Pay documents in payment list manually

You can use the payment list to pay your documents manually or to create a SEPA payment file to pay a number of documents at the same time. 

In this article you can read how to use the payment list to pay documents manually. 

For a detailed description of how to pay via a SEPA payment file see article Pay payment list documents via SEPA payment file.

Only a user with the role 'Management', 'Financial administration', 'External accountant' role can pay documents manually.

A user can:

• view the outstanding items of a contact
• mark one or more documents as paid
• put one or more documents on hold
• change the due date of one or more documents
• create or edit a task for a document
• view the document
• view the contact.

Hover your mouse over the Bank icon in the navigation bar and then click on Payment list.  

The following screen is opened:

When using Yuki Workflow (tasks and/or invoice approval), an automatic invoice approval procedure can be set up. In that case, the notification in the Task column then indicates that the 'set' responsible person has not yet performed the task to approve the documents for payment (pending).

TIP!

In the 'To be paid', 'Pending approval' and 'Payments in transit' views you can filter the documents on Pay before. Specify here whether all documents are shown to be paid before, on or after the selected date.

TIP!

Before you make a payment, check if there is an exclamation mark in front of the document in the Outstanding column. This means that there are outstanding payments or credit invoices at the supplier that have not yet been matched and, therefore, could potentially still be settled with this document. 

To view and, if possible, match these outstanding items before proceeding with a payment to this supplier, hover your mouse over the line of the document in question to be paid, click on the button with the three dots, and then select the View outstanding items from contact menu option from the dropdown menu.

The following screen is opened:

Mark documents as paid 

Each time you have manually created and made payments in your bank's Internet portal, you can select the appropriate items in the To be paid work list and then click on Mark as paid at the top of the screen.

The documents now disappear from the payment list. 

By manually paying the documents at the bank and marking them as paid in Yuki, you can keep good track of which documents have been paid and are yet to be paid.

TIP!

To mark one document as paid, hover over the line of the document in question, click on the button with the three dots, and then select the Mark as paid menu option from the dropdown menu.

Put documents on hold

If you want to temporarily block certain documents to prevent them from being paid already, you can put them on hold. 

For a detailed description see article Block or release payment list documents for payment.

Change due date of documents

Before paying documents, you have the option to change the due date of documents, if necessary. In the To be paid work list, select all documents whose due date needs to be changed, then click on Change due date at the top of the screen. 

The following screen is opened:

The due date cannot be set for the current due date of the document to be paid.

Enter the new due date and then click on the Save button. 

The due date of all selected invoices has now been changed.

TIP!

To change the due date of one document, hover over the line of that document, click on the button with the three dots, and then select the Change due date menu option from the dropdown menu.

Create or edit task for document

You can create a new task for a payable document or modify or handle an existing task (depending on user role).

Hover your mouse over the line of the corresponding payable document, click on the button with the three dots and then select the New task or Edit task menu option from the dropdown menu.

For a detailed description of tasks or workflow rules (automatic creation of tasks based on information in the document), see article Create new task or Create workflow rule.

View document

• Click on the subject of the document
  OR
• Hover your mouse over the line of the document in question, click on the button with the three dots, and then select View document from the dropdown menu.
  
  

In the now-opened screen, if necessary, the document can be changed or actions can be performed on the invoice.

View contact

Hover your mouse over the line of the document in question, click on the button with the three dots, and then select View contact from the dropdown menu.

The contact card of the corresponding contact is now opened.