Set up payment list security

Disclaimer

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

Payment list security allows you to specify for each document type whether they may be placed directly in the 'To be paid' work list (payment list) or whether they must first receive the payment status 'Pending approval' by default for approval.

Documents with the payment status 'Pending approval' must be manually released for payment before they become visible in the 'To be paid' work list.

Payment list security is only available when a user with the 'Management' role has selected the Small, Medium, Large or Unlimited bundle via the Yuki Store in the domain. 

Only the domain owner (role 'Management') and a user with the 'Management' as well as the 'Security manager' role can set up payment list security. The domain owner automatically gets the 'Security manager' role.

When you set up payment list security in an administration, this security applies to all administrations in your domain.

TIP!

When you use Yuki Workflow, payment list security can be made even stricter by setting up an automatic invoice approval procedure.

The payment list has four work lists:

• To be paid: all items that can be paid manually or via a SEPA payment file
• Pending approval: All items that must be approved (released) before they can be paid
• Payments in transit: all items that have already been paid but still need to be matched with the payment.
• Payment history: overview of the created draft and final SEPA payment file

From this screen, the owner of the domain or a user with the 'Security manager' role can set the following items:

• the payment list security
  Which documents are defaulted to payment status 'Pending approval' or can be placed directly in the 'To be paid' workl ist?
• authority to place documents in and out of the payment list
  Which (user) role is authorised to release documents with payment status 'Pending approval' for payment?
• authority to pay documents via a SEPA payment file
  Who (one or more users) may pay the documents via a SEPA payment file ('Procuration' role)?

If payment list security is not enabled, documents to be paid will end up directly in the payment list. Any user with the 'Management', 'Financial administration' or 'External accountant' role can then create, change, finalize and send a SEPA payment file to the bank..

Enable payment list security

Hover your mouse over the Settings icon in the navigation bar and then click on Payment list settings in the Banks section.

The following screen is opened:

Enable payment list security by selecting Enable payment list security.

The following screen is opened:

The Security manager then sets the following:

• Documents with payment security
  Documents that should be set to payment status 'Pending approval' by default. These documents will therefore not appear in the 'To be paid' work list
  
  ATTENTION!
  When pay slips are given the payment status 'Pending approval' by default, this also applies to payroll tax returns.
  
  
• Authorized to move documents
  The role users should have to place documents with payment status 'Pending approval' in the 'To be paid' work list.
  
  For a detailed description of moving documents in the 'To be paid' work list, see article Block or release payment list documents for payment.
  
  
• Authorized to create and change payment files
  Which users are authorized to create and/or change a SEPA payment file to pay documents. Of course, these users must already have financial rights ('Financial administration' or 'External accountant' role) or the 'Management role'.
  
  For a detailed description of the payment of invoices via a SEPA payment file, see article Pay payment list documents via SEPA payment file.

ATTENTION!

Documents with the payment status 'Payments in transit' can be put back into the 'To be paid' work list by selecting the relevant documents and then clicking on 'Mark as unpaid' at the top of the screen.

To place one document in the 'To be paid' work list, hover over the relevant invoice, click on the button with the three dots and then select 'Mark as unpaid' from the dropdown menu.