Missing invoices (Entrepreneur) (Beta)

Disclaimer

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

For a complete administration, Yuki checks that all purchase and sales invoices and receipts are present. This is done based on outstanding payments: all payments for which no invoice (document) could be found are placed in this overview. This check is performed daily. It is advisable to check this overview regularly and take action to make your administration as complete as possible.

Only a user with the role ‘Management’, ‘Financial administration’ or ‘External accountant’ can view the overview of missing purchase or sales invoices.

From this screen, a user can:

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

The missing invoices can be viewed from different places in Yuki:

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

The following screen 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

You can have the 'Payments whose invoice is still missing' view show the outstanding purchase or sales invoices of the contacts by clicking on Show outstanding invoices at the top of the screen. This allows you to see if there might be any payments that can be matched with an outstanding invoice.

TIP!

Provide a explanation with the transaction to your accountant that the payment can be matched with an outstanding invoice. 

In the 'Transactions in process' view, you can use the Marked as filter to filter marked transactions by:

• Uploaded
• Private expense
• Business expense.

View transaction

To view a specific transaction:

• Click on the subject of the bank transaction
  OR
• Move your mouse over the line of the transaction in question, click on the button with the three dots, and 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 explain the transaction, open the Payments for which invoice is still missingview. Then move your mouse over the line of the transaction in question. Click on the arrow in the Actions button and then select Explain 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. 

Then, type the explanation about the transaction and 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. Then hover your mouse over the line of the transaction in question. Click on the arrow in the Actions button and then select Upload from the dropdown menu.

The following screen is opened:

Select the invoice to be uploaded and 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.

Hover your mouse over the line of the transaction in question. Click on the button with the three dots and select the View transaction menu option from  the dropdown menu. 

TIP!

To view the uploaded document itself you hace to select the View uploaded document menu option from the dropdown menu.

The following screen is opened:

CAUTION!

As long as the accountant has not processed the document, the document will have the status 'Waiting to be processed'.