Create UBL rule (central processing rule) for portal

Disclaimer

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

Only purchase invoices supplied in UBL format can be split into a number of invoice lines by means of processing rules at line level in a portal.

A default value for a supplier must first be present in the portal, after which you can start splitting at line level.

Only a user with the 'Portal administrator' role can create a UBL rule (central processing rule) 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 Create... button and then click on UBL rule.

The following screen is opened:

Under Input, enter the data that the UBL rule (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 UBL rule (processing rule).

Input

Below are the values that the 'input' on the purchase invoice must comply with:

• Supplier: name of supplier
• Document type: purchase invoice
• Priority: which processing rule at line level has the highest priority?
• UBL item code: item code equals, starts with or contains (UBL field: SellersItemIdentification (purchase invoice)
• Description (UBL): item description equals, starts with or contains
• VAT percentage % (UBL): VAT percentage in invoice.
• VAT category (UBL): VAT category in invoice (UBL field: TaxCategory)

• VAT category name (UBL): VAT category name in invoice.

TIP!

If the value of the 'UBL item code' (SellersItemIdentification) field is missing from the UBL invoice, you will only need to enter the value of the 'Description (UBL)' (item Description) field.

Output

Below are the values that are automatically entered as 'Output' on the purchase invoice:

• GL account: select the appropriate general ledger account.
• 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 then the general ledger account 'Account unknown' will be applied.

Look up UBL fields

To use the values in the UBL fields (item code, description, VAT percentage and VAT category), you must first look them up.

From the input screen, Yuki indicates through the UBL symbol that the document is a UBL invoice.

On the right-hand side of your screen you will find the Xml data, clicking on this will open the underlying XML document of the invoice.

In this XML document, look for the UBL field whose value you want to start using as default value.

The following explains in a few steps how to set the field 'UBL item code' as default value, for example:

• Search for the SellersItemIdentification(s)in the purchase invoice

  Click Ctrl-F on a PC or Cmd-F on a Mac, you can use this to search for the above term.
  
  
  

• In the example above, you can see by the arrow the 'SellersItemIdentification' (purchase invoice) of one invoice line ('invoiceline', see red box). If you look closely, you can see that this is postage costs.
  
  
• Copy this 'SellersItemIdentification' code by the arrow (in this case '8713631046058') and then paste it into the UBL item code field.

• Indicate to which general ledger account the line should be posted.
  
  
  

• Click on the Create button.

Yuki will now process a purchase invoice that meets the above 'input' values in such a way that an invoice line is automatically posted to '60002 Purchases item group 1'.