Post purchase invoice

Disclaimer

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

As much as possible, Yuki tries to recognise and automatically process documents based on IDR and default values. However, a contact on a document may be new, the invoice may not be recognised, or additional information may be required to process the entry correctly in Yuki. The purchase invoice will not be processed by Yuki and will have to be processed manually. How to process a purchase invoice is explained in detail in this article.

TIP!

You can enter a VAT number in the 'VAT number' field to find a contact in the local or validated relation database.

The input screen of a purchase invoice contains five important sections:

• The administration
• The address block
• The invoice details
• The (split) invoice lines
• Payment details. 

Administration
This field is not always present. The field is only visible if there is more than one administration in the domain. The documents must be submitted per administration, so the field should normally be correct. This field must specify to which administration (read company) the purchase invoice is sent.

Address block

The first thing you need to do is record who sent the purchase invoice. You need to record this in the address block. If the address is (partly) filled in by the IDR, check whether it is correct.

If the address block is not filled in, it is up to you to fill it in as completely as possible. To do this, you first need to understand that you can look up whether the supplier is already known to Yuki. This may be because the address is already in the customer's administration or because the address is already in Yuki's central address file.

Address lookup

To look up whether the supplier already exists, enter as specific a part of the name on the invoice as possible in Supplier. If the invoice says 'Restaurant De Driesprong', type 'driesprong'. You will see that if you type the first letter, a list of possible suppliers already appears in the window below the field.

The window shows all addresses present in the domain's local database that contain the letters you typed. For each line there is a dark gray or light gray label, if there is a green label then that address appears in both Yuki's central validated address file and the administration's address file. If there is a light gray label in front of it, then the supplier is known in the local address file but not in the central validated address file.

If you see several suppliers in the window that match the description, preferably choose the one with a green label in front of it. If you find no suppliers with a green label but one with a light gray label then choose that supplier. 

ATTENTION!

If no address is found in the local database, Yuki searches for a validated address in the validated address file. A green label is then displayed in front of the line of a found address. This  is contact is then copied to the domain and is then created as a local validated address (green label).

If you don't find a supplier matching the description at all, enter the complete name as it appears on the invoice, for example, “Restaurant de Driesprong.

TIP!

For a contact, the city, country (if the country is not the Netherlands) and VAT number are shown if filled in in the contact details.

If you have chosen an existing supplier, the fields will be filled in the address block as far as they are known. Use the complete address details to check whether you are dealing with the right supplier. If not, choose another one by clearing 'Supplier' and searching again. 

ATTENTION!

If you have the correct supplier and there are still fields missing that you will find on the invoice (such as an address or a Chamber of Commerce number), then open the contact card of the supplier and fill them in. The VAT number, Chamber of Commerce number, supplier code (important for UBL) and the company's website are very important for automatic recognition (IDR).

Addresses for the whole of the Netherlands
Of some suppliers, we do not record every branch because they are not of interest to the administration. In the case of such suppliers, the city name is 'Geheel Nederland'. In that case, you do not (may not) have to change the address details. Examples are SHELL, HEMA, GAMMA, etc.

Invoice details

After you have entered, modified and/or checked the address, continue with the invoice details. You go through the fields by filling in the left column first and then the fields in the right column. Use the Tab key to jump from field to field (it's faster than the mouse and forces you to pause at each field).

Reference
Here we enter the invoice number of the invoice. The invoice number can often appear on the invoice under different designations. Examples are: invoice number, document number, claim number, note number, reference etc. If there are several numbers on it (e.g. an order number and an invoice number) choose the most applicable one (invoice number). Enter the number literally as it appears on the invoice. So with zeros, dashes, dots etc. (example AH/2011-03-0023).

Capturing the correct invoice number is important for intercepting duplicate invoices and for automatically matching payments to invoices. It sometimes happens that no invoice number can be found (on a receipt, for example). In that case, take the date as the invoice number, for example, without dashes, so for a receipt without an invoice number, enter '01052017'.

