Enter contract details

Disclaimer

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

In Yuki, you can create a contract to set up recurring invoices for a customer and send them automatically if required.

Access to new contract

You can create a contract from three places in Yuki:

• click on the Sales icon in the navigation bar
• click on Dashboard
• then, in the now-opened screen, click on the Create contract button.
  
  OR
  
  
• click on the Sales icon in the navigation bar
• click on Contracts
• then, in the now-opened screen, click on the Create contract button.
  
  OR
  
  
• click on the Contacts icon in the navigation bar
• click on Contacts
• open the relevant contact card
• in the now-opened screen, click on Sales invoices
• open a sales invoice created by Yuki
• Then click on the Generate contract button.

Enter contract details

The contact and contract details can be entered in the fields described below.

Contact details

Contact (required)

Select the contact (customer) for whom the contract is intended or click on the + Create new button to create a new contact (customer).

For a detailed description, see article Create company (customer) via contract or Create person (customer or contact person) via contract.

Automatically filled-in customer-specific data

The customer (main) contact person, price list, invoice layout and delivery method are automatically filled in if they are present on the customer's contact card.

Manually update a contract after changes to the contact card

Changes to a customer’s contact card, such as their email address, bank account number, direct debit authorization, or payment method for purchase or sales invoices, are not automatically updated in that customer’s contract (recurring invoices). The change must be manually updated in the relevant contract.

Once you select or create a contact, a number of details are automatically changed or added to the contract:

• Business card
  A business card is created for the contact; you can click on the icon to view it:
  
  
  
• Contact person
  A Contact person field will be added. If a customer-specific contact person is listed on the customer's contact card, this field will be filled in automatically.
• Invoice details
  Under Invoice details, the Invoice Subject, Payment term, Payment method and Invoice layout fields are automatically added.. If a customer-specific invoice layout is available on the customer's contact card, it is automatically filled in.

Contact person

If necessary, select a contact as the contact person of a customer or click on the + Create new button to create a new contact (contact person).

It is only possible to select contact persons that are defined at the customer. This prevents the recurring sales invoice from accidentally being sent to the wrong person.

Contract details

Start date (required)

Start date of the contract.

End date

By default, the validity of a contract is set as continuous (option None is selected), If required, the date until which a contract is valid can be specified here.

Repeat (required)

Set here whether you want this sales invoice to automatically repeat per:

• week
• month
• quarter
• half year
• year.

Generate Invoice

The recurring invoice will be generated on the date set in the contract settings (in the Sales Settings). This date (invoice date) is shown on the timeline.

You can manually change this date here so that the recurring invoices for this customer should be generated on the same day, one day before, 7 days before, 14 days before or 28 days before the calculated invoice date.

Invoicing period

When using placeholders (dynamic periods) in the subject line of recurring invoices or in the description of an invoice line, Yuki automatically pulls the values of the placeholders from the contract settings under Sales Settings.

However, you can change this value for this recurirng invoice by selecting here the period that is actually billed by recurring invoices:

• Previous period
• Current period
• Upcoming period.

One example of this is sending recurring invoices for the previous month on the first day of each month. By selecting 'Previous period', a placeholder in an invoice generated in June, for example, changes from 'Invoice for June' to 'Invoice for May'.

Invoice processing

Indicate here whether the recurirng invoices created by Yuki should be automatically processed in the administration and sent to your customer.

If Yuki should not automatically process the recurirng invoices, you will find these invoices in the 'Invoices to be sent' overview.

Timeline

The invoice date of the recurring invoices to be sent is shown on the timeline.