Enter contract details

Disclaimer

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

You can create a contract from three places in Yuki:

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

To create a new contract, complete the following steps:

• enter contract details (contact and contract details)
• enter invoice details (invoice information) of recurring invoice
• add one or more invoice lines (items) to recurring invoice
• add additional information to recurring invoice, if required
• add payment information to recurring invoice, if required
  (only available in payment method 'Direct Debit' and 'Will be refunded')
• add, if required, add an attachment to the contract from your device or from the archive in Yuki
  (only available in new sales functionality)
• add notes to recurring invoice, if required
• change, if required, sending method of recurirng invoice and/or customer email address
• save contract as a draft contract or a completed contract.

The following describes the details of the contract to be entered.

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).

TIP!

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.

ATTENTION!

A change in the customer's contact card such as e.g. the e-mail address, bank account number, collection authorization or payment method of purchase or sales invoices is not automatically implemented in the contract (recurring invoices) of that contact . The change must be made manually in the corresponding contract.

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

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

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

Contract details can be entered in the fields described below.

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 you use a placeholder (dynamic period) in the subject of your recurirng invoices or in the description of an invoice line, the value of the placeholder 'default' is automatically taken from the contract settings (in the Sales settings).

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

• Previous period
• Current period
• Upcoming period.

An example would be sending recurirng invoices for the past month on the first of each month. By selecting the ‘Previous period’ option, the value of the placeholder in a recurirng invoice generated in June, for example, will not be ‘Invoice for June’ but ‘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.