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.

Access to UBL rules (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
  
  
• hover the mouse over the line of the relevant UBL invoice
• click on the Set automation button
• in step 1 select the domain in which the UBL invoice is located and then click on Select
• in step 2 select the UBL invoice for which you want to create a UBL_rule and then click on Select
• in step 3 hover the mouse over the relevant invoice line and click on the New UBL rule button
  
  

Access to UBL rules (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 UBL rule.

The following screen is opened:

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.

TIPS!

• 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.
• If necessary, the values in the UBL fields (item code, description, VAT percentage and VAT category) that you want to use need to look them up first.

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

  On the right 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 you search (on PC using Ctrl-F, on Mac using Cmd-F) for the UBL field whose value you want to use as a value in the UBL rule.

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.

Then click on the Create button.

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