document and will be submitting it soon.

Result: The line immediately turns light gray. Yuki now knows that the invoice is on its way. The next time you open the report, an con will appear next to the payment as a reminder.

Option 2. This is a personal expense (for outgoing payments only)

If a business bank account was used for a personal purchase, you do not need to submit an invoice.

Result: Select this option and specify whose GL account or current account (CA) the expense should be charged to. Click on the Save button to immediately post the payment to your private GL account.

Option 3. Other reason (Includes manual explanation)

If none of the above options apply, select this option to type a manual explanation for the back office.

Example: This is useful if an invoice is already in Yuki but was accidentally posted to the wrong supplier.

TIP! (only for users with the ‘Financial administration’ or ‘External accountant’ role)

If you click on the description of the outstanding payment (instead of the pencil icon), a detailed screen will open. Here, you can split the payment manually right away or use the ‘Actions’ button.

Respond to back office question

Have you assigned an action to all outstanding payments in the report?? To notify the back office:

• Click on the black “x” in the top-right corner of the report to return to the original question.
• The report refreshes; an arrow now appears next to every payment for which you’ve indicated that the invoice is still pending. This serves as a handy checklist for which documents you still need to scan or upload.
• Type your response or update in the text field
• Click on Send.

TIP!

Would you like another user within your domain to collect the missing invoices and receipts? You can easily forward the received report to a colleague using the ‘Forward’ button.