Post sales invoice

Disclaimer

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

As much as possible, Yuki tries to recognize and automatically process documents based on IDR and default values. However, a comtact on a document may be new, the invoice may not be recognized, or may require additional information to process the entry in Yuki. The sales invoice will not be handled by Yuki and will have to be processed manually. How to process a sales invoice is explained in detail in this article.

TIP!

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

The input of a sales invoice is almost identical to that of a purchase invoice.

However, note the following differences:

• For sales invoices, Yuki does not work with a centrally validated contact database. When searching for a contact, you only need to pay attention to the green or light gray labels. This is because you only search on the (validated) local contacts that are already in the local contact file of the administration. For sales invoices, the Chamber of Commerce numbers and VAT numbers are usually not available on the invoice. Therefore, you do not need to copy those. However, the VAT number is required if it concerns a customer abroad and the VAT number of that customer is listed separately on the invoice.
  
  
• The field 'VAT amount' is missing from the invoice information. For sales invoices this must be specified split per VAT percentage.
  
  
• The following ways can also be chosen as the method of payment of the invoice:
  • In private: if your customer paid the invoice in some way privately (cash, with a private debit card or credit card or from a private bank account) choose 'In private'. 
  • iDEAL: your customer paid the invoice via iDEAL. 
  • Online: your customer paid via an online payment provider such as Paypal, Pay.nl etc.

Sales invoices recorded with payment type 'debit card', 'credit card', 'iDEAL' or 'Online' do not end up in open debtors but are recorded in the suspense account debit payments, suspense account credit card payments, suspense account iDEAL payments or suspense account online payments, respectively.

TIPS!

• You can also create your own payment methods for the payment of your sales invoices.
  For a detailed description see article Create payment methods.
• If a user with the role 'Management' role has chosen the Large or Unlimited bundle via the Yuki Store in the domain, you can create a SEPA direct debit file, allowing you to collect a number of sales invoices at once.

Split sales invoice with different VAT rates

If a combination of different VAT rates is used on a sales invoice, these should be recorded in different invoice lines. You proceed as follows:

• Check on the invoice how many different VAT % apply. For combined invoices this is usually one (21% and 6%).
• Click on + Add new invoice line until you have as many lines as different VAT percentages.
  
  
  

• Go to the VAT code field of the first invoice line and enter the VAT percentage (for example, 21%). Then enter the amount on which the 21% VAT is calculated. This is often called “VAT base” on the invoice. If the VAT base is not available, but the amount including VAT is, then that can also be entered on the line. You will still need to click in the “Inc. VAT” checkbox.

• Then go to the next invoice line and do the same.

• Eventually the total of the invoice lines should match the total of the invoice.
  
  

  
  

Once you have entered the data and added any notes (Notes 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 following document in the workflow.

Duplicate invoices

It occasionally happens that a particular sales invoice is submitted twice. Yuki checks whether there may be a double invoice (duplicate). If so, the invoice is not automatically handled by Yuki. As soon as the sales invoice is opened from the back office workflow, a so-called pop-up window will be shown immediately.

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

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

Click on the Complete button if it is actually a different invoice. The invoice is saved and completed directly in the input screen. The next document to be processed in the workflow then opens.

Click on the Edit button if you want to change the data of the possible duplicate invoice. After saving the changed data, the above window opens again.

Click on the Delete button when the “suspicious” invoice is indeed a duplicate invoice.

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

Entry

By default, a processed sales invoice is placed in the “Sales / Invoices” folder. The processed invoice should always be matched with a payment (transaction). An open customer item is created (account '13000 Debtors'), the revenue (including VAT) is posted to the appropriate general ledger account(s).