Disclaimer
All screenshots in the article were taken in the Dutch version of Yuki.
The Archive is the place where Yuki stores all the documents in clear folders. The top shelf is intended for all your documents that are relevant for your accounting records. There the back office also checks which documents still need to be processed. On the bottom shelf(s) you can archive documents yourself, for example insurance policies, deeds, correspondence, etc. So you have a complete digital archive in Yuki.
The Archive functionality is available when a user with the 'Management' role has chosen the minimal version of Yuki (Minimal bundle) or the Small, Medium, Large or Unlimited bundle via the Yuki Store in the domain.
Click on the Archive icon in the navigation bar and the Archive home screen is opened:
In this home screen, you see a drop-down menu with the main features of the Archive.
Documents
Here the two shelfs with default folders of your Archive are shown. On the top shelf you will find all financial and non-financial documents that are important for your administration. On the bottom shelf(s) you can archive documents yourself, for example insurance policies, deeds, correspondence, etc., these documents will not end up in your financial administration.
This overview shows a list of documents you have recently viewed. This is useful if you want to open a document again.
You use a news message in Yuki to bring internal notifications, procedures or other issues to the attention of every user. In a document you can specify that it concerns a (internal) news message. If you mark a document in this way it will end up in the list of news messages.
if you delete a document it will be placed in the recycle bin. Here you can check on which date documents are deleted and by whom. In some cases it is also possible to retrieve the document again.
If you want to keep a copy of your Archive outside of Yuki, you can export the archive. All documents will then be included in a ZIP file for you to download. You will receive an email when the ZIP file is ready (within 24 hours).
This overview shows a list of documents submitted to Yuki from an external source. These include emails sent to your Yuki email address or documents submitted via Dropbox, for example.Documents you have scanned or uploaded yourself are not shown in this overview.
Incoming e-mail in Digital mail or the workflow can be manually marked as spam, placing it in the Spam folder. E-mails mistakenly marked as spam can always be restored in Digital mail or the workflow.
Actions
Yuki automatically recognizes various data in submitted documents using OCR. OCR stands for Optical Character Recognition or in Dutch, optical character recognition (reading text from an image). To further improve the automatic processing rate, it is possible to create local OCR match rules.
These rules are only available when a user with the 'Management' role has selected the Medium, Large or Unlimited bundle through the Yuki Store in the domain.
By using the workflow rules, you can have tasks generated for users after processing an invoice such as approval and release for payment.
If you want to scan a receipt or a cash flow statement, you can download a handy scan form in Yuki. Yuki offers two scan forms that makes it more easy to submit this data:
- Scan form (for receipts)
- Cash flow statement in pdf and in Excel (XLS).
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