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.

CAUTION!

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 to Default values

• 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:

Under Input, enter the data that the default value (processing rule) must comply with and, under Output, the data that will then be filled in automatically. This data depends on the document type for which you create a default value (processing 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.