In this article, you will learn how to connect AdminPulse with Yuki, how relations are sent from AdminPulse to Yuki, and how to export invoices to Yuki.
You will also find the main configuration options, the conditions for a correct export, important notes about web service calls, and tips for following up on errors.
Connect AdminPulse with Yuki
Before you can send invoices or relations to Yuki, you need to activate the Yuki connection via Admin-Connect.
- Go to Settings > General settings > Invoicing configuration.
- Change the Invoice export strategy to Admin-Connect.
- Click the link icon next to Admin-Connect. A new page opens where you can set up the connection with Yuki.
- Search for Yuki among the available connections.
- Click Connect to configure the connection.
- Enter the correct APIKey and AdministrationID and click Create.
- APIKey: follow the Yuki instructions to obtain the Web service API key.
- AdministrationID: follow the Yuki instructions to obtain the Administration ID.
- Click Save and test the connection.
Automatically synchronize payments and relations
In the Yuki connection, you can configure AdminPulse to retrieve payment information from Yuki and automatically synchronize relations to Yuki.
Retrieve payment information from Yuki to AdminPulse
If you mark invoices as paid in Yuki, AdminPulse can automatically retrieve that payment information. To do this, enable the option Sync payments from Yuki to AdminPulse in the configuration of the Admin-Connect connection with Yuki.
In Payment monitoring will check unpaid invoices for # months in the past, you can indicate how many months back AdminPulse should check the payment status.
In the example above, AdminPulse retrieves payments every night for open invoices with the status Exported and with an invoice date up to 9 months in the past. This happens once per day.
Send relations to Yuki
AdminPulse can send relations to Yuki in two ways:
- During invoice export: AdminPulse creates or updates the relation in Yuki when you export an invoice for that relation.
- Via live relation synchronization: AdminPulse creates or updates the relation in Yuki as soon as you create or change a relevant relation.
Do you do your invoicing in AdminPulse? Then the connection via invoice export is often sufficient.
Do you want to keep relations up to date in Yuki without exporting invoices? Then you can enable live relation synchronization.
👉 Please note: for reliable linking and invoice export, the Accounting No. field remains important. AdminPulse uses this field as the contact code in Yuki.
Link relations when exporting invoices
If live relation synchronization is not active, AdminPulse links the relation with Yuki when you export an invoice. This link is made via the Accounting No. field in the relation file.
Conditions for correctly linking a relation
Fill in the Accounting No. field for the relation in AdminPulse.
The value of this field must match the contact code in Yuki. If no corresponding relation exists in Yuki yet, you can use a reference of your choice, for example, the customer code.
💡 If live synchronization is not active, changes to the relation are included during the next invoice export for that relation. If live synchronization is active and an Accounting No. is filled in for a new relation, this number is also sent when AdminPulse creates or updates the relation in Yuki.
Enable live relation synchronization between AdminPulse and Yuki
With live relation synchronization, AdminPulse automatically sends new and changed relations to Yuki. The relation then does not need to wait for the next invoice export to be created or updated in Yuki.
This option is disabled by default. Only enable it if you want AdminPulse to automatically synchronize relevant relation data to Yuki.
💡 This option is especially useful for companies that do not do their invoicing in AdminPulse but still want to keep their customer data up to date in Yuki.
👉 Please note: live relation synchronization can cause extra web service calls to Yuki. If you create or change many relations at once, this can result in many calls. Depending on the limits and costs in Yuki, this may lead to extra costs. You can find more information in the section Web service calls and costs in Yuki.
Which relations are synchronized live?
Only relations of the type Customer are synchronized to Yuki. Prospects and other relation types are not included, even if live synchronization is enabled.
How is a relation matched with Yuki?
When AdminPulse sends a relation to Yuki, the system checks whether a matching relation already exists in Yuki. This check happens in the following order:
-
Based on the internal Yuki ID
After a first successful synchronization, AdminPulse stores the unique Yuki ID of the relation. During the next synchronizations, AdminPulse uses this ID to directly identify the correct relation in Yuki. -
Based on the contact code
If no Yuki ID is known yet, Yuki searches for a relation with a matching contact code. If there are several matches, the most recently changed relation is updated. -
Based on type, name and email address
If no match is found based on the contact code, Yuki tries to match based on the combination of relation type, full name and email address. -
Create a new relation
If none of the steps above gives a match, Yuki automatically creates a new relation.
Which changes send a synchronization to Yuki?
AdminPulse only sends a synchronization to Yuki when a field that is relevant for the connection is changed.
A change to one of the following data can trigger a synchronization:
- Type, name, first name and legal form
- Accounting No., VAT number
- Invoice address: street, number, box, postcode, city and country
- Phone, mobile and email address
A change to another field, such as internal notes or data that is not related to invoicing, does not trigger a synchronization to Yuki.
For a full overview of the fields that AdminPulse sends to Yuki, see Which relation data is sent to Yuki?
Follow up on relation synchronization errors
You can follow up on errors when sending relations to Yuki via the Synchronizations overview. This overview helps you check errors related to relation synchronization.
- Click the background processes icon in the menu bar:
- Then click the Synchronizations tab.
In the Synchronizations overview, the Errors column shows why something could not be sent to Yuki.
💡 Do you not immediately see the synchronization you are looking for? Check the active filters. The overview is filtered by Created by by default. Disable this filter if you also want to see synchronizations triggered by a colleague.
The following article explains how to follow up on synchronizations: Overview: Tracking synchronization errors.
Which relation data is sent to Yuki?
The table below shows which fields AdminPulse sends to Yuki. The distinction between company and person in the Remark column only applies to live relation synchronization. During invoice export, the contact is always sent as a company, regardless of the relation type in AdminPulse.
| AdminPulse | Yuki | Remark |
| Accounting No. | Contact code | |
| Name + legal form | Company name | Only for companies. The legal form is added after the name. |
| First name | First name | Only for persons. |
| Name | Last name | Only for persons. |
| Country | Country | |
| Invoice address: street + no. + box | Address | |
| Invoice address: postcode | Postcode | |
| Invoice address: city | City | |
| Invoice email address* | Companies: EmailWork. Persons: EmailHome. | |
| Website | Website | |
| VAT no. | VAT number | |
| IBAN (domiciliation bank account) | Bank account | Only the IBAN of the bank account marked for domiciliation on the relation is sent. If no domiciliation bank account is filled in, no IBAN is sent. |
| Phone | Phone | |
| Mobile | Mobile |
*If no invoice email address is filled in, the main email address is used.
Export invoices from AdminPulse to Yuki
After the connection with Yuki has been set up, you can export invoices from the invoice overview (Invoicing > Invoices). AdminPulse sends the invoices to Yuki via Admin-Connect. Processing happens in the background.
Conditions for exporting invoices
Check these conditions before exporting invoices:
- The Accounting No. field must be filled in for each relation for which you want to export invoices. If this field is missing for one or more relations, AdminPulse blocks the export and shows an error message.
- You can only export invoices that belong to the same own company. If your selection contains invoices from multiple own companies, AdminPulse blocks the export.
Export invoices
- Go to Invoicing > Invoices.
- Select the invoices you want to export using the checkboxes in the table.
If you do not make a selection, AdminPulse automatically exports all invoices that have never been exported before. - Click the Batch operations button in the top right of the overview.
- Click Export selected invoices. If you did not make a selection, click Export all not yet exported invoices.
Export invoices that were already exported
If your selection contains invoices that were already exported before, AdminPulse shows a warning. Those invoices are automatically removed from the selection. Only the invoices that have not yet been exported are actually sent.
Do you still want to export an invoice again? Use the Clear export status action via Batch operations to clear the export status. You can then select and export the invoice again.
Manually mark invoices as exported
Via Batch operations > Mark as exported, you can manually give invoices the status Exported without sending them to Yuki.
This can be useful if you have already entered the invoices in Yuki in another way and want to align the export status in AdminPulse.
View the invoice export status
After the export, you can check the status in the invoice events.
Important notes about the Yuki connection
Keep the following points in mind when you use AdminPulse together with Yuki.
Domiciliation via Yuki
At the moment, it is not possible to create SEPA files from AdminPulse. You can do this via Yuki.
Invoice and credit note numbering
Yuki only supports continuous numbering. That is why we recommend disabling Separate counter credit notes in the general settings of the financial years.
Web service calls and costs in Yuki
AdminPulse uses web service calls for the Yuki connection. This happens, for example, when you export invoices to Yuki or when AdminPulse synchronizes relations live.
Yuki counts the number of web service calls per domain. Each domain can use a certain number of calls per day by default. If this limit is exceeded, Yuki may charge extra costs or you may receive an error message when sending data.
👉 Please note: other software packages connected to the same Yuki domain also use web service calls. This means the limit can be reached even if the calls are not only caused by AdminPulse.
You can check the number of used calls in Yuki via Settings > Web services > Number of web service calls per day.
Live relation synchronization can cause extra calls, especially when you create or change many relations at once.
Consult Yuki’s documentation for the latest information about limits and possible costs: Yuki API documentation.
Known error messages
Below are some error messages that can occur when sending invoices to Yuki.
The domain is not licensed for this functionality
Cause: this error message appears when the Yuki Invoice module is not activated in Yuki.
Solution: activate the module in Yuki. You can find out how to activate this module in the Yuki documentation: Yuki and AdminPulse. If you still experience problems after activation, contact Yuki.
Active sales taxcode with percentage "0.00" and type "0" cannot be found
Cause: the correct VAT rate may not be available in the Yuki environment. This error can occur when exporting invoices with a 0% VAT rate.
Solution: check in Yuki whether percentage 0 of type 0 is present and active. You can activate or add this data via the screen Settings > VAT rates.
Daily limit exceeded
Cause: the maximum number of web service calls in Yuki has been exceeded.
Solution: check the number of web service calls in Yuki. You can find more information in the section Web service calls and costs in Yuki.
💡 Good to read
- Do you want to learn more about the connection between Yuki and AdminPulse? Read the Yuki documentation: Yuki and AdminPulse.
- Do you want to know how to set up connections, API keys and web services in Yuki? More information is available in: How to make a connection?.
- Do you want to learn more about web service calls and possible costs? See: Yuki API documentation.
- Do you want to follow up on synchronization errors in AdminPulse? Read: Overview: Tracking synchronization errors.