Submit documents via Yuki Assistant app

Disclaimer

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

With the Yuki Assistant app on your Smartphone, you can submit documents (including receipts and invoices) directly and have them processed in your administration.

TIP!

You can download the Yuki Assistant app for iPhone for free from the Apple App Store.

You can download the Yuki Assistant app for Android for free from the Google Play App Store.

Go through the following three steps to submit a document through your Yuki Assistant app:

• Choose the document you want to upload
• Upload the document to your administration.
• If necessary, edit the document before uploading it
• If necessary, adjust or add data before uploading the document.

ATTENTION!

Offline uploaded documents/files are immediately uploaded into your domain in Yuki as soon as the Yuki Assistant is online. After uploading, a notification appears in the Yuki Assistant screen that the documents/files have been uploaded.

Choose the document to upload

To upload a new document to your administration, click on the orange button at the bottom of your app's home screen:

In the now-opened screen, choose one of the following three options:

• Choose from gallery
  The photos and images in the gallery will open. Select the photo or image you want to upload here.
• Take a picture
  Take a picture of the document you want to upload and then click on the check mark at the top right of your screen.
• Choose another file
  The most recent files you have viewed with one of your apps on your Smartphone will open. Find and choose the file you want to upload.

TIP!

Multiple photos (pages) can be uploaded at the same time (from the Gallery). The pages are then merged into one PDF file.

The following screen is opened:

TIP!

In the above screen, if necessary, you can add one or more pages to the document by clicking on the left arrow at the top of the screen.

Upload documents to your administration

You then specify how the document to be uploaded should be processed in your administration in Yuki. This depends on the selected folder and payment method:

• 'To be handled by Yuki' folder
  The financial document is relevant to your accounting and therefore your accountant must determine how the document is processed in your administration and in which folder on the top shelf in your Archive the document is kept.
• 'To be handled by Yuki' folder and payment method 'By employee'
  You want to claim your own expenses directly. Your accountant will process the document as an expense claim paid from private (cash or private debit/credit card) in your administration and then save it in the Expense claims tab in the Human Resources folder.
• 'To be filed by me', 'Insurance', 'Correspondence', 'Meetings' and 'Other' folder
  The document is not relevant to your accounting and therefore does not need to be processed by your accountant. You should think of insurance policies, deeds, correspondence, etc.You place the document yourself directly in the tab of the appropriate binder on the bottom shelf in your Archive.

If the document can be uploaded directly into your administration then click on the Upload button. The document will be uploaded to and processed in the administration you have set as default. If necessary, select a different administration.

After uploading the document, a notification will appear on your screen that the document has been uploaded. You can view the document you just uploaded by clicking on View.

However, before you upload the document, the document can still be edited, if necessary, or data about the document can be modified or added manually.

TIPS!

• To change the order of the pictures (pages) of a document, click on Reorder at the top right of the screen.
• To view the most recently uploaded documents, open your archive (via Discover) and then click on My uploads at the top of your screen.
• In your administration in Yuki, the uploaded document in the 'Workflow' section indicates that the document in question was submitted via the Yuki Assistant app.
  
  

Edit document before uploading

The document you want to upload to your administration can still be edited, if necessary, by clicking on the button with the pencil.

The following screen is opened:

You can delete, rotate or manually crop the document (by default, the edges are automatically cropped) by clicking on the Delete, Rotate or All button at the bottom of your screen, respectively.

Then click on the Save button.

Adjust or add data before uploading

When a document is to be uploaded, Yuki defaults to the 'To be handled by Yuki' folder and payment method 'Electronic transfer'.

However, additional details can be added to the document by clicking on the arrow behind More details. The details recognized by Yuki will now be filled in automatically.

However, all data can still be adjusted manually, if necessary.

Folder (default is is 'To be handled by Yuki')

Select the binder in your Archive where you want to upload the document (by default, this is the 'To be handled by Yuki' folder)

Payment method (default is 'Electronic transfer')

Electronic transfer, by employee, direct debit, debit card, credit card or cash.

Subject

The subject of the document.

Date

Enter the date of the document.

Currency

If necessary, select the correct currency

Amount

Enter the total amount.

Click on the +/- button to enter a negative total amount (credit invoice).

Expense type

Select what type of costs the expenses consist of.

Contact

Find and select the contact of the document in your own Address book.

Project

You can link the document only to a project to which you as a user have access,

In the list shown, select the project to which you want to link the document. You can also search for a project using the magnifying glass.

Remarks

Add a remark for yourself or your accountant.

ATTENTION!

• The 'Subject' field is only available if the 'To be filed by me', 'Insurance', 'Correspondence', 'Meetings', or 'Other' folder is selected.
• The 'Currency', 'Amount' and 'Expense type' fields are not available if the 'To be filed by me', 'Insurance', 'Correspondence', 'Meetings' or 'Other' folder is selected.

What do you need to consider?

• With the older Smartphone version, the quality of the photo may be less than that of a scan.
• Make sure the login credentials are recorded.
• Make sure you can email on your Smartphone.
• Make sure your Smartphone is PIN-protected. In fact, Yuki stores accounting login information on the phone!