Create UBL rule (local processing rule) in domain

Disclaimer

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

Only invoices submitted in the UBL format can be split into a number of invoice lines at line level in a domain using UBL rules (processing rules).

A default value (at document level) must first be present in the domain, then you can start splitting at line level.

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

Hover your mouse over the Contacts icon in the navigation bar and then click on Contacts. 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 UBL rule (processing rule) at line level for a document, click on the Create button and then select the UBL rule menu option.

Under Input, enter the data that the UBL rule (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 are creating a UBL rule. 

Then click on the Save button to save the UBL rule for the supplier or customer. 

In the screenshot below, two UBL rules have been created for a purchase invoice from the supplier De Koffiefabriek. All purchase invoices from this supplier will automatically be split into two invoice lines based on the description and VAT rate, one of which will be posted to general ledger account 'Canteen and consumption' with 6% VAT and the other to 'Representation expenses' also with 6% VAT.

TIP!

The VAT category in the invoice (UBL field: TaxCategory) can be viewed by adding the VAT category column to this view by clicking on the Column selection button.

Input

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

• Contact: name of supplier or customer
• Document type: purchase invoice, sales invoice or Yuki sales invoice
• Administration: only available when multiple administrations are present in domain
• Recent invoice: select the invoice for which you want to use one of the invoice lines as input
• Invoice line: select the appropriate invoice line
  
  
  ATTENTION!
  The UBL data present in the invoice line such as item code, description and VAT percentage will automatically be entered in the relevant UBL fields (see UBL details below).

UBL details

As input, you can also use the values in the UBL fields of a document:

• UBL item code: item code equals, starts with or contains (UBL field: SellersItemIdentification (purchase invoice, BuyersItemIdentification (sales invoice))
• Description (UBL): item description equals, starts with or contains
• VAT percentage (UBL): VAT percentage in invoice.

Click on the arrow in front of Additional details to use the following UBL fields:

• VAT category (UBL): VAT category in invoice (UBL field: TaxCategory)
• VAT category name (UBL): VAT category name in invoice.

TIPS!

• If the value of the 'UBL item code' (SellersItemIdentification) field is missing from the UBL invoice, you will only need to enter the value of the 'Description (UBL)' (item Description) field.
• If necessary, you must first look up the values in the UBL fields (item code, description, VAT percentage and VAT category) that you want to use.

  From the input screen, Yuki indicates through the UBL symbol that the document is a UBL invoice.
  
  

  
  

  On the right-hand side of your screen you will find the Xml data, clicking on this will open the underlying XML document of the invoice. In this XML document you search (on PC using Ctrl-F, on Mac using Cmd-F) for the UBL field whose value you want to use as a value in the UBL rule.

Output

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

• GL account: select the appropriate general ledger account.
• VAT code: VAT rate applied in invoice line on purchase or sales invoice.