Purchase - Functional description of fields purchase invoices XML

Modified on Thu, 08 Jun 2023 at 10:01 AM

This article describes the functional development in the software of a number of fields in the purchase invoices XML. This must be submitted via the Purchase - ProcessPurchaseInvoices(sessionID, administrationId, xmlDoc) web service method.


ATTENTION!

It is recommended to examine the XML scheme below, this information is most complete and described in English. 


Web address of XML-scheme of purchase invoices

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http://www.yukiworks.nl/schemas/PurchaseInvoices.xsd


Description of fields

Below you will find a description of the fields. The XML scheme itself also contains a description of the fields and which values and data types are expected..


PurchaseInvoice: Process

In this field you indicate whether or not the invoice has to be processed immediately. If you choose to process the invoice, you must also enter the correct invoice number in the 'Reference' field.

When the value is 'true' the invoice is processed in Yuki without permission. Is the value 'false' then the invoice will not be processed in the administration and must be processed manually by the accountant.

If the TAG Process is missing Yuki will assume that the value is 'false'.


PurchaseInvoice: Reference

In this field you can enter the invoice number. 

  • Invoice will be handled, printed and/or sent from outside Yuki. Thus, the invoice was given an invoice number from outside Yuki.


PurchaseInvoice: Date

The invoice date. 


PurchaseInvoice: DueDate

The due date. 


PurchaseInvoice: InvoiceAmount (mandatory)

This decimal field sets the total invoice amount. 


PurchaseInvoice: InvoiceVATAmount (mandatory)

This decimal field sets the total VAT amount on the invoice. 


PurchaseInvoice: Currency

The currency of the purchase invoice. If the field is not completed then the default value is 'EUR'. 


PurchaseInvoice: PaymentMethod

The payment method of the invoice. Possible options: 

  • Unspecified (in Yuki the 'Electronic transfer' payment method will be filled in)
  • ElectronicTransfer (transfer) 
  • DirectCollection 
  • Cash
  • DebitCard (payment with debit card )
  • CreditCard.


PurchaseInvoice: PaymentReference

This string field sets the non structured payment reference of the invoice.


PurchaseInvoice: PaymentID

This string field sets the structured payment ID of the invoice.


PurchaseInvoice: ProjectID

The ID of the project to which you want to link the document. If this parameter is given then the 'ProjectCode' parameter is redundant. 

A user with the 'Management' role must have chosen the Medium, Large or Unlimited bundle via the Yuki Store in the domain.


PurchaseInvoice: ProjectCode

The code of the project to which you to link the document. This parameter is only used when the 'ProjectID' parameter is not given. 

A user with the 'Management' role must have chosen the Medium, Large or Unlimited bundle via the Yuki Store in the domain.


Purchaseinvoice: Remarks

The entered information will not be shown on the invoice but will be saved as a remark with the purchase invoice. 


PurchaseInvoice: DocumentFileName (mandatory)

The name of the file with the extension .pdf.


PurchaseInvoice: DocumentBase64 (mandatory)

This field should contain the PDF as a Base64 string. Yuki will visualise the Base64 string in the actual PDF document.


Contact: Contact

In the Contact element, the contact/supplier of an invoice is specified. An existing contact in Yuki's address book will be searched first. A search will be performed:

  • If a contact code is given: by contact code via the 'ContactCode' field
  • If not found or no contact code given: by full name via the 'FullName' field


If no existing contact is found a new contact will be created.


Contact: found with ContactCode = contact code on the contact card

  • If a contact code is used the address details of an existing contact will always be overwritten with the current value in the XML source file.
  • In order to not overwrite a field the element can be omitted completely from the XML source file.


TIP!

If you use supplier IDs or supplier codes in your application, include them in the XML as well. In this way you always have a one-on-one match between the supplier and the invoice in both applications.


Contact: found with FullName = name or company name on the contact card

  • If a contact with the same name is found then only the incomplete fields (blank fields) of that contact will be supplemented with data from the XML source file.
  • Also for address details, data is only supplemented if the existing data is identical.
    For example the address 'Dorpstraat 40, Ons Dorp' will be supplemented to 'Dorpstraat 40, 1234 XX, Ons Dorp' if the address and city are identical in the XML and the postal code is also given.


Contact: EmailAddress

It is possible to give one email address. This address is saved on the contact card of the supplier.


Contact: ContactType

You can define whether a supplier is a private person or a company.


Contact: BankAccount 

If a bank account is given then this bank account will be saved for this contact. The bank account will also be used as bank account number for this invoice. Thus it is possible to save multiple bank accounts for the same supplier.


ATTENTION

The bank account number is a mandatory field for a purchase invoice.


Contact: BIC

If a BIC is given then this BIC will be saved with the bank account of the supplier. The bank account number with the BIC wilL also be used as bank account number for this invoice.


ATTENTION!

It is thus possible to also create foreign bank accounts.


InvoiceLine: Description

The description of the invoice line. If this field is incomplete or doesn't exist then the description from 'Product Description' will be used. 


InvoiceLine: GLAccountCode

This string field determines the GL account code in Yuki. A default GL account account is chosen by the web service if this field is left blank or contains a non-existent GL account code.


InvoiceLine: LineAmount (mandatory)

Here an amount of an invoice line can be given. This amount is VAT exclusive.


InvoiceLine: LineVATPercentage

This decimal field sets the VAT percentage of the invoice line.


ATTENTION!

It is not recommended to use this field. This is because it deviates from the Yuki calculation methods!

Rather, use the automatic calculation based on the "InvoiceAmount" field.

This field is only useful if different VAT rates are used in an invoice.


Invoiceline: LineVATType (mandatory)

This integer field determines which VAT code should be used.


Invoiceline: LineVATDescription

This string field determines which VAT code should be used. The description of the VAT code can be found in the domain via the domain settings under 'Set VAT rates'.


Invoiceline: VATDeductibilityPercentage

This integer field determines the deductibility percentage of "InvoiceVATAmount". If this field is left blank, the default value within Yuki will be used.


VATtype   Percentage            Description

521%VAT reverse charge (21%)
59%VAT reverse charge (9%)
1019.60To be reclaimed in France
1019To be reclaimed in Germany
11
Input tax
1121%Btw 21%
119%Btw 9%
1221%Import outside the EU (21%)
1321%Acquisitions inside the EU (21%)
160%Non-deductible  
180%Btw 0%


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