Yuki Payment service (Payment list)

Disclaimer

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

From the payment list, you can pay your invoices manually or create SEPA payment files to submit multiple payments to the bank at once. 

TIP!

It is also possible to process partial payments from the payment list.  

For a detailed description on partial payments, see article Pay payment list documents via SEPA payment file.

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

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

FOR FREQUENTLY ASKED QUESTIONS ABOUT THE YUKI PAYMENT SERVICE, SEE FAQ BANK!

Only a user with the 'Management', 'Financial administration' or 'External accountant' role can manually pay invoices as well as create, change, delete, validate bank accounts and finalize and send the SEPA payment file to the bank.

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

ATTENTION!

The payment list security settings can be found in the settings of the domain under the section Banks.

Important advantages of paying via the payment list are:

• no risk of double payment: after payment, the outstanding item immediately disappears from the payment list.
• it prevents duplicate actions: no errors in amounts or references can be made.
• invoices (items) can be temporarily blocked for payment in the payment list.
• additional check on the balance and any unpaid items.

The payment list shows an overview of all items that still need to be paid such as:

• purchase invoices where the method of payment is by bank transfer or acceptgiro
• expense claims of employees
• pay slips
• tax assessments from the tax authorities
• VAT payable (automatically prepared from the VAT return)
• credit sales invoices.

Prepare to pay via payment list

To enable payment via payment list in Yuki, the following issues must be addressed:

• Set up payment list security (if desired)
  (see article Set up payment list security)
• Enable payment discount' feature (if desired)
  (see article Enable 'Payment discount' feature)
• temporarily block documents for payment (payment status 'Pending approval')
  (see article Block or release payment list documents for payment)
• pay documents manually
  (see article Pay payment list documents manually)
• pay documents via SEPA payment file
  (see article Pay payment list documents via SEPA payment file)
• pay discounted invoices via SEPA payment file
  (see article Pay payment list invoices with payment discount via SEPA payment file).

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

The home screen of Yuki Payment service opens in the “To be paid” view by default:

Filters

You can filter the data shown in the payment list by:

• Show only overdue documents
• Pay before: indicate here whether all documents should be shown that are payable before, on or after the selected date.
  
  
  ATTENTION!
  This filter is not available in the 'Payment history' view.
  
  
• Document type: payroll documents only or all other documents.

In addition, you can use an extended filter by clicking on the filter button at the top right of the search/filter bar:

This allows you to filter the data shown by task status:

• In process
• Approved
• Released
• Rejected.

Views

The payment list has four views:

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

Columns in 'To be paid' view':

• Type: icon to clarify what type of document it is
• Subject: the description of the document
• Pay before: this is the due date of the document to be paid.
  
  ATTENTION!
  Yuki does not notify when the due date of a purchase invoice has passed.
  
  
• Contact: name of the beneficiary
• Invoiced: 
• Outstanding: the amount yet to be paid.
• Discount: to encourage faster payment of invoices, entrepreneurs sometimes grant a payment discount. If the payment term is exceeded, Yuki will automatically correct the payment discount in the payment list. 
• Status: to be paid, partially paid.
• Invoice date: date of the document to be paid.
• Invoice number: the reference number of the document to be paid.
• Bank account: bank account of the beneficiary
• Task: linked task to the document (if payment list security is set).

TIP!

You can add additional columns yourself via the Customize the columns shown button (four vertical bars):

• Amount FC: amount in foreign currency
• Project: project to which the document to be paid is linked
• Currency: foreign currency.

If there is an exclamation mark in front of the invoiced amount in the Invoiced column, it means that there are still outstanding payments or credit notes at the supplier that have not yet been matched and can therefore possibly still be settled with this invoice.

To view and, if possible, match these outstanding items before proceeding with a payment to this supplier, hover over the line of the invoice in question and 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: