Process (and send) invoice

Disclaimer

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

In Yuki, it is possible to manually create a sales invoice and then send it to your customer by mail, email or via Peppol. Then, if necessary, the invoice can be handled correctly.

Send invoices in bulk

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.

Access to invoice ready to be sent

To access:

• click on the Sales icon in the navigation bar
• click on Invoices
• then, in the now-opened screen, select the Invoices ready to be sent work list
• open the invoice you want to prepare for sending by clicking on the subject of the relevant invoice.

Invoice ready to be sent

AVAILABLE USER ACTIONS

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.

Sending methods

• sent by post: once processed, the invoice can be opened and downloaded as a PDF file. To do so, click on the Open this document with Adobe Reader button. You can then print the invoice.
  
  

  
  

  TIP!

  Use the Printer labels feature in Contacts (CRM) to address envelopes.
  
  

• sent via Peppol: the customer receives the invoice in their software in XML format with an embedded PDF.
  
  

• sent by email: the customer will receive an email with the invoice attached in both PDF and XML formats.
  
  Email management

• If the existing email address is of the “Work” type and you enter a new email address, this new email address will be added as the “Invoice” type

• If the email address is of the “Invoice” type and you change it, the old email address will be replaced.

• If no email address is provided, a new email address will be saved as type ‘Invoice’.
  
  For a detailed description, see article Email addresses for sending sales invoices)
  
  

  ATTENTION!

  Make sure the login credentials (username or password) for the SMTP server (which handles email) are correct. If the credentials are incorrect, the following message will appear: “Check your username and/or password. 535 5.7.8 Error: authentication failed: authentication failure.”
  
  

  Yuki does not support two-step authentication for email sending. Clear the mail server settings so that the Yuki server can handle the email.
  
  

• not sent by email: The invoice has been processed in the administration but has not been sent to the customer.
  
  

Save invoice as 'Ready to send'

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

Delete invoice

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

The following screen is opened:

Click on the Yes button to actually delete the invoice.