Process and send invoice

Disclaimer

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

To send a new sales invoice to your customer, the following steps need to be completed:

• prepare the invoice for sending to the customer

• add notes, if necessary

• check and, if necessary, change the invoice date and/or sending method

• process the invoice in the administration so that it is actually sent to the customer.

It is of course also possible to send several invoices at once by post or email to customers.

For a detailed description, see articles Send invoices in bulk by email and Send invoices in bulk by post.

Click on the Sales icon in the navigation bar, click on Invoices and then select the Invoices ready to be sent work list in the now-opened screen.

Open the invoice you want to process and thereby actually send, by clicking on the subject of the relevant invoice.

The following screen is opened: 

From this screen, a user can:

• process and send the invoice
• save the invoice as 'Ready to send'
• delete the invoice.

Process and send invoice

After checking the invoice date, sending method and screen preview, the invoice can then be processed directly in the administration and sent to the customer by clicking on the Process button.

The invoice disappear from the 'Invoices ready to be sent' work list and is moved to the 'Invoice history' overview.

TIP!

The processed invoice can also be found in the Sales folder, on the Invoices tab in the Archive.

Depending on the sending method, the invoice:

• will be sent by post
  
  After processing the invoice, the invoice can be opened and downloaded as a PDF document in the follow-up screen by clicking on the Open this document with Adobe Reader button. After opening the PDF document, the invoice can be printed if required.
  
  

  
  

  TIP!

  In Contacts (CRM), you can use the Printer labels function to address the envelope to be sent.
  
  

• will be sent via Peppol
  The customer receives the sales invoice in their software in XML format with an embedded PDF.
  
  

• will be sent by email
  The customer receives an e-mail with the sales invoice attached in PDF and XML format.
  
  The Email field shows the email address already entered for the customer:

  • if this email address is of type 'Work' and you enter a new email address here, the new email address will be added to the contact card as an email address of type 'Invoice'.
  • if this email address is of the 'Invoice' type and you enter a new email address here, the (old) email address shown on the contact card will be replaced by the new email address.
  • If no email address has been entered with the customer, the new email address will be saved as type 'Invoice'.
    
    

• will not be sent by email: the invoice is processed in the administration but not sent to your customer.

ATTENTION!

When sending an invoice by e-mail, always check that the login details (username or password) that give access to the SMTP server (which handles the e-mail) are correct. If this is not the case, the following error message may appear: " Check your username and/or password.535 5.7.8 Error: authentication failed: authentication failure ]".

This message also appears when you use two-step authentication. This is not supported from Yuki when sending email. In that case, the mail server settings need to be cleared so that mails are handled by Yuki's server.

Save invoice as 'Ready to send'

To save the invoice again as an invoice to be sent, click on the Save as 'Ready to send' button.

Delete invoice

To delete an invoice to be sent, click on the Delete button.

The following screen is opened:

Click on the Yes button to actually delete the invoice.