Files not processed (Beta)

Disclaimer

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

It can happen that certain documents or files you send to Yuki cannot be processed by the back office. This may be due to a number of reasons: 

• the document is incomplete
• the file contains multiple invoices or receipts
• the document is wholly or partially illegible
• the document has been submitted and processed previously
• the file cannot be opened by Yuki
• the import file contains incorrect data
• the document does not need to be processed in the administration according to Yuki.

These documents are marked by the back office as not processed.

Only a user with the ‘Management’, ‘Financial administration’ and ‘External accountant’ role can handle the files not processed.

A user with the 'Back office' role in the domain can only view the files not processed.

From this list, a user can:

• ask a question about a file
• upload one or more files
• delete one or more files.

To view the documents or files that could not be processed, click on the PO Box icon in the navigation bar and then click on Not processed in the now-opened screen.

The list of documents not processed opens, with a screen preview of the document on the right side of the screen. You can use the arrow keys to scroll through the list.

Showed in the Reason column why the auditor could not process the document:

• Incomplete
  • Problem: Often a continuation sheet is missing. Possibly the back of the document.
  • Action: Rescan the entire document (i.e., all relevant pages). 
• Bundled documents
  • Problem: You have scanned several receipts at once or you have placed several invoices in 1 PDF file.
  • Action: Submit the receipts or invoices separately. Under certain conditions you may submit them bundled.
    (see article Scan multiple receipts as one document)
• Scan not readable
  • Problem: The scan or photo taken is not easily readable, certain relevant information cannot be posted as a result
  • Action: Scan the receipt or invoice again. Check yourself that everything on the scan or photo is legible.
• Duplicate
  • Problem: The invoice or receipt looks like a document that has been posted before. It is probably duplicate.
  • Action: Check in Yuki if the invoice has been submitted and processed before. It could also be an invoice and a reminder, or an order and an invoice. If you still think the document should be posted, ask Yuki a question. 
• Incorrect file format
  • Problem: The file cannot be opened by Yuki. The file format is unknown or is not supported. This is often due to the extension of the file.
  • Action: Review the extension of the file you submitted. A common error is that the extension consists of two parts such as: document.march.pdf
• Incorrect data
  The import files for bank or statement entries must meet strict requirements. If they do not, they cannot be processed by Yuki.
  • Problem: The submitted file does not meet the requirements.
  • Action: If it is a bank file, check if the submitted format is supported by Yuki. If it is an import for journal entries, check that the content does match the rules.

Ask question about file

If you disagree with Yuki or the accountant's conclusion that the document cannot be processed, you can ask a question to bring the document back to the attention of Yuki or the accountant.

To ask a question about a file, hover your mouse over the line of the file in question. Click on the button with the three dots and then select the Ask a question menu option from the dropdown menu. 

The following screen is opened:

In the text box, provide a brief explanation or additional information about the document and then click the Send button so that it can still be processed.

Upload file(s)

You can submit a new, complete or enhanced version of the document, if necessary.

To upload one or more files, hover your mouse over the line of the file in question. Click on the button with the three dots and then select the Upload files menu option from the dropdown menu.

The following screen is opened:

Find and select the file you want to upload, then click on the Upload button.

If you have uploaded one or more files, you can delete the corresponding documents from this list.

Delete file(s)

Select the documents you want to delete because you have uploaded them again. Then click on Delete at the top of the screen to actually delete the documents.

The following message appears on the screen:

The documents disappear from the list of unprocessed documents

TIP!

To delete one document, hover your mouse over the line of the file in question and then click on the Delete button.

The following message appears on the screen:

The document disappears from the list of unprocessed documents.