Invoices ready to be sent

Modified on Tue, 24 Mar at 1:36 PM

Disclaimer

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

In Yuki, you can view a work list of all sales invoices to be sent. Always check the settings of these invoices before they are actually sent.

All invoices to be sent can also be found in the Sales folder, on the Invoices tab in the Archive.

Change invoice ready to be sent details

The invoice date, sending method and/or email address of an invoice ready to be sent can still be changed and saved again.

If other details needs to be changed, such as an invoice line, it is possible to save the invoice to be sent as a draft invoice again.

Access to Invoices ready to be sent

To access:

click on the Sales icon in the navigation bar
click on Invoices
then, in the now-opened screen, select the Invoices ready to be sent invoices work list from the dropdown menu.

Invoices ready to be sent work list

This screen shows the details of all sales invoices that are ready to be sent to customers.

Filters

By adding specific columns, you can filter the “Invoices ready to be sent' work list work list by, among other things:

Direct debit: sales invoices to be sent that will or will not be collected
Sending method: ent by post, email or via Peppol
Email: all invoices sent by email to the customer
Tags: all invoices with a specific tag.

AVAILABLE USER ACTIONS

From this work list, a user can:

change an invoice to be sent
process the invoices to be sent and send them to customers
view the document
view the contact
save invoices that cannot or should not yet be sent to customers as draft invoice again
create a duplicate of the invoice to be sent
delete invoices to be sent.

Change invoice ready to be sent

To change an invoice ready to be sent:

click on the subject of the invoice ready to be sent that you want to change before processing it and thereby actually sending it to the customer.

The following screen is opened:
after changing the sending details of the invoice ready to be sent, you can save it again as an invoice ready to be sent (in 'Invoices ready to be sent' work list) by clicking on the Save as 'Ready to send' button

OR
you can process and sent it directly to the customer by clicking on the Process button.

TIP!

To change all other details of the invoice ready to be sent (customer details, invoice lines and additional details), click on the Back button.

Process and send invoices to customers in bulk

To process and send invoices to customers in bulk:

select the invoices that you want to send to customers
then click on Process at the top of the screen to process the invoices in the administration and actually send them by post or email.

The following message appears on your screen:
change the invoice date if required
then click on the Process button to process and send the invoices to the customer.

Process and send one invoice

To process and send one invoice:

hover your mouse over the line of the relevant invoice
click on the Process button.

The following message will appear on your screen:
if required, change the invoice date
then click on the Process button to process and send the invoice to the customer.

After processing invoices

After processing, Yuki sends an email to the user who processed the invoices in bulk. If the invoices were sent in bulk by post, a notification will also appear as an outstanding question issue in the PO Box.

Both the email and the notification contain a link to a PDF summary file that includes all sent invoices.

The name of the PDF file is ‘Sales invoices print file [date] [time].pdf’ and can be printed if required.

TIP!

This PDF summary file is also saved on the (All) tab in the Sales folder.

For a detailed description, see articles Send invoices in bulk by email and Send invoices in bulk by post.

The processed invoices can be found in the Invoice history, Activity log and Bulk activity overviews.

The sent email containing the sales invoice can be viewed by opening the original sales invoice and clicking on Sent emails.

TIP!

To find out the reason why an invoice cannot be sent via Peppol or email, open the relevant sales invoice and in the 'Notes' field, view the reason listed there.

View document

Click on the subject of the document

OR
hover your mouse over the line of the relevant invoice
click on the button with the three dots
then select View document from the dropdown menu

In the now-opened screen, the sending details of the invoice to be sent can be changed and the invoice can be saved as an invoice to be sent again or actually sent to the customer.

View contact

To view the contact of an invoice:

hover your mouse over the line of the relevant invoice
click on the button with the three dots
then select View contact from the dropdown menu.

The contact card of the contact is now opened.

Save invoices as draft invoices again

All selected invoices in the work list that cannot or should not yet be sent can be saved as draft invoices again by clicking on Move to draft invoices at the top of the screen.

The invoices disappear from the 'Invoices ready to be sent' work list and reappear in the 'Draft invoices' work list.

Save one invoice as draft invoice

To save one invoice as draft invoice again:

hover your mouse over the line of that invoice
click on the button with the three dots
then select Move to drafts from the dropdown menu.

Create duplicate of invoice ready to be sent

To create a duplicate of an invoice ready to be sent:

hover your mouse over the line of the relevant invoice
click on the button with the three dots
then select Duplicate from the dropdown menu.

A screen opens with a duplicate of the draft invoice. The details of the duplicate can be changed if required and then saved as a draft invoice or prepared for sending.

Delete invoices ready to be sent

To delete invoices ready to be sent:

select the invoices ready to be sent that you want to remove from your administration
then click on Delete at the top of the screen.

The following message appears on your screen:

Delete one invoice ready to be sent

To delete one invoice ready to be sent:

hover your mouse over the line of that invoice
click on the button with the three dots
then select Delete from the dropdown menu.