Document date
For a purchase invoice, you enter the date of the invoice here. This is often identified by the indication 'Invoice date' or 'Document date'. If you cannot find this indication, look for another date that indicates when the invoice or receipt was printed.

Sometimes this field is coloured yellow. In that case, the IDR has entered a date that is not likely. This could be because it is the date the document was uploaded or a date in the future. Yellow fields deserve extra attention to check that the value entered is correct.

Amount

The total amount that must be (or has been) paid must be entered in this field.

Add up

In principle, the customer should submit each receipt or invoice separately. However, it sometimes happens that you have to add a few amounts together. To do this, use the calculation function in the field. For example, type in 1200+150.56 and then press the Tab key or click on the 'Calculate' icon behind the field.

Credit invoiceso

Some invoices are so-called credit notes. These state that the company receives money back from the supplier. In the input screen, always enter a negative amount in 'Amount' if it concerns a credit note. This then also applies to the VAT amount.

Foreign currency amounts

For the amount, pay close attention to whether the invoice is in EURO. This is more common with foreign suppliers. If the amount is a foreign currency amount, select the correct currency for the 'Amount' field, e.g. 'GBP'. You can activate the desired foreign currency by clicking on the Settings icon in the navigation bar. Subsequently, in the now-opened screen, click on Currencies under Financial and then activate the desired foreign currency(ies).

When processing the invoice, Yuki automatically converts the amount to EURO in the background. In the open creditors  list, the invoice amounts are therefore shown in EURO. When matching the payment to the invoice, any exchange rate difference can be deducted.

You can also briefly convert the amount yourself by clicking on the icon at the top right of your screen and then on the menu option Currency calculator. A window will then appear with a currency calculator:

Enter the correct currency in 'From' along with the amount and then click on the Calculate button. Next, copy the amount after EURO. Close the window and paste that amount in the 'Amount' field. You can always change the exchange rate of the invoice afterwards by clicking on the Invoice actions button at the top of your screen.

VAT amount

In this field, enter the total amount of VAT on the invoice. Be careful with invoices that contain multiple VAT amounts. You must then enter the total of all those VAT amounts. That total should appear on the invoice. If that is not the case, calculate it yourself. You can easily add in the field by typing 120+15.20, for example, and then using the Tab key to leave the field or clicking on the 'Calculate' icon.

If there is no VAT amount at all, but you are sure that the invoice contains, for example, 21% VAT, you can also calculate the VAT amount by typing 21+%<total amount> in the field. So 21+%1210 gives 210. To view more calculation methods, double-click on the 'Calculate' icon behind the field.

VAT code

In this field, select the correct VAT code. This field is automatically filled when the amount and VAT amount have been entered.

General ledger account

Enter the general ledger account to which you want to post the costs.

Subject

The subject is determined by Yuki itself. Indeed, if you leave this field blank, Yuki automatically fills in the following subject 'Invoice from <name supplier>, <General ledger account(s)>', e.g. 'Invoice from KPN B.V., telephone and internet costs'.

Project

When a user with the 'Management' role has selected the Medium, Large or Unlimited bundle via the Yuki Store in the domain, this field appears in the input screen. The purchase invoice can be assigned to a specific project.

The (split) invoice lines

The invoice lines section is used to split an invoice into different general ledger accounts.

Here, you can use general ledger accounts with different deductible VAT rates. In most cases, the correct VAT deductibility per line is calculated automatically. However, when this calculation is not possible, an input screen is displayed in which the correct VAT amounts per line can be entered.  

The deductibility of a general ledger account can always be adjusted manually per invoice line by clicking on the button next to the 'Invoice amount'. This therefore deviates from the standard setting of the general ledger account.

Below is an example of the entry:

Ledger account 45350 Computer services 100% deductible and account 45351 Special computer services 75% deductible.

The entry for input tax has not been made cumulatively in order to maintain an overview. The chart of accounts also shows the deductibility as a separate column, so that you can see at a glance which accounts are partially deductible.

Payment details

Details of how the invoice should be paid are important for further processing of the invoice. When a customer uses the payment list in Yuki, extra care must be taken to correctly enter the payment method, due date and payment reference.

