Invoice delivery

Disclaimer

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

All configured settings such as the setting sof the invoice delivery, among others, are grouped and categorised in one place in your domain.   

Open the settings of your domain by clicking on the Settings icon in the navigation bar. Subsequently, in the now-opened screen click on Sales settings and then scroll to Invoice delivery. 

After clicking on the Edit button, the settings below for the invoice delivery can be entered in the sales settings.

Default layout (required)

This sales invoice layout is entered as a preferred value when creating a sales invoice.

Sending method (required)

The default sending method for sales invoices should be selected here:

• All by email: if no email address is known or the customer-specific setting is set to 'Postal', the invoice will not be processed

• All by regular mail: a print file is created from the processed invoices. If the customer-specific setting is set to 'Email', the invoice is not processed

• By email when possible: depending on the customer-specific setting and the presence of an email address, it is determined whether the invoice is sent by email or by post.

  A print file is created from the 'By post' invoices.

• Via Peppol when possible: depending on the customer-specific setting, registration with Peppol and the presence of an email address, it is determined whether the invoice is sent via Peppol, by email or by post.

• Do not send: the invoices are processed in the administration but not sent.

UBL (required)

Here you can indicate whether you also want to send an invoice to your customers in a structured way. A UBL invoice can easily be imported into many accounting software and prevents manual input/entry work on the part of your customer.

There are four options:

1. Do not attach (and thus only the PDF as an image)

2. Send as additional attachment (so one attachment with the image for printing and 1 attachment with the UBL data)

3. Send as additional attachments (PDF embedded in UBL) (so one attachment with the image for printing and one attachment with the UBL data and the PDF stored in it).

4. As only one attachment (PDF embedded in UBL) (then the customer will receive a PDF in the UBL, but it is not easy to read for the customer.
   You only do this if you send many invoices to customers who process them completely electronically.

Option 2 is the most compact option and with option 3 you effectively send the PDF 2x so this is the most complete option. Options 2 and 3 are the most common.

UBL format

You can imagine UBL as a kind of Excel file. In this, all fields relevant to the invoice are then recorded according to fixed agreements on how the fields are named.

However, there are a lot of fields to serve as many parties as possible but this makes it a bit more complex. 

SimplerInvoicing has a more limited set defined. There are parties that very strictly read only this format. By default, Yuki sends the more extensive set.

It complies with the UBL 2.1 standard and should be readable by anyone.

Email sending options

To make sure your customers see that the quotation, invoice and/or reminder comes from you, you should specify here the email address from which the invoices are sent.

This must be an existing email address. After entering the e-mail address, you will receive an e-mail from Yuki to confirm your account.

n addition, you must indicate via which sending method you want to send your quotations, invoices and/or reminders by e-mail: via the virtual Yuki mail server or your own outgoing mail server (SMTP).

For a detailed description of the email sending options, see article Email sending options (email account and mail server).

Email address for copies

If you wish to receive a copy of the sent sales invoices to check whether all invoices have been sent correctly, enter the email address to which the copy should be sent. f you leave this blank, no copy of the invoice will be sent. There is no need to send the invoices to Yuki again. After processing, the copy of the invoice is automatically saved in the archive and processed in your administration.

TIP!

Click on Email sending options to set the quotations, invoices and/or reminders to be sent via your own outgoing mail server (SMTP).