Missing invoices (Entrepreneur) (Beta)

Disclaimer

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

To ensure a complete and reliable administration, Yuki automatically checks whether all purchase and sales invoices and receipts are present. This check is based on outstanding payments: payments for which no corresponding document (such as an invoice or receipt) has been found are shown in an overview.

This check is performed daily, after which the results are shown in the overview.

Only a user with the 'Back offce' role in the domain or the ‘Management’, ‘Financial Administration’, or ‘External Accountant’ role can view the overview of missing purchase or sales invoices.

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Views of Missing invoices

This overview has two different views depending on the user’s role:

Entrepreneur

The entrepreneur sees:

• all payments for which the invoice or receipt is still missing
• all payments that can be processed by the accountant because:
  • an explanation has been provided for the payment
  • the missing document (invoice or receipt) has been uploaded.

Accountant

The accountant sees:

• which payments can be processed
• which payments are still missing an explanation or an uploaded document.

Action!

Check this overview regularly, provide an explanation for any outstanding payment if necessary, or upload the missing document (invoice or receipt) as soon as possible.

Access to Missing invoices

To access:

• click on the Start icon in the navigation bar
• then, in the now-opened screen, click on the Missing purchase invoices or Missing sales invoices tile.
  
  OR
  
  
• click on the PO Box icon in the navigation bar
• then, in the now-opened screen, click on Missing invoices under Needs attention.

Missing invoices overview

This overview is opened by default in the Payments for which invoice is still missing view.

Views

You can also specify in this screen that the Transactions pending with accountant view should be shown:

In this view, you see the outstanding payments for which you have indicated that you have uploaded the missing invoices or marked them as private expenses or business expenses.

Filters

In the 'Transactions pending with accountant' view, you can use the Marked as filter to filter marked transactions by:

• Uploaded
• Private expense
• Business expense.

AVAILABLE USER ACTIONS

From this screen, a user can:

• view a transaction
• explain a transaction (business expense or private expense)
• upload a missing invoice.
  
  

View transaction

To view a specific transaction:

• Click on the subject of the bank transaction
  
  OR
  
  
• hover your mouse over the line of the transaction in question
• click on the button with the three dots
• then select the View transaction menu option from the dropdown menu
  
  
  The following screen is opened:
  
  

This screen shows, among other things, the bank statement in which the transaction is present, the outstanding amount and the documents matched to the transaction.

In addition, if necessary, a document can be uploaded or an explanation can be given about the transaction.

Explain transaction (business expenses or private expense)

You have the option to provide your accountant with an explanation of the transaction. For example, it could be that the invoice is already in Yuki but has been posted to another supplier, or that the transaction is a private expense, so no invoice needs to be provided.

To explaiin a transaction:

• open the Payments for which invoice is still missing view
• hover your mouse over the line of the transaction in question
• click on the arrow in the Actions button
• select the Explain menu option from the dropdown menu
  
  
  The following screen is opened:
  
  
  
• first, specify whether the payment is a business or private expense.
  For a private expense, specify which user with an CA relationship with the company the expense was from. 
• type the explanation about the transaction
• then click on the Explain button.
  
  The following message appears on the screen:
  
  

The explanation is added to the transaction.

The transaction in question is marked as “Business expense” or "Private expense. This removes the transaction from the ‘Payments for which invoice is still missing’ view and lands in the ‘Transactions pending with accountant’ view.

Upload missing invoice

If you still have the receipt or invoice, you can still submit it to your administration.

To submit the missing receipt or invoice of a transaction:

• open the Payments for which invoice is still missing view
• hover your mouse over the line of the transaction in question
• click on the arrow in the Actions button
• select the Upload menu option from the dropdown menu
  
  
  The following screen is opened:
  
  
  
• select the invoice to be uploaded
• then click on the Upload button.
  
  The following message appears on the screen:
  
  

The transaction in question is marked as 'Uploaded'. This removes the transaction from the ‘Payments for which invoice is still missing’ view and lands in the ‘Transactions pending with accountant’ view.

The document will be added to the transaction.

View transaction with uploaded document

To view the transaction with the uploaded document:

• hover your mouse over the line of the transaction in question
• click on the button with the three dots
• select the View transaction menu option from the dropdown menu
  
  
  The following screen is opened:
  
  
  Here you can see that the uploaded document has been added to the transaction.
  
  Status 'Waiting to be processed'
  As long as the accountant has not processed the document, the document will have the status 'Waiting to be processed'.

View uploaded document

To view the uploaded document, click on the View link next to the transaction for which a document was uploaded.