Document processing by entrepreneur

Disclaimer

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

Within Yuki, the document forms the absolute foundation of your administration. All documents are stored digitally in the Archive, neatly organized in folders and tabs. To find documents even faster, you can link them to specific projects or assign them custom tags.

Supported file types

Yuki assigns a type to each document (such as Purchase, Sales, or Bank statement). In principle, almost all file types are supported (including .pdf, .jpg, .png, .doc, .xls, .csv).

ATTENTION!

Files larger than 5 MB or formats such as .ppt (presentations) and .mov (video/audio) are not recommended. Files that are too large can disrupt or severely slow down the processing process.

Available actions

When you open a document, you will see a toolbar at the top of the screen. Exactly which buttons are visible depends on the document type, the file type, and your user rights (roles).

TIP!

Hover your mouse over an icon to view the explanation (tooltip) of the button.

All actions possible in the document types 'Purchase Invoice' and 'Sales Invoice' are described below.

General and purchase invoice actions

In this screen (document type 'Purchase Invoice'), you can use the following buttons:

File management

        1. Upload a new document

        2. Edit the information of the document

        3. Move the document to another folder or tab

        4. Display the PDF document in a separate screen in the PDF Viewer

        14. Add the purchase invoice to the Desktop.

Navigation

        5. Go to the previous or the next document

Booking and payments

        6. Link an invoice to a payment

        7. Invoice actions: perform several actions that will determine how an invoice will be processed

        8. View the details of the transaction (journal entry and possible invoice lines)

            The invoice can also be exported to UBL (.XML) from this screen.

Communication

        9. Create a task for this document

        10. Make another user aware of this document

        11. Ask a question to the back office (about the administration or report of an incorrectly processed document)

Payment security

        12. Clear an invoice for payment

        13. The invoice is not yet cleared for payment.

ATTENTION!

• Journal entry permissions: The transaction details button (8) is only visible to users with the Back office, Financial administration, or External accountant role.
• Payment security: The buttons for blocking or unblocking payments (12 and 13) are only available to the Management role provided the Small, Medium, Large, or Unlimited bundle is activated via the Yuki Store.

Specific sales invoice actions

Once a sales invoice has been created and processed within Yuki, in addition to the basic functions above, you also have access to these specific actions:

1. Create a reminder for this sales invoice
2. Create a credit invoice to credit this sales invoice in full
3. Create a copy of this sales invoice
4. Generate a contract (periodic invoices) based on the data of this sales invoice
5. Resend the original sales invoice by email
   
   TIP!
   You can manually enter a different email address here for this specific mailing. This does not change the main email address on the customer's contact card.
   
   Resend other documents
   The function to resend an email also works for other document types:

• Reminders: Open the reminder and use the send button (5) to email it again.
• Quotations: You can resend an outstanding quotation by selecting the option Resend email in the menu.