Invoice actions (Beta)

Disclaimer

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

In Yuki, invoices are automatically posted and verified as much as possible. If changes are needed afterwards, you can easily post-edit processed purchase and sales invoices using the Invoice actions function.

How does Yuki process the changes?

To keep the administration as transparent as possible, Yuki always attempts to adjust the original journal entry immediately. This ensures that the figures remain as close as possible to the original invoice. However, sometimes this is not possible. In that case, Yuki will create an additional journal entry to process the correction.

Permissions and roles

The 'Invoice actions' function is not visible to everyone. You need one of the following roles in the domain to use it:

• Back office
• Financial administration
• External accountant.

Access to processed invoice

You can open a processed invoice in Yuki from two different locations to post-edit it:

• from an opened processed invoice
• from the GL account.
  
  

Post-edit opened processed invoice

To post-edit an invoice immediately, open the relevant invoice and click on the Invoice actions button at the top.

This button is only visible and available for invoices that have already been fully processed.

The following screen is opened:

Available functions

• Change period: Move revenue or costs to the previous year, next year, previous month, or next month.
• Spread: Distribute revenue or costs over a number of periods.
• Change details: Adjust the GL account(s), the VAT code, the invoice number, or the payment method.
• Foreign currency: Change the exchange rate or select 'Revalue' (only for invoices in foreign currency).

Undo invoice action (Revert) from invoice

To easily reverse the posting of a post-editing:

• open the edited invoice
• click on the Invoice actions button
• then select the Revert option
  
  

The entries from the invoice action will be deleted and the invoice reverts to its original state, if applicable.

Post-edit from GL account

You can also post-edit an invoice from a GL account (e.g. opened from the trial balance).

To change an incorrectly posted invoice:

• open the GL account
• hover the mouse over the line of the relevant invoice
• click on the button with the three dots
  
  

The following options are now available:

• Change period or spread
  • Move revenue/expenses to a previous/next year or previous/next month.
  • Spread the revenue or expenses over a specific number of periods.
• Change entry details
  • Adjust the GL account(s) or the VAT code
  • Change the invoice number
  • Change the payment method (only available for the Debtors, Creditors, or CA employees GL account)
  • Change the exchange rate or choose revaluation (only for foreign currencies).
• Extra options
  • View entry details: This allows you to view the corresponding journal entries directly.
  • Assign project: The invoice can be assigned to a project
    
    This option is only available when a user with the 'Management' role has selected the Medium, Large, or Unlimited bundle; via the Yuki Store in the domain.

Undo invoice action from GL account

To undo the posting of a post-editing:

• open the GL account
• hover your mouse over the line of the relevant invoice
• click on the button with the three dots
• select the correct revert option in the dropdown menu:
  • Revert period change (to revert a moved period)
  • Revert spread over periods (to cancel a spread)
  • Edit assigned project (to adjust or remove a project link).

The entries from the invoice action will be deleted and the invoice reverts to its original state, if applicable.