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.

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 New default value 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
  The document will not be processed automatically and will always end up in the back office workflow for review.
• When reliable history
  If past results are sufficiently reliable Yuki will automatically complete, if in doubt (e.g. if no same document has been processed in the past 3 months) the document will end up in the back office workflow.
• Always when 100% recognised
  If the document is recognised, it will always be processed automatically and the values of the processing rules will be applied.
• Always when all item lines are matched
  You use this option if you use UBL invoices that are processed based on item lines.