Purchase - Functional description of fields purchase invoices XML

This article describes the functional implementation in the software of several fields in the purchase invoice XML. This XML must be submitted using the web service method `Purchase - ProcessPurchaseInvoices(sessionID, administrationId, xmlDoc)`.

ATTENTION!

We recommend reviewing the XML schema below; this information is the most comprehensive and is provided in English.

Web address of the XML schema for purchase invoices

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

Field descriptions

Below is a description of the fields. The XML schema itself also contains a description of the fields and specifies the expected values and data types.

PurchaseInvoice: Process

Use this field to indicate whether you want to process the invoice immediately. If you choose to process the invoice, you must also enter the correct invoice number in the “Reference” field.

If the value is “True,” the invoice is processed in Yuki without approval. If the value is “False,” the invoice is not processed in the accounting system and must be processed manually by the accountant.

If the TAG Process is missing, Yuki  assumes the value is “false.”

PurchaseInvoice: Reference

You can enter the invoice number in this field.

The invoice is processed, printed, and/or sent outside of Yuki. Therefore, the invoice has been assigned an invoice number outside of Yuki.

PurchaseInvoice: Date

The invoice date.

PurchaseInvoice: DueDate

The due date.

PurchaseInvoice: InvoiceAmount (required)

This decimal field sets the total invoice amount.

PurchaseInvoice: InvoiceVATAmount (required)

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

PurchaseInvoice: Currency

The currency of the purchase invoice. If the field is left blank, the default value is ‘EUR’.

PurchaseInvoice: PaymentMethod

The payment method for the invoice. Possible options:

• Unspecified (In Yuki, 'Electronic transfer” is then entered as the payment method for the invoice)
• ElectronicTransfer (electronic transfer) 
• DirectCollection 
• Cash
• DebitCard (pinbetaling)
• CreditCard
• ReceivedElectronically
• ReceivedCash
• ToSettle

PurchaseInvoice: PaymentReference

This string field sets the unstructured payment reference for the invoice.

PurchaseInvoice: PaymentID

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

PurchaseInvoice: ProjectID

The ID of the project to which you want to link the document. Specifying this parameter makes the ‘ProjectCode’ parameter unnecessary.

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

PurchaseInvoice: ProjectCode

The code of the project to which you want to link the document. This parameter is only used if the “ProjectID” parameter is not provided.

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

PurchaseInvoice: Remarks

The information entered does not appear on the invoice but is stored as a note associated with the purchase invoice.

PurchaseInvoice: DocumentFileName (required)

The name of the file with the .pdf extension.

PurchaseInvoice: DocumentBase64 (required)

This field must contain the PDF as a Base64 string. Yuki will display the Base64 string as the actual PDF document.

Contact: Contact

The Contact field is used to specify the contact/supplier for an invoice. The system will first search for an existing contact in the Yuki address book. The search is performed as follows:

• If a contact code is specified: by contact code via the ‘ContactCode’ field
• If not found or no contact code is specified: by full name via the ‘FullName’ field

If no existing contact is found, a new contact is created.

Contact: found by ContactCode (= contact code on the contact card)

If a contact code is used, the address details of an existing contact are always overwritten with the current value in the XML source file.

To prevent a field from being overwritten, the element can be omitted entirely from the XML source file.

TIP!

If you use supplier IDs or supplier codes in your application, be sure to include them in the XML as well. This ensures a one-to-one match between the supplier and the invoice in both applications.

Contact: found using FullName (= name or company name on the contact record)

• If a contact with the same name is found, only the empty fields of that contact are populated with data from the XML source file.
• For address information, data is also only populated if the existing data matches.
  For example, the address “Dorpstraat 40, Ons Dorp” will be populated to “Dorpstraat 40, 1234 XX, Ons Dorp” if the address and city are the same in the XML.

Contact: EmailAddress

You can enter one email address. This address is stored in the supplier's contact record.

Contact: ContactType

You can specify whether a supplier is an individual or a business.

Contact: BankAccount (required)

If an account number is provided, it will be saved as the supplier’s bank account. The account number is also used as the account number for this invoice. It is therefore possible to create multiple account numbers for the same supplier.

ATTENTION!

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

Contact: BIC

If a BIC code is provided, it is saved as the BIC code associated with the supplier’s bank account. The account number with the BIC code is also used as the account number for this invoice.

ATTENTION!

This makes it possible to create foreign bank accounts as well.

InvoiceLine: Description

The description of the invoice line. If this field is empty or missing, the description from “Product Description” is used.

InvoiceLine: GLAccountCode

This string field specifies the general ledger account code in Yuki. The web service will select a default general ledger account if this field is left blank or contains a non-existent general ledger account code.

InvoiceLine: LineAmount (required)

This decimal field sets the amount of the invoice line. This amount excludes VAT.

This is a required field.

InvoiceLine: LineVATPercentage

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

ATTENTION!

We do not recommend using this field, as it deviates from the Yuki calculation methods!

Instead, 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 (required)

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 is used.

VATtype   Percentage            Description