A complete and accurate administration starts with proper document submission. However, at Practical | Excellence in Finance, we regularly see that clients struggle to identify and resolve missing documents in their Yuki environment. Fortunately, Yuki offers helpful tools, and we have developed a clear and efficient approach to assist you.
Why identifying missing documents is important
A complete administration is essential for accurate VAT filings, up-to-date financial reports, and a clear view of your financial position. Missing documents can lead to unmatched transactions, uncertainty about business expenses, and potentially incorrect tax returns. By regularly checking what is still missing, you prevent surprises and save time in the long run.
How to find out what’s missing
We recommend checking the “What are we still missing?” module in Yuki on a regular basis. This section gives you a clear overview of all transactions that still need to be linked to a receipt or invoice. For example:
- Bank transactions without a document
- Missing purchase invoices
- Sales invoices that have not been submitted
- Incomplete expense claims
Would you prefer a visual explanation? We have created a short tutorial video showing step-by-step how to check for missing documents and how to resolve them yourself. Contact us, and we will be happy to share the video with you or upload it directly into your portal.
Click here for the English version of the tutorial
What to do if documents do not arrive in Yuki
Sometimes, documents sent via email may not appear in your Yuki portal. This may be caused by email servers or spam filters blocking the message. In this case, we recommend the following:
- Upload the document directly into your Yuki portal. This is the most reliable method.
- Forward the original email to your contact person at Practical. Only with the original email can we investigate why the document did not arrive in Yuki.
This ensures we can act quickly and effectively to resolve the issue.
Tips for a well-maintained administration
To keep your records up to date, we recommend the following best practices based on our experience:
- Forward business PDF invoices directly to your administration’s Yuki email address.
- Use the Yuki Assistant app to scan receipts daily or weekly.
- Scan and forward letters from the tax authorities or paper invoices as soon as you receive them.
- If your bank is not connected to Yuki, submit downloaded electronic bank files at least quarterly.
Key points for submitting documents
- Submit documents before bank transactions. This makes processing easier and avoids open items.
- Submit per administration. If your domain includes multiple companies or administrations, always sort documents accordingly.
- Sort by document type. Start with sales invoices, then purchase invoices, then receipts, and finally bank statements.
- One invoice per PDF. If an invoice contains multiple pages, scan it as one document. Yuki cannot split PDF files afterward.
Working efficiently with receipts
If you work with many receipts, it’s smart to group them by type (e.g. fuel, parking, or lunch) and submit a summary form. This form should include the date, amount, VAT, and totals. We can provide you with standard templates to make this process easier.
In summary
Proper document submission is the foundation of a solid administration. We think ahead with you and offer support where needed. Do you have questions, would you like to receive our tutorial, or are you unsure whether your administration is complete? Please contact your dedicated contact person at Practical. Together we ensure your records are always in top shape.
Need help or have questions?
Contact us via info@practical.nl or call +31 (0)88 011 40 00. We are happy to assist you.
