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 an overview 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 overview.

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

Access to Purchase invoices with payments in transit

To access:

• hover your mouse over the Purchase icon in the navigation bar
• then click on Payments in transit.  

Payments in transit overview

Filters 

You can filter the data shown in this screen by:

• Document type: only purchase invoices or all purchase credit invoices.

Resizeable document viewer

Click on the relevant invoice line and then on the Show / Hide button (icon with a right / left arrow) to show or hide the document preview on the screen.

To enlarge the displayed document preview, move your mouse over the two arrows to the left of the document preview and resize it to the final size.

Additionally, in the document viewer you can:

• reset the document preview to the default size (curved arrow icon)
• open the document in the browser (square icon with a top-right arrow)
• download the document (cloud icon with a down arrow).

AVAILABLE USER ACTIONS

From this overview 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.

Download as CSV (Excel)

To download all the displayed columns on the screen and e.g. export it to Excel and then print it, if required, click on the Download as CSV button (Cloud icon with down arrow) 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
• 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
• click on the button with the three dots
• then select the 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

To view the contact of an invoice:

• hover your mouse over the line of the relevant invoice
• click on the button with the three dots
• 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
• 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.

To release invoices for payment:

• select the invoices 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.

Release one invoice for payment

To release one invoice for payment:

• hover your mouse over the line of that invoice
• click on the button with the three dots
• then select the Release for payment menu option from the dropdown menu
  
  

Put invoices on hold

To put invoices on hold:

• select the invoices  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.

Put one invoice on hold

To put one invoice on hold:

• hover your mouse over the line of that invoice
• click on the button with the three dots
• then 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
• 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
• then click on the Save button.