Invoice Settings

Bank accounts

Younium allows you to configure multiple bank accounts for different currencies, to ensure that the correct payment details are automatically included in your electronic invoices. This feature is particularly useful when working with international clients and multiple currencies.

Scope of Functionality

Currently, the use of multiple bank accounts is supported exclusively for electronic invoices. This includes:

• Maventa integration

• APIX integration

• UBL invoice attachments

Bank Account Selection Logic

When posting an electronic invoice, Younium selects the appropriate bank account based on the currency of the invoice:

• If a default bank account is configured for the invoice currency, this account will be used in the electronic invoice file.

• If no default is set for the currency, Younium will fall back to the bank account specified under the Legal Entity settings.

Note: Only one default bank account can be assigned per currency.

Example:

An invoice issued in EUR will include the payment details from the bank account marked as the default for EUR. If no such account exists, the system will use the bank account set under Settings > Admin > Legal Entity > Bank Account.

Adding and Managing Bank Accounts

To add or edit bank accounts, navigate to:

Settings > Financials > Bank Accounts

Click “Add New” to create a new entry.

Payment Detail Hierarchy in Electronic Invoices

Only one type of payment detail can be used per electronic invoice. Younium selects the appropriate field in the following order of priority:

1. Giro Account Number

2. Account Number

3. IBAN

Selection Logic:

• If a Giro Account Number is provided, it will be used as the primary payment detail.

• If the Giro Account Number is empty, Younium will use the Account Number.

• If both of the above are empty, the IBAN will be used.
  
  

Best Practices

We recommend setting a default bank account for each currency you issue invoices in. Additionally, ensure that the preferred payment detail (Giro, Account Number, or IBAN) is entered correctly for each account.

This setup allows for streamlined invoicing processes and ensures that the correct payment information is consistently used in all electronic invoice files.

Invoice attachments

For customers that are not posting the invoices with a standard ERP connector, Younium will create the invoice PDF or electronic invoice that are sent to the customer. For both email and e-invoices, Younium will attach the PDF document.

It is strongly recommended to enable Attach PDF to invoice under Settings > Invoices > Invoice, this will attach the PDF created to the invoice record when it is sent by email.

As default setting when creating a new environment this settings is enabled. 

It is also possible to attach additional documents that are sent together with the email or e-invoice. This is done on the Draft invoice by selecting Add file in the attachment box.

Exporting PDF Invoice Attachments in Bulk

To download all your PDF invoice attachments in bulk, follow these steps:

1. Navigate to Invoices in the main menu.

2. Click the three-dot menu located in the top-right corner.

3. Select Export Invoice Attachments.

You will be prompted to choose a posted date interval. This interval is based on the date the invoices were posted. After selecting the desired range, click Export to download a ZIP file containing the invoice PDFs.

Note: The system currently supports exporting invoice attachments from up to three years back. If you need to export invoices older than three years, please contact Younium Support for assistance.

Attach UBL XML file as Invoice attachment

It is possible to automatically generate and attach UBL XML file to e-mail invoices. This is most common in the Netherlands but the functionality is available for all Younium users. The XML file is generated according to Peppol BIS Billing 3 format.

How to enable UBL XML attachment

Go to Settings > Invoices > Invoice settings and enable "Attach UBL to invoice"

When this setting is enables you get a new option on your Accounts for those customers that has Invoice delivery method: Email. Enable "Attach UBL to invoice" on the Account:

When these parameters are enabled, email invoices to these Accounts will include an attached UBL XML file in addition to the PDF file. The files are also attached to the invoice record:

Invoice e-mail configuration

In Younium there is four different kind of invoice emails. 

• Invoices
• Invoice reminders
• Automatic invoice reminders
• Custom invoice reminders

Under Settings>> Invoices >> Invoice settings you can find the configuration for the outgoing invoice e-mails. There are four sections:

• Invoice - the e-mail sent for each outgoing invoice. Also used for the "Re-send invoice" option.
• Invoice reminders - the e-mail sent for manually triggered reminders
• Invoice reminders (Automatic) - the e-mail sent for automatically sent reminders
• Custom invoice reminders

For invoice emails, the invoice is sent to the "Invoice email" and "Invoice CC email addresses" on the Account. Automatic reminders are sent to the "Reminder email", if this field is empty it is sent to "Invoice email".

In addition to plain text, you can include tags which will map data fields from your invoice into the e-mail.

If you include these tags into the message box, the field will be matched and populated with data from your Younium environment.

An example would be to include the following in the message box:

Please see attached invoice: {invoiceNumber}

The available tags are:

{dueDate}

{invoiceDate}

{invoiceNumber}

{yourReference}

{ourReference}

{yourOrderNumber}

{accountNumber}
{accountName}
{balanceAmount}
{subtotalAmount}
{ocrNumber}

When customizing the e-mail please make sure to test them before using them to customers. Please contact Younium helpdesk if you have any questions or think of other information from the invoice you like to provide in the e-mails.

White list IP address

The IP address to be white listed for the emails from Younium is: 108.141.64.126