Pay documents in payment list manually

Disclaimer

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

The Yuki Payment service (Payment list) feature is integrated into the Bank functionality.

You can use the payment list to manually pay your documents (outstanding items) or to create a batch file (SEPA payment file) that allows you to pay multiple documents at once.  

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

ATTENTION!

Yuki does not send a notification when the due date of a purchase invoice has passed.

Yuki Payment service (Payment list) is only available if a user with the 'Management' role has selected the Small, Medium, Large, or Unlimited plan via the Yuki Store in the domain. 

Payment permissions

Not all users can make payments. Only users with the following roles have the permission to manually pay documents:

• Management
• Financial administration
• External accountant.

Access to Payment list

To access:

• click on the Bank icon in the navigation bar
• then, in the now-opened screen, click on Payment list.  

Payment list

Automated invoice approval workflow

When using Yuki Workflow (approve tasks and/or invoices), 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).

Filter by 'Pay before'

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.

AVAILABLE USER ACTIONS

From the payment list 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.

View outstanding items of contact

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
• then select the View outstanding items from contact menu option from the dropdown menu.
  
  The following screen is opened:
  
  

Mark documents as paid 

To mark payments that you created and processed manually in your bank's online portal as paid:

• select the appropriate items in the To be paid work list
• then click on Mark as paid at the top of the screen.
  
  
  The documents now disappear from the payment list. 

By manually paying the invoices at the bank and marking them as paid in Yuki, you can easily keep track of which invoices have been paid and which still need to be paid.

Mark a single document as paid

To mark one document as paid:

• hover your mouse over the line of the document in question
• click on the button with the three dots
• 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
• then click on the Save button. 

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

Change due date of single document

To change the due date of one document:

• hover your mouse over the line of that document
• click on the button with the three dots
• 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 change or handle an existing task (depending on user role):

• hover your mouse over the line of the document to be paid
• click on the button with the three dots
• 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

To view a 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
• then select the View document menu option from the dropdown menu.
  
  

In the now-opened screen, you can edit the document if necessary or make changes to the invoice.

View contact

To view the contact:

• hover your mouse over the line of the document in question
• click on the button with the three dots
• then select the View contact menu option from the dropdown menu.
  
  

The contact card of the corresponding contact is now opened.