Set default values (central processing rules) for portal

Disclaimer

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

Only a user with the role 'Portal administrator' role has the ability to create default values (read central processing rules) for a supplier from within the Yuki accountant portal.

ATTENTION!

Only when a validated contact has been created as a supplier in a domain within the portal, often after the first invoice from this company has been processed, can a default value be created at the portal level for the company.

As a result, in every domain in the portal, the uploaded purchase invoices of the supplier in question will automatically be processed according to the settings of these central processing rules.

A user with the 'Portal back office' role does not have access to the settings of the default values.

The feature allows invoices from suppliers who supply to multiple domains in the portal to be processed automatically in each domain at once. After recording a purchase invoice in one of the domains in the portal, you can create a default value for the supplier.

If an invoice from the same supplier is then uploaded in another domain, it will be processed in the portal according to the central processing.

Difference between local and central processing rules

When a document is uploaded into a domain, Yuki first checks with the found supplier whether a default value (central processing rule) is present in the portal. If so, the document is processed according to this rule.

However, Yuki then checks whether a default value (local processing rule) is created in the domain for this supplier. If yes, Yuki will fill in the document details according to this default value and then record the document.

ATTENTION!

Default values (local processing rules) in a domain are therefore leading and 'override' the default values (central processing rules) in the portal. 

There are some additional conditions that the used supplier for a default value must fulfil:

• When creating a default value, you can only choose a supplier that is already known/used in one of the existing domains.
• The supplier in question must have a 'replication link' with Yuki's central database, as this allows the recognition software to retrieve the correct supplier from the database (this is the case in 99% of contacts).

TIP!

If a default value in the portal does not work properly, it may be because the address is stored locally in the domain and there is no automatic replication link to Yuki's central database.

For a detailed description of establishing a replication link, see article Establish replication link with Yuki central database.

From this screen, a user with the 'Portal administrator' role can:

• create a new default value (on document level) for supplier
• create an UBL rule (on line level) for supplier
• view a default value or UBL rule for supplier
• change default value or UBL rule for supplier
• copy a default value or UBL rule for supplier
• activate or deactivate default value or UBL rule for supplier
• delete a default value or UBL rule for supplier.

In the accountant portal, click on the Settings icon at the top right of your screen.

Then click on Default values in the now-opened screen.

The following screen is opened:

Create default value or UBL rule for supplier

Default values (central processing rules) can be created at two different levels:

• Document level (default value)
• Line level (UBL rule), only available for UBL documents.

To create a default value, click on the New default value button and then select Default value or UBL rule from the dropdown menu.

For a detailed description of how to create a default value or UBL rule in the portal, see article Create default value (central processing rule) for portal or Create UBL rule (central processing rule) for portal.

View default value or UBL rule for supplier

To view a default value or UBL rule for a supplier:

• click on Document or Rule in the Default value column of the relevant supplier
• OR
• hover your mouse over the relevant supplier's line, click on the button with the three dots and then select View default value from the dropdown menu.

Change default value or UBL rule for supplier

To change a default value or UBL rule for a supplier:

• click on Document or Rule in the Default value column of the relevant supplier
• OR
• hover your mouse over the relevant supplier's line, click on the button with the three dots and then select Edit default value from the dropdown menu.

In the now-opened screen, click on the Edit button to change the default value or the UBL rule.

Copy default value or UBL rule

To copy a default value or UBL rule:

• click on Document or Rule in the Default value column of the processing rule you want to copy. In the now-opened screen, click on the Duplicate button.
• OR
• hover your mouse over the line of the relevant supplier, click on the button with the three dots and then select Copy from the dropdown menu.

Activate or deactivate default value or UBL rule

To activate or deactivate a default value or UBL rule:

• click on Document or Rule in the Default value column of the processing rule you want to delete. In the now-opened screen, click on the Activate or Deactivate button.
• OR
• hover your mouse over the relevant supplier's line, click on the button with the three dots and then select Activate or Deactivate from the dropdown menu.

Delete default value or UBL rule

To delete a default value or UBL rule:

• click on Document or Rule in the Default value column of the processing rule you want to delete. In the now-opened screen, click on the Delete button.
• OR
• hover your mouse over the relevant supplier's line, click on the button with the three dots and then select Delete from the dropdown menu.