Manage 'release invoices for payment' workflow

Disclaimer

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

Once the workflow is set up properly, you can start to put releasing invoices for payment into practice.

The following people have a role in this:

• The person who initiates and monitors the workflow
• The person (usually manager or buyer) who has to approve invoices
• The person who executes the payments (SEPA payment file).

Person who initiates and monitors the workflow

This is the person (or persons) in the company who ensures that each invoice comes to the attention of the right person (manager) who can determine whether an invoice can be released for payment. This person has the following tasks:

• Create task: initiate a task for the appropriate person for each invoice that has yet to be approved.
• Check task: check regularly (e.g., weekly) that outstanding tasks are not on hold with managers for too long.
• Release invoices: make sure that all approved tasks are also released and enter the payment list.

Create task

Go through the following steps to ensure that a task is initiated for the appropriate person for each invoice to be approved:

• Hover your mouse over the Bank icon in the navigation bar, and then click on Payment list.
• Filter the payment list by selecting Pending approval in the dropdown menu.
  
  

In the Task column, you will now see one of the following icons::

	Taak staat te wachten bij manager ter goedkeuring
	Taak is goedgekeurd en kan worden vrijgegeven
	Taak is afgekeurd. Factuur mag nog niet betaald worden
	Taak heeft al de status Vrijgegeven

TIP!

To learn more about a task, hover your mouse over the line of the task in question, click on the button with the three dots and then select the Edit task menu option from the dropdown menu. 

To create a task for an invoice, hover your mouse over the line of the invoice in question, click on the button with the three dots and select the Create task menu option form the dropdown menu.

The following screen is opened:

The Task for: field is visible only when the 'Release for payment' task type is set to Select by hand. 

If necessary, type an explanation in the Comments field, for example, “Review urgently, invoice has been open for a while.” The rest is already filled in. Click on the Save button. The task has now been sent. That person gets an email (if so set in the task type 'Release for payment') and sees the question and the corresponding document.

Check task

To check a task, go through the following steps:

• Hover your mouse over the Bank icon in the navigation bar, then click on Payment list.
• Filter the payment list by selecting Pending approval in the dropdown menu
• Hover your mouse over the line of the task in question, click on the button with the three dots and then select the Edit task menu option from the dropdown menu.

You will then see the document with the task above it. You can immediately take action there such as requesting a second approval, requesting more information or releasing the task and thus releasing the invoice.

Release invoices

To release invoices, go through the following steps:

• Hover your mouse over the Bank icon in the navigation bar, then click on Payment list.
• Filter the payment list by selecting Pending approval in the dropdown menu.

You can release invoices in two ways:

• One at a time: you open a task that has been approved by hovering your mouse over the line of that task, clicking on the button with the three dots and then selecting the Edit task menu option from the dropdown menu.
  You check if all conditions are met and if so, click on the Release button. The attached document is then automatically released.
• In bulk: you select the invoices that you see have been approved ('Approved' icon in 'Task' column). You then click on Release for payment at the top of the screen.

Agree well with the manager how the procedure should work:

• Which invoices may already be released by you yourself, for example, invoices with a small amount or certain fixed invoices?
• Which invoices must be approved by whom?
• Which invoices may need to be approved by two people before they can be released?

Person who has to approve invoices

The person who needs to approve invoices works best from his or her personal task list. 

To approve invoices, go through the following steps:

• Click on the Tasks for you tile on the domain dashboard
  OR
• Hover your mouse over the Calendar icon in the navigation bar, then click on Tasks.
  
  TIP!
  If you don't use Yuki very often, you can also get an invitation via email each time you receive a task (if so set in the 'Release for payment' task type). You can also track a task on the Yuki Assistant app.
  
  
• In the now-opened overview of open tasks, click on the task (status 'Open') of the invoice you want to approve.
• Review the invoice, always give some comments (e.g. “Reviewed and OK”) and click on the Approve button.

ATTENTION!

If the task is not actually for you then you can also forward it to another person or send it back to the person who created the task. Select that person at Task for, make some comments and click on the Save button.

Person who executes payments (SEPA payment file)

This person works best from the Payment list (in the Bank functionality).

To make payments via a SEPA payment file, go through the following steps::

• Hover your mouse over the Bank icon in the navigation bar and then click on Payment list.
• Filter the payment list by selecting To be paid from the dropdown menu.
• Check if the invoices you wish to pay are approved ('Approved' icon in Task column)
• When done, select the invoices you wish to pay and click on Prepare payment at the top of the screen.

For a detailed description see article Pay payment list documents via SEPA payment file.