Create default value (central processing rule) for portal

Disclaimer

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

By creating default values (central processing rules) at document level, purchase invoices from the same supplier in portal domains can be automatically posted to a specific general ledger account.

Only a user with the 'Portal administrator' role can create a default value (central processing rules) for the portal.

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

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.

Access default values (via invoices in overview Top suppliers)

• In the accountant portal, click on Set rules in the Increase automation tile
  OR
• in the accountant portal click on Management
• click on Reports
• in the now-opened screen click on Top suppliers.

pdf invoice

To create a default value for a pdf invoice:

• hover your mouse over the line of the invoice in question
• click on the button with the three dots
• then select the New default value menu option from the dropdown menu.
  
  

UBL Invoice

If there is no default value for a UBL invoice, you must first create it:

• hover the mouse over the line of the invoice in question
• click on the Set Automation button 
• in step 1 select the domain in which the UBL invoice is located and then click on the Select button
• in step 2 select the UBL invoice for which you need to create a default value and and then click on the Select button
• then in step 3 click on the New default value link in the banner shown in the now-opened screen.
  
  

Access to Default values (via Settings)

• In the accountant portal, click on the Settings icon in the top right of your screen. 
• Then click on Default values in the next screen. 
• Finally, in the now-opened screen, click on the Create... button and then click on Default value.

The following screen is opened:

When setting a default value (processing rule), it is important to fill in the specific criteria and output fields that correspond to the purchase invoice for which you are setting the rule.

Input

The values that the 'Entries' on the purchase and/or (Yuki) sales invoice must meet:

• Supplier: name of supplier
• Document type: purchase invoice
• Priority: which default value (document processing rule) has the highest priority?
• Dates: date from (start date) to a certain date (end date)
• Amounts: invoice amount from an amount up to a certain amount, followed by the currency of the invoice amount (selection from all currencies 'active' within domain)
• OCR data: part of the OCR text of a document.
  The up to three OCR data fields added are applied as EN-EN criteria.

Output

The values automatically entered as 'Output' on the purchase invoice:

• GL account: general ledger account to which costs or turnover are to be posted
• Dynamic ledger account: exact general ledger code of the general ledger account.

  If this code also exists in the domain then it will be posted to. If the code does not exist, the general ledger account 'Account unknown' will be applied.

Extra output

The values automatically entered as 'Output' on the purchase invoice:

• VAT code: VAT rate applied on purchase invoice
• Payment method: how the purchase invoice must be paid
• Payment term: the number of days within which an invoice must be paid
• Subject template: invoice subject according to template (with placeholders)
• Currency: currency of invoice amount (selection from all currencies 'active' within domain).

Completion

There are also more extensive options to have the documents completed automatically or not by the Yuki IDR:

• Manual
  Yuki will recognize the document as usual, but the invoice still needs to be manually processed from the workflow for verification.
• When reliable history
  Process the document automatically when 50% of this supplier's invoices have been recognized completely correctly in the past 18 months.
• Always when 100% recognized
  Process the document automatically when all required fields on the invoice have been recognized.
• Always when all item lines are matched
  Process the document automatically when each item on the invoice is assigned to a GL account based on UBL rules.

Then click on the Create button.

You will find the created UBL rule in the Default values report (via Settings).