Create default value (local processing rule) in domain

Disclaimer

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

By creating default values (processing rules) at document level, purchase invoices, sales invoices and/or Yuki sales invoices (sales invoices generated using the Sales functionality in Yuki) from the same supplier or customer in a domain can automatically be posted to e.g. a specific general ledger account.

Only a user with the 'Back office' role in the domain or the 'External accountant' role can create a default value (local processing rule). 

Hover your mouse over the Contacts icon in the navigation bar. Find and open the supplier's or customer's contact card and then click on Default values in the now-opened screen.

The following screen is opened:

To create a new document-level default value (processing rule) for a document, click on the Create button and then select the Default value menu option.

The following screen is opened:

Under Input, enter the data that the default value (processing rule) must comply with and, under Output, the data that will then be filled in automatically. This data depends on the document type for which you create a default value.

Then click on the Save button to save the default value for the supplier or customer.

In the screenshot below, a default value has been created for a purchase invoice from the supplier De Koffiefabriek. All purchase invoices from this supplier will automatically be posted to general ledger account 'Canteen and consumption' with VAT code 'VAT 6%' and payment method 'Transfer'.

Input

The values that the 'Entries' on the purchase and/or (Yuki) sales invoice must meet:

• Document type: purchase invoice, sales invoice or Yuki sales invoice
• Contact: name of supplier or customer
• Administration: only available when multiple administrations are present in domain
• Priority: which default value (document processing rule) has the highest priority?
• Dates: date from (start date) to a certain date (end date)
• Amount: invoice amount from up to a certain amount
• Currency: currency of invoice amount (selection from all currencies 'active' within domain)
• OCR data: part of the OCR text of a document.
  Up to three added OCR text fields are applied as EN-EN criteria.

Output

The values automatically entered as 'Output' on the purchase and/or sales invoice:

• GL account: general ledger account to which costs or turnover are to be posted
• VAT code: VAT code to be applied
• Payment method: method of payment of invoice
• Payment term: the number of days within which an invoice must be paid
• Payment discount (%): discount (in percentages) on the invoice amount
• Subject template: subject invoice according to a template (with placeholders)
• Currency: currency of invoice amount (selection from all currencies 'active' within domain).

TIP!

When creating a default value (central document processing rule) in the portal, unlike the default value (local document processing rule) in the domain, you can also use the Dynamic general ledger account field.

In this field, the exact general ledger code of the dynamic general ledger account must be entered. If this code also exists in the domain then it will be posted to. If the code does not exist then the general ledger account 'Account unknown' will be applied.

Completion

There are also more extensive options to have the documents completed automatically or not by the Yuki IDR:

• Manual
  The document will not be processed automatically and will always end up in the back office workflow for review.
• When reliable history
  If past results are sufficiently reliable Yuki will automatically complete, if in doubt (e.g. if no same document has been processed in the past 3 months) the document will end up in the back office workflow.
• Always when 100% recognised
  If the document is recognised, it will always be processed automatically and the values of the processing rules will be applied.
• Always when all item lines are matched
  You use this option if you use UBL invoices that are processed based on item lines.

ATTENTION!

The 'When reliable history' option is selected by default.