Purchase invoices pending approval (Beta)

Disclaimer

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

In Yuki, you can view a work llist of all purchase invoices that are on hold. These are invoices that have not yet been paid or collected and need to be sorted out. 

Invoices with the status ‘Pending for approval’ cannot be paid, they must first be released for payment.

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.

From this work list, a user can:

• view the document
• 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
• create a task for an invoice.

Only a user with the role ‘Management’ role can put an invoice on hold and release it for payment.

Hover your mouse over the Purchase icon in the navigation bar and then click on Pending approval.  

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] - Pending approval 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 outstanding invoice can be changed, if necessary, or edits can be made to the invoice.

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.

Release invoices for payment

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.

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.