PO Box

Disclaimer

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

The PO Box in Yuki is the communication center between users and the back office. It is the central place for submitting documents and bank transactions, asking questions, and checking if there are any matters requiring attention.

The PO Box functionality is available when a user with the 'Management' role has selected the minimum version of Yuki (Minimal) or the Small, Medium, Large, or Unlimited bundle via the Yuki Store in the domain.

Access to PO Box

To access the PO Box home screen, click on the Po Box icon in the navigation bar:

Po Box home screen

In the menu, you'll find the most important features, divided into four categories:

Submit

• Submit
  You can submit your invoices, receipts, and documents in Yuki in four different ways:
  • Upload: Directly copy one or more files at once from your computer to the Yuki PO Box.
  • Shared Dropbox folder: Files in your linked Dropbox folder are automatically retrieved by Yuki.
  • Shared Google Drive folder: Works the same as Dropbox; Yuki scans the linked cloud folder for new documents.
  • Email: Send documents directly to the unique email address of your administration.
    
    Files larger than 100 KB
    All files in an email that are larger than 100 KB are automatically considered by Yuki as an administrative document and end up in the processing workflow. Therefore, be careful with large images or logos in your email signature; If these are larger than 100 KB, Yuki considers them a document to be booked!
    
    
• In process (overview)
  This is the current queue. Here you can see all documents ready to be checked, categorized, and posted by the Back Office. This runs synchronously with the accountant's workflow.
  
  
• History (overview)
  Your digital archive by period. Here you can see exactly when a document was submitted and what the current status is (In process or fully Processed).
  
  
• Processed transactions (overview)
  Here you can see exactly how many and which specific transactions Yuki has processed for you over the past month(s) and which may have been charged.

Questions (communication between user and back office)

The most important online communication between users and the back office takes place via the Po Box. Both you and the accountant always view exactly the same data.

User

You can use the PO Box to ask substantive or technical questions, report corrections, and submit complaints.

Back office

The back office uses the PO Box to ask you questions or make announcements.

For example, if the back office does not know how a document (invoice) should be booked, they will ask you a question about this via the Mailbox. You can then easily pick up that question, view the document, and subsequently provide a brief explanation.

Needs attention

Yuki continuously monitors whether the accounting and administration are complete and up-to-date. When Yuki detects something that requires attention, it is displayed here. This concerns the following categories:

• Spam
  Yuki filters incoming emails that look suspicious or have no administrative value.
• Digital mail
  Documents or messages that have arrived via automatic links (such as an email or scan) but still require action.
• Not processed
  Submitted documents that have not yet been processed for a specific reason,
• Bank
  Bank accounts are no longer up-to-date or bank transactions are missing,
• Unclear transactions
  Documents that have been posted to unclear transactions because there is uncertainty regarding the document.
• Missing invoices
  There are payments present in the administration for which the purchase or sales invoices are missing.
  
  

Forms

Expense claim

In order to prevent submitting the expense claim of employees on paper it is possible to directly submit the expense claim in a digital form.