Your administration in Yiki will be composed based on the documents and bank transactions that you submit. In this article is described how to submit documents as efficient as possible.
Via the 'Adobe Scan' app or the scan functionality on your Smartphone you can make good scans.
It is not always easy to differentiate between corporate or private expenses. Therefore Yuki assumes that all the receipts and invoices that you submit involve corporate expenses. Yuki will process them as such accordingly. In case your administratieve office or accountant afterwards believe that some corporate expenses are private then it is fairly easy to designate them as private again.
First documents then bank transactions
For optimal processing by Yuki you first have to scan en submit the invoices before you submit the bank transactions.
Submit per administration
When you have more than one administration in your domain you have to submit the documents per administration. First sort out the documents per administration before you start to scan them. In addition, it is recommended to submit everything sorted out by document type. For example first all sales invoices, then all purchase invoices, followed by all receipts en finally the bank files and creditcard statements.
Scan and upload
- Remove staples, paperclips etc.
- Make sure all the sheet of paper are separated so they cannot stick together while scanning.
- Count the number of sheets of paper to be scanned so you can check afterwards if each sheet of paper is scanned.
- Scan in batches of maximum 25 sheets op paper, that makes checking afterwards more easier.
- Make sure that documents that contains of more than one sheet of paper are scanned in a row.
- Check if the back of an document contains important information that is needed for the administration.
It is possible to submit the documents in JPG or PDF format. Make sure that you only submit one invoice per PDF at a time. An invoice that consists of more than one page should be scanned in one time. Yuki is not able to combine or split PDF files afterwards.
Check number of pages
After you have scanned (and uploaded) the invoices Yuki will show a screen with the saved documents. Check if the number of documents corresponds with the number that you have counted before. If a page is missing you have to scan it again.
For a detailed description of scanning documents see article Scan documents with ScanWizard.
When occasionally you have receipts you can just scan them per receipt. By clicking Scan forms in the Yuki PO box you can print a scan form on which you can stick a receipt so you can scan it together with all the other documents.
When you have a lot of receipts you can better gather them and once a week or month make a list of similar receipts like receipts for parking receipts for petrol and/or receipts for lunch. The invoice date and invoice amount need to be stated on each receipt. Also the total invoice amount and VAT amount should be stated. Yuki has sample forms for this type of expenses. Yuki also has an form for expense claims whereby you can claim all the expenses that you have paid private.
Fuel purchase receipts
When you drive a lot of business kilometres, it is advisable to use a fuel card. It generates less administrative work (therefore cost saving) and serves better as proof for the tax authority. Take a look for instance at www.mkb-brandstof.nl.
Reminders and demands for payment
Normally demands for payment and reminders don't need to be processed in the administration. Only if there is a fine or interest that has to be paid you have to submit the reminder or demand of payment.
In case an invoice is stated on the reminder or demand of payment that has not yet been processed in your administration, you have to ask the supplier for a copy of that invoice. The invoice is necessary for the processing of VAT.
Yuki has a Sales module that enables you to create, print of send sales invoices by email. These sales invoices will then be processed and saved immediately.
Sales invoices that are created outside Yuki can ofcourse also be processed. You can scan the sales invoices (like purchase invoices) or submit them as a Word document or PDF file.
Make sure the CoC number, the VAT number and/or bank account of your company are stated on the invoice.
When you use letter paper but submit the sales invoices on blank paper or as a PDF file you can place them directly in the 'Sales' folder, see article Submit printed sales invoices (without letter paper).
When your accountant processes the salaries you also need to submit the journal entries and other salary transactions.
Submit al the documents that are important for keeping the financial records of your company. Think of VAT returns, fines, train tickets etc. Rather one document too many than too few.