Invoices ready to be sent

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.

The invoice date, sending method and/or email address of an invoice 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. 

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

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.

Hover your mouse over the Sales icon in the navigation bar, click on Invoices and then, in the now-opened screen, select Invoices ready to be sent from the drop-down menu..

The following screen is opened:

TIP!

By adding specific columns, you can filter the 'Invoices reato be sent' 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.

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.

Change invoice to be sent

In the work list, click on the subject of the invoice 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 to be sent, it can be saved again as an invoice to be sent (in work list 'Invoices ready to be sent') by clicking on the Save as 'Ready to send' button, or processed and sent directly to the customer by clicking on the Process button.

TIP!

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

Process invoices in bulk and send them to customers

Select the invoices in the work list 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 will appear on your screen: 

Change the invoice date if required, then click on the Process button to process and send the invoices to the customer.

After processing, an email is sent by Yuki to the user who processed the invoices in bulk. 

When invoices have been sent in bulk by post, a notification will also appear as an open question in the Mailbox. The email and the notification both contain a link to a so-called PDF batch print file (collection file) containing all invoices sent.

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

TIP!

This PDF batch print file (collection 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. 

TIP!

To process and send one invoice, hover your mouse over the line of the relevant invoice and click on the Process button.

The following message will appear on your screen: 

If required, change the invoice date and then click on the Process button to process and send the invoice to the customer.

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 and then select View document from the drop-down 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

Hover over the line of the relevant invoice, click on the button with the three dots and then select View contact from the drop-down 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.

TIP!

To save one invoice as draft invoice again, hover your mouse over the line of that invoice, then click on the button with the three dots and then select Move to drafts from the drop-down menu.

Create duplicate of invoice to be sent

Hover your mouse over the line of the relevant invoice, click on the button with the three dots and then select Duplicate from the drop-down 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 to be sent

Select the invoices to be sent in the work list that you want to remove from your administration. Then click on Delete at the top of the screen.

The following message will appear on your screen: 

TIP!

To delete one invoice, hover your mouse over the line of that invoice, then click on the button with the three dots and then select Delete from the drop-down menu .