Automatically assign data to project

Disclaimer

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

Projects can be used to group not only documents and financial transactions but also data from contacts such as appointments, tasks, e-mail, etc. With this, costs, revenues, investments and the planning of contacts can be assigned to projects or departments, for example.

Assigning financial transactions is done by linking invoices or other financial transactions (e.g. cash transactions in an imported cash statement) to a project. This also assigns all underlying transactions to that project. 

Assigning transactions can be done manually (for example, after an invoice is posted and processed) or automatically by Yuki during the posting process. 

For automatic assignment of financial transactions, Yuki has five options built in:

• Automatic assignment based on project codes on documents
• Import financial import file (CSV format)
• Work with OCR match rules
• Import payroll journal entries from Nmbrs®
• Automatic assignment using document emailing.

Automatic assignment based on project codes on invoice

Another form of automatic assignment can be achieved by ensuring that the creator of the invoice (the supplier or yourself in the case of sales invoices) prints on the invoice a code corresponding to the project code. To enable this, the following rules must be met:

• The project must indicate that automatic assignment is allowed.
  Only the manager of a project can allow automatic assignment by a match rule on the Details tab of the respective project.
  
  
  
• The project code should be at least 6 positions long and unique. We recommend making the code easily identifiable so it cannot be confused with other possible data on an invoice such as a Chamber of Commerce number, zip code, common name, etc. Also avoid codes that are as long as common numbers such as invoice numbers, dates or bank accounts.
  A combination of letters and numbers provides the best guarantee of correct assignment e.g. PR12345 or ON98765.
• Also, avoid characters and spaces in the code. Vendors tend to omit these quite often.

Handwritten codes are generally not recognized. But working with printer labels is one way to get the correct project codes on invoices afterwards.

Import financial import file (CSV format)

A user with the ‘Back office’ role in the domain or the ‘External accountant’ role can import transactions in a so-called financial import file (CSV format).

To create such a format it is best to use a spreadsheet (e.g. Excel) and save it as ‘Windows text separated by list separators (.csv)’. The separator should be set to ‘;’.

Project code: code stored with a project (exact match). If you only have the project name you do need to create this column in the header but can leave the fields blank.

Project name: full name of a project (exact match).

An import financial file can contain the following financial transactions, among others:

• journal entry including:
  • payroll journal entries
  • depreciation
  • outstanding customers and outstanding suppliers
  • asset breakdown.
• opening balance sheet
• cash statement.

For a detailed description see article Import general journal/financial transactions.

Work with OCR match rules

These OCR match rules can only be created by a user with the ‘Back office’ role in a domain.

This can be used to set up that if a certain text is found on a document during recognition, this document will be assigned to a specific project as a purchase invoice, sales invoice, bank statement, payrol tax assessment, pay slip or expense claim.

For a detailed description see article Create local OCR match rule.

Import payroll journal entries from Nmbrs®

When importing payroll journal entries from Nmbrs®, departmental costs in the payroll journal entry can be automatically assigned to the project created by Yuki for each department.

 All costs of a cost center in the payroll journal entry can be automatically assigned to a project created by yourself in Yuki. This project must have the same name as the cost centre in Nmbrs®.

For this, you need to select ‘Split payroll journal entry by’ 'Department' or ‘Cost centre’ in the Nmbrs web service domain or administration setting.

Only a user with a ‘Back office’ role in the domain can activate the above setting.

A user with the ‘Management’ role also has access to these projects.

Automatic assignment using document emailing

When you email a document to the administration, you can put a # sign in the subject of the email, immediately followed by the project code. Yuki will then assign the document directly to the appropriate project without the need to create a local recognition rule. This also works for emailing to the 'To be filed by me' folder via my.<domainname>@yukiworks.nl. The domain name is then the name of the domain to which the mail is sent.