Quality monitor: Purchase

Disclaimer

All screenshots in the article were taken in the Dutch version of Yuki.

Yuki constantly monitors whether certain parts of the administration(s) in a domain are complete and correctly processed. The score of these checks is displayed in the quality monitor.

Only a user with a 'Back Office' role in the domain can view the quality monitor.

To view the purchase quality control score, hover your mouse over the Back office icon in the navigation bar and then click on Quality Monitor. In the now-opened screen, click on Purchase.

The audit of the Purchase functionality consists of the following:

• Are purchase invoices missing (payments are present)?
• Are there outstanding purchase invoices (payments 'in transit')?
• Are there duplicate purchase invoices present?

Click on one of the headings in a section to see its score in detail.

In the opened screen of each heading, if applicable, the Send this list to a user button appears when transactions or purchase invoices are missing, need to be corrected or completed. Click on this button if you want to ask a user for a clarification based on the sent list or to upload the missing transactions or invoices.

After ensuring that the necessary additions and/or corrections have been made, you can then update the quality monitor score by clicking on the Refresh button. Below the score, the date and time when it was last refreshed will now be displayed.

Missing purchase invoices based on payments

In the outstanding creditors list, after checking, there are a number of payments for which the corresponding purchase invoice has not yet been processed in the administration.

ACTION!

Go through the above list of payments and ensure that all missing purchase invoices are submitted in the administration and processed. If required, payments can also be recorded directly into costs when no purchase invoice will be submitted.

Purchase invoice payments remaining 'in transit'

In the administration is checked which purchase invoices recorded with debit card, credit card or direct debit payment method have been outstanding for more than 30 days, i.e. have not yet been matched with a payment (bank transaction).

ACTION!

To reduce the number of outstanding purchase invoices, you first check whether the payment method of the invoices has been entered correctly. In addition, you check whether the invoices can still be matched, here it is important that all bank accounts, including the credit card, are updated in the administration. It is also possible that a purchase invoice has been mismatched with a payment. If this is the case, you undo the matching of the payment from the opened invoice and see if the now outstanding invoice can be matched with another payment.

Duplicate purchase invoices

To avoid double entry of a sales invoice in the administration, a check is made to see if any 'suspicious' invoices are present.  A sales invoice is flagged as 'suspicious' if it is the same as an already processed invoice on three of the following four points: customer, date, invoice number and amount.

ATTENTION!

As soon as a closing date for a financial year is entered in an administration, the score for this check becomes '10' and the duplicate purchase invoices are no longer shown.

The Show known non-duplicates button opens the list of historically 'suspicious' purchase invoices. From this list, it is possible to open a purchase invoice and then delete it as being a duplicate invoice.

ACTION!

In the list above, open the 'suspicious' invoice to display it and the processed invoice side by side on the screen. If the 'suspicious' invoice does not appear to be a duplicate of the already recorded invoice click on the No duplicate button. If the 'suspect' invoice does appear to be a duplicate click on the Delete button or bundle the invoice as a continuation sheet to the other invoice by clicking on the Bundle button.