Purchase invoices with payments in transit (Beta)

Disclaimer

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

In Yuki, you can view a work list of all purchase invoices whose payment is in transit. These are invoices paid by debit card, credit card or direct debit. Invoices included in a draft or finalized SEPA payment file are also present in this work list.

All these invoices have yet to be matched with a payment in Yuki.

ATTENTION!

As soon as an invoice is matched with the corresponding payment, the invoice disappears from the ‘Payment in transit’ work list and appears in the ‘All purchase invoices’ overview.

Only a user with the ‘Back office’ role in the domain or the ‘Purchase’, ‘Management’, ‘Financial administration’ or ‘External accountant’ role can view this work list.

From this work list a user can:

• view the document
• view the SEPA payment file
• view the contact
• view the project
  (only available when a user with the ‘Management’ role has selected the Medium, Large or Unlimited bundle via the Yuki Store in the domain and the purchase invoice is linked to a project)
• release one or more invoices for payment
• put one or more invoices on hold
• create a task for an invoice.

Only a user with the role ‘Management’ role can put an invoice on hold or mark it as unpaid (release it for payment again).

Hover your mouse over the Purchase icon in the navigation bar and then click on Payments in transit.  

The following screen is opened:

Filters 

You can filter the data shown in this screen by:

• Show only overdue documents
• Document type: only purchase invoices or all purchase credit invoices.

In this work list you can use the so-called document viewer to:

• hide or show a screen preview of the document
• open the document in the browser
• download the document.

Click on the line of the respective invoice and then on one of the buttons on the right side of the screen:

Download as CSV (Excel)

To download all the data shown in the screen (in the columns) and e.g. export it to Excel and then print it, if required, click on the Download as CSV button at the top right of the screen.

The name of the downloaded CSV file is [administration name] - Payments in transit per [Today's date][time].csv

View document

• Click on the subject of the document
  OR
• Hover your mouse over the line of the invoice in question, click on the button with the three dots, and then select the View document menu option from the dropdown menu.
  
  
  

In the now-opened screen, the invoice can be changed, if necessary, or edits can be made to the invoice.

View SEPA payment file

To view the SEPA payment file containing an invoice, hover your mouse over the line of the invoice in question. Then click on the button with the three dots and select the menu option View payment file menu option from the dropdown menu.

When the currently opened SEPA payment file is still in Draft, you can make any changes.

Only a user with the role ‘Financial administration’, ‘External accountant’) or ‘Management’ role can finalize a draft SEPA payment file and send it to the bank.

View contact

Move your mouse over the line of the relevant invoice, click on the button with the three dots and then select the View contact menu option from the dropdown menu.

The contact card of the corresponding contact is now opened.

View project

To view the project to which the invoice is linked, click on the button with the three dots and then select the View project menu option from the dropdown menu.

In the now-opened screen, the details of the respective project are shown.

Release invoices for payment

If something goes wrong with the payment of the invoices, they can be released for payment again allowing them to be paid again.

Select the invoices in the overview to be released for payment. Then click on Release for payment at the top of the screen.

The following message appears on your screen:

The invoices disappear from the ‘Pending approval’ work list and enter the payment list in the ‘To be paid’ view.

From the payment list you can include the invoices to be paid in a SEPA payment file to pay them at once.

For a detailed description of paying via a SEPA payment file see article Pay payment list documents via SEPA payment file.

TIP!

To release one invoice for payment, hover your mouse over the line of that invoice, click on the button with the three dots and select the Release for payment menu option from the dropdown menu.

Put invoices on hold

Select the invoices in the work list to be put on hold. Then click on Put on hold at the top of the screen.

The following message appears on your screen:

The invoices disappear from the “Unpaid Invoices” work list and enter the “Pending approval” work list.

TIP!

To put one invoice on hold, hover your mouse over the line of that invoice, click on the button with the three dots, and select the Put on hold menu option from the dropdown menu.

Create task for invoice

To create a task for an invoice, hover your mouse over the line of the invoice in question, click on the button with the three dots, and then select the New task menu option from the dropdown menu.

The following screen is opened:

Select the required task type for the invoice, fill in missing data if necessary, and click on the Save button.