Set up UBL for domain

Disclaimer

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

UBL stands for Universal Business Language. It is the file fomat for invoices that can be retrieved automatically by the Yuki software. That means less administrative actions for you, less or no recognition errors in the accounting records again and the figures are always up-­to-­date.

For receiving the UBL invoices automatically (via InvoiceSharing) in Yuki all administrations that you manage in a domain need to be registered. Your accountant registers all administrations directly or sends an invitation in order to accept the UBL registration. After registration Yuki will know automatically which of your suppliers support UBL. Yuki will ask them to also submit your purchase invoices in UBL in the future. From that moment, you don't need to upload them yourself in Yuki anymore and they are placed automatically in the correct folder in your administration. You can compare it with the daily automatic retrieval of your bank statements.

Only the owner of a domain (with 'Management' role) or an user with the 'Management' role can register the administrations in the domain for receiving UBL invoices. 

Benefits of UBL

• You save time because you have to scan less invoices or submit them in an other way
• You don't have to log in to portals anymore in order to retrieve invoices, they will be uploaded directly and automatically to your administration
• There are less recognition errors in your administration and your accountant has to spend less time with the audit
• Your online administration is up-to-date faster and thus offers more insight.

Set up domain for receiving UBL invoices

You have to follow 3 steps in order to set up a domain for the processing of UBL invoices:

1. Register your domain for receiving UBL invoices
2. Enter the contact code or supplier code for each supplier (on contact card) 
3. Invite your suppliers for receiving their UBL invoices.

Register your domain for receiving UBL invoices

When your domain is invited from the office portal for receiving UBL invoices and you log in as owner (with 'Management' role) or user with 'Management' role in the relevant domain the following pop-up window will appear on your screen:

Then you have 3 options:

• Register: in this way you register yourself for receiving UBL invoices, the domain will then be configured for UBL.
• Ask me in 7 days: this will close the pop-up window. The pop-up window will appear again in 7 days.

• Close (cross): this will close the pop-up window. The next time you log in the pop-up window will appear again.

Did you click the 'Ask me in 7 days' button or the cross then you can open the registration page again by opening Contacts and then click on the UBL icon.

UBL accepted status

When you have registered the relevant administration(s) for UBL the domain will be configured for UBL. Yuki will immediately ask the suppliers that can send UBL invoices to send them directly to the administration(s), 

When Yuki has gone through all the steps all the suppliers that submit invoices in UBL format for the relevant administration can be invited by yourself.

Enter contact code or supplier code for each supplier

Before you can invite your suppliers a contact code or supplier code must be filled in with each supplier. Based on one of these codes Yuki can retrieve your invoices from the relevant supplier. These codes can be entered:

• During the processing of purchase invoices
  
  
  
• On the contact card of the supplier
  
  

Your accountant can also enter these codes. 

Invite your suppliers for receiving their UBL invoices

Open the Contacts functionality and then click the UBL icon in ordner to invite the suppliers.

In the now-opened screen you see all your suppliers that support UBL:

The relevant suppliers have already been created in the domain. Yuki selects the suppliers based on the CoC number.

By selecting the required suppliers and then click on the Invite suppliers button you make sure that Yuki is linked to the suppliers so the UBL invoices will be automatically retrieved. Suppliers cannot be invited when the CoC number is invalid ór when the contact code or supplier code has not been entered.

View status of invitations

In the screen above you can view the status of the relevant invitation(s) after the suppliers have been invited.

Click on the Update status button in order to update the status of the invitations in this overview.

UBL accepted status

In this overview you will also see all the UBL invoices that you have received from the relevant suppliers when the invitation is accepted.

If the invitation is not accepted you will receive a message via your accountant with the reason why your invitation has been refused.

Status of all UBL suppliers

Click on the button UBL suppliers in order to view all the UBL suppliers of which Yuki can automatically retrieve the UBL invoices.

The following screen is opened:

You can search for a UBL supplier by the name of the supplier or the CoC number. You can filter this overview by:

• Enabled or Disabled
• Matches or No matches.

Receive UBL invoices? 

As soon as you automatically receive UBL invoices via InvoiceSharing these will end up in the digital mail. You can see this from the sender: support@invoicesharing.com. 

Other UBL suppliers

Do you have suppliers that already submit UBL invoices via email to you then you can also let them be directly mailed, forwarded or uploaded from your computer to your domain.