Record directly in costs

Disclaimer

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

All bank transactions uploaded to Yuki end up in the 'Bank transactions to be processed' workflow. There can be three situations for the processing of bank transactions

• IDR has recognised the bank transaction and suggests a match with a payment
• IDR has recognised the bank transaction but cannot suggests a direct match with a payment
• IDR did not recognise the bank transaction, so the transaction must be processed manually.

This article describes the third situation.

It can always happen that certain expenses with VAT need to be recorded directly from the bank (i.e. without a receipt/invoice being submitted). For this you use the action Record directly in costs.

ATTENTION!

Costs (expenses) must meet a number of criteria to be allowed to be recorded directly from the bank transaction, for a detailed description see article Record costs directly from bank statements.

Only a user with the 'Back office' role in a domain can process bank transactions in the 'Bank transactions to be processed' workflow.

To start processing bank transactions, open the domain. The Back office workflow screen always opens by default. In this screen, click on the Bank tile to open the Bank transactions to be processed workflow.

In the now-opened screen, click on the > in front of a bank transaction line. The following screen may appear:

For example, if the notes state that all debits relating to KPN Telecom should be  recorded directly in costs including 6% VAT, click on the Actions button and then click on Record directly in costs. You will now see the following input screen: 

Now enter ’Telefoon- en internetkosten' under 'Ledger account' and ’KPN B.V.’ under 'Relation'. We have to be extra careful with 'VAT code'. You have several choices here:

• Non-deductible
• VAT 0%
• Input tax
• VAT 6%
• VAT reverse-charge (6%)
• VAT 21%
• VAT reverse-charge (21%)
• Acquisitions inside the EU (21%)
• Import outside the EU (21%)
• To be reclaimed in Belgium
• To be reclaimed in Germany
• Etc. 

The VAT codes shown depend on the name and address of the creditor.

You are strongly inclined to opt for the VAT 21% here, but this is not correct. The VAT 0%, VAT 6%, VAT 21%, VAT reverse-charge (6%) and VAT reverse-charge (21%) options are only for sales or negative sales. For costs you always use 'Input tax' or 'Non-deductible’. Since the KPN always charges 21% VAT, we use 'Input tax' for this one. The input field at 'VAT amount' now becomes a calculation field. In this screen, enter the following 61.04 (this is the amount of the bank transaction) / 121 * 21 (the amount inclusive is 121% so we have to calculate back to 1%. Check that this says 10.59 euros).

Click on the Save button. You will now see the following screen:

Click on the Completed button which will show the next transaction in the workflow.