Payment method

In 'Payment method', choose the way the invoice will be paid. This can be done in the following ways:

• Electronic transfer: An invoice that still has to be paid by electronic transfer can be recognised by an acceptgiro underneath or by text on the invoice such as 'Please pay the invoice before ...' If an invoice has to be paid by electronic transfer, it is mandatory to fill in a bank account. Check whether a bank account number is already known (magnifying glass) or look for the supplier's bank account number on the invoice. If you use the payment list, you can create a SEPA payment file (if activated), which allows you to pay a number of purchase invoices by electronic transfer type in one go.
• Direct debit: Whether an invoice is collected is usually stated on the invoice.
• Cash: Cash payment usually occurs with receipts. The cash payment method is only possible if the company has a company cash register from which the payment was made. You must therefore always fill in a cash account for cash payments. If the customer has paid the account privately in cash, you do not select cash paid, but 'Private payment'. This payment method is not available if no cash option is selected.
• Debit card: The customer paid using a bank debit card. This is often indicated on the receipt. Look for indications such as 'card number', 'Maestro', etc. Choose the payment method 'Debit card' even if the invoice or receipt states that payment was made via IDEAL. It frequently happens that customers pay receipts with their private debit card. If you recognise this (bank account number on receipt is not a business number), do not select 'Debit card' but 'Private payment'.
• Credit card: If the customer has paid by credit card, the receipt often shows a designation such as 'MasterCard', 'Visa', 'American Express' and the last four digits of the credit card number. Again, it may be a private credit card. If you know that, choose 'Private payment '.
• Private payment: If the customer has paid the invoice privately (cash, with a private card or credit card or from a private bank account), select 'Private payment '. You are then also required to indicate who paid it. There, you can choose from a list of people associated with the company (owner, partners or employees). If the right person is not listed, they must first be created as an employee in the administration.

Bank account

The bank account number only needs to be filled in if the payment method is 'Electronic transfer'. For other payment methods, this field is not available. All bank accounts are displayed with the IBAN number.

BIC code

The BIC code must be entered for payments to a foreign bank account.

Pay before

The due date should be entered here. The due date is sometimes also listed as 'Please pay by <date X>'. If no due date is known, accept the proposal that Yuki indicates. In the field in front of the due date field, you can enter the number of days of the payment period, this will adjust the due date.

Payment discount

Enter the percentage of the payment discount or the amount of the discount here.

Payment reference

Enter the 16-digit payment reference here as stated on an acceptgiro.

When you have entered the data and added any notes Comments field in Other section), you can have your entry checked by clicking on the Complete button in the top left of your screen or above the Other section and then open the next document in the workflow.

Duplicate invoices

Every now and then it happens that customers submit a certain purchase invoice twice. Yuki checks whether there is a possible double invoice (duplicate). If that is the case, the invoice will not be processed automatically by Yuki. As soon as the purchase invoice is opened from the back office workflow, a banner will immediately be displayed above the address block and a so-called pop-up window will appear.  

This window compares the possible duplicate invoice with the invoice that has already been processed and completed in Yuki. Check that the supplier, date, amount and invoice number (reference) are the same.

Click on the Save button when it is actually another invoice. After saving the invoice, it must then still be processed in the input screen so that the next document to be processed in the workflow opens.

Click on the Complete button when it is actually another invoice. The invoice is saved and processed and completed directly in the input screen. The next document to be processed in the workflow is then opened.

Click on the Edit button when you want to change the details of the possible duplicate invoice. After saving the changed data, the above window will open again.

Click on the Delete button if the 'suspicious' invoice is a duplicate invoice.

Click on the Bundle button to bundle the invoice as a continuation sheet to the other invoice.

When the completed invoice is opened, a warning message is displayed in the yellow bar to indicate that the invoice had been recognised by Yuki as a possible duplicate invoice.

Entry

A purchase invoice is placed in the 'Purchase/invoices' folder by default, In addition, an outstanding item is created for the supplier (general ledger account '16000 Creditors), the costs (including VAT) are posted to the relevant general ledger account(s).