UBL by company (invite or register administrations)

Disclaimer

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

When a portal is registered for automatic retrieval of UBL invoices via InvoiceSharing, administrations from each domain still need to be invited to receive UBL invoices. 

Only the owner of a domain (with 'Management' role) or a user with 'Management' role can invite suppliers from a domain to receive their UBL invoices. 

At the UBL by company setting, an overview of the status of UBL invitations by administration in a domain can be viewed.

In addition, administrations can be invited or registered for UBL from this screen.

Only a user with the 'Portal administrator' role can view UBL by company and invite or register administrations.

A user with the 'Portal back office' role does not have access to the UBL by company setting.

From this screen, a user with the 'Portal administrator' role can:

• invite administrations to receive UBL invoices
• register administrations at once to receive UBL invoices.

In the accountant portal, click on the Settings icon at the top right of your screen.

Then click on UBL by company in the now-opened screen.

The following screen is opened:

The status of an invitation can be: Invited, Accepted or Declined. You can also filter this overview by Status.

UBL invitation status 'Accepted'

If the user of the invited administration has accepted 'UBL', the domain will be set up accordingly and Yuki will immediately start working to ask suppliers who can send UBL invoices to send them directly to the administration.

Once all the steps have been completed by Yuki, the suppliers who submit invoices in UBL format for the relevant administration can be invited by the entrepreneur. Through this invitation, Yuki establishes the link with the suppliers so that the UBL invoices will be retrieved automatically.

For a detailed description, see article UBL by supplier.

Invite administrations

By ticking one or more administrations and then clicking on the Invite administrations button, you ensure that the relevant administration(s) are invited and set up to receive UBL invoices.

When the domain owner (with 'Management' role) or a user with the 'Management' role logs in, a pop-up appears in the screen.

The user then has 3 options from which to choose:

• Sign up: this registers the customer (user) to receive UBL invoices, the domain is then set up for this purpose.
• Ask me in 7 days: this closes the pop-up. The pop-up will reappear in 7 days.

• Cross (close): closes the pop-up. At the next login, the pop-up will appear again.

Once the user has clicked on the 'Ask me in 7 days' button or the cross, the user can access the sign up page again as follows:

• Open the Contacts functionality
• Then click on the UBL button
  
  

Register administrations at once

By selecting one or more administrations and then clicking on the Register administrations button, you ensure that the selected administrations are immediately prepared to receive UBL invoices. 

However, the domain owner (with 'Management' role) or users with the 'Management' role will not be notified of this.

ATTENTION!

A supplier may contact the customer for verification. In case you have directly registered a customer to receive UBL invoices, your customer has not been notified of this through the portal. We therefore recommend sending your customer a message to avoid confusion.