Some companies deal with one-off invoices, i.e. invoices that come from “one-time” suppliers, vendor which are not considered to be regular providers. To expedite processes and avoid having to create full supplier records every time, companies can choose to create one-time vendors in Yokoy.
These suppliers are created temporarily when processing invoice data. Supplier master data is created as the invoice is processed and is subsequently exported to the ERP system accordingly.
SAP integration only
This feature is only available for customers with SAP systems since the target ERP must also support the export of these one-off vendors.
Enable one-time suppliers
To create a temporary supplier or one-time vendor, you need to activate the feature in the legal entity settings (Admin > Invoice settings, Enable one-time supplier creation).
Create one-time supplier in invoices
Once that is done, you can create one-time suppliers when an invoice is processed. To do so, in the invoice-specific view, beside the Supplier dropdown list, you can click +.
You are then prompted to enter supplier details into a separate screen:
You must select a template for the one-time supplier to further process the document and add supplier data. Templates are different categories of one-time vendors that can be imported from the ERP. For example, one-time vendors for a specific part of the manufacturing process, different one-time vendor categories for currencies, etc.
Once all the data required is filled out, Yokoy saves the vendor data, which is posted together with the invoice when the document is exported to the ERP.
Furthermore, users can view the full history of who created and who edited the details of the one-time vendor in the History section of the invoice.
🚧 Caution
One-time vendor data is created exclusively for that invoice object and is not persistent. This means that it does not trigger supplier data creation directly from Yokoy to the ERP system.