This allows you to manage your accounts receivable entirely from Simplicate. You can also link revenue groups in Simplicate to general ledger accounts in Yuki, so that invoices are posted correctly right away.
How does the integration work?
All (credit) invoices sent from Simplicate are automatically synchronized to Yuki so you can do your bookkeeping there. When an invoice is marked as paid in Yuki, Yuki automatically reports this back to Simplicate.
The integration uses an API, and the connection is secured with an SSL certificate. Connecting Yuki to Simplicate requires a Yuki user with administrator rights on the account where the administration is located. If your administration is in an umbrella account at your accountant's office, it is recommended to set up the integration together with your accountant.
Activating the integration
To activate the integration, go in Simplicate to Settings > Account > Add-ons, connections and integrations > Accounting integration > Yuki
During activation, you also indicate which Yuki environment you are connecting to: Yuki Netherlands or Yuki Belgium. Choose the environment that matches the country in which the administration was created in Yuki.
You then arrive at a screen where you need to enter the Access Key from Yuki to connect Simplicate. This Access Key gives Simplicate access to a number of required data in Yuki:
You can retrieve the Access Key in Yuki by logging in and going to 'Webservices' in the settings. Here you can copy one of the API keys or choose to create a new one. Copy the key, enter it in Simplicate, and connect Yuki to Simplicate.
One-time settings
After the integration is established, you arrive at a screen where you link a number of fields in Simplicate to fields in Yuki one time: these determine how the invoice should be posted in Yuki:
Link to Yuki administration - Select the administration you want to link to here.
Use this account as default and fallback - This is the default general ledger account for revenue. This determines which general ledger account invoice lines are posted to by default. You can deviate from this; see below. This general ledger account is also used as a fallback when Yuki does not recognize the revenue group passed from Simplicate.
Process invoices from - Simplicate can retroactively send invoices that were sent before the integration was established to Yuki. Enter the invoice date from which invoices should be processed here.
VAT code mapping. Default VAT codes have been set up in the Yuki integration. These VAT codes cannot be adjusted. If you have any questions about this, please contact Support. Note: Use VAT codes exclusive of VAT!
Optional: link general ledger accounts per VAT code - If you want to journalize revenue per VAT percentage to a separate general ledger account, you can link the VAT percentages of the revenue to the correct general ledger account in Yuki. When an invoice is sent from Simplicate where 9% VAT applies to the invoice line, the revenue will be posted to the linked general ledger account for that percentage.
Optional: link general ledger accounts per Simplicate revenue group - In Simplicate you can use revenue groups, which you can link to the different services. By linking Simplicate's revenue groups to the correct general ledger accounts in Yuki, the revenue per revenue group is journalized to a separate general ledger account in Yuki.
As a final step, don't forget to click 'Save' at the bottom!
Note: the monthly costs per administration that you link to your accounting package are €17 for a monthly subscription and €15 for an annual subscription (invoiced annually). The third and subsequent linked administrations are free of charge.
If the integration is refused, check whether the selected environment (Yuki Netherlands or Yuki Belgium) matches the administration. In that case, reinstall the accounting integration with the correct environment, or contact Support.
Synchronizing invoices
Sent invoices can be processed to Yuki via the invoicing module, under the 'Accounting' tab. You can do this by selecting everything under 'Ready to process' and then clicking Actions > Process.
Not forwarding invoices to accounting
It is possible not to send invoices to accounting. This can be used, for example, for invoices that have already been processed in accounting.
By default you see all invoices ready under 'Ready to process' in the 'Accounting' tab. Here you can select the invoices you do not want to send to accounting, after which you choose the option: 'Do not process'.
When you choose not to send the invoice to accounting, this is automatically logged on the invoice's timeline.
The invoice will appear in the Accounting tab under 'Ignored'.
Adding a second Yuki administration
If you have multiple company profiles in Simplicate, it is possible to link them to different Yuki administrations. The requirement is that the administrations are part of the same Yuki domain. In this article you can read more about adding a new administration to your accounting integration.
Invoice payments from accounting
Payments in the accounting package are passed to Simplicate once per night. Are you about to send invoice reminders? Click 'Options' > 'Update payments' once in the top right of the open invoices overview.
This ensures that the invoices in the overview have the current payment status and you don't send unnecessary invoice reminders. Via 'Update payments' you can retrieve payments from your accounting package once every two hours.
Changing the linked user
When you want to change the user linked to the accounting integration, you can do this in the accounting integration itself. Click the Options button to do so:
You then arrive at the following screen, where you can find the currently linked user and where you can link a different user:
After saving, the linked user has been updated.