Set up 'release invoices for payment' workflow

Disclaimer

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

When the payment list security is set, you can indicate that invoices are always put on 'Pending approval' first. Invoices must then first be manually 'released' per invoice before they appear in the payment list and can be paid with a SEPA payment file. 

However, you can also tighten security by setting up an automatic approval procedure for invoices. You do that in a few steps:

• Always enable the above security in the payment list first
• Choose one or a few people in your company who are allowed to release invoices
• Set up the workflow to send invoices digitally through your organization.

To set up the workflow, a user with the 'Management' role must have selected the Small, Medium, Large or Unlimited bundle via the Yuki Store in the domain. 

Set up payment list security

For a detailed description of how to set up payment list security, see article Set up payment list security.

Persons allowed to release invoices for payment

This should not be confused with approving the invoice. Releasing is an administrative action. Appoint a person who has a good understanding of how approval works within your company. Who should approve which invoices, which invoices, if any, should always be approved immediately (based on a fixed contract, amount or nature of service, think rent or electricity etc.)? Because this person has to start making sure that the people who have to approve the invoices face the invoices and can make the choice to approve or disapprove them.

Set up workflow

A number of things must be defined in the software to ensure that the workflow is enabled and followed correctly:

• Set up task type 'Release for payment':
  • Activate the task type
  • At 'step 1 Approval', select the person or persons who must approve the invoices (approval is possible via Yuki Assistant app on Smartphone, for example).
  • At 'step 2 Release', choose the person or persons who must release the invoices for payment.
• Create workflow rules to automatically generate tasks after processing an invoice
• Monitor outstanding tasks from yourself or other persons.

Set up 'Release for payment' task type

Hover your mouse over the Calendar icon in the navigation bar, then click on Task types. 

The following screen is opened:

Click on the description of or > for the task Release for payment. This is a fixed task type that has special functions in combination with payment list security.

The following screen is opened:

For a detailed description of all fields of the Release for payment task type, see article Create new task type.

Click on the pencil at the top of the screen and set up this task type as follows:

• Check Active.
• Check Only notes can be added.
  This prevents comments entered by a person from not being editable (necessary for post-checking).
• Check Display the linked document so that when the task is opened the invoice is shown immediately.
• At Step 1: Approval, select that you can manually select the person to approve the invoice.
  If there is always only one person to approve all invoices, select this person after Specific person.
• Determine whether the person to approve the invoice should receive an invitation by email every time.
  If the person works in Yuki regularly, it may be more convenient not to do so because this person is likely to view his or her task list daily.
• Under Step 2: Release, select which person will release the invoices for payment.
  If that is one regular person, select that person after Specific person.
  If it is more than one person, select Creator of the task. After review by the manager, the task will automatically come to that person or the person who created the task.

Click on the Save button to save the set task type.

The set task type has now been added to the overview of task types:

You are now ready to have the invoices approved and released for payment via a workflow.