🌐 Web | 👤 Admin with Invoice categories permission
Invoice categories are the equivalent of what is called GL accounts (General Ledger accounts) in finance systems.
🚧 Caution
Invoice categories are mandatory for an invoice to be submitted. If a line item does not include a category, it cannot be submitted.
You can create invoice categories manually, via API or import them using a CSV file. The CSV format allows you to import all the fields that you see on the category, including custom fields, so you can easily change everything via file.
Creating invoice categories
To import or create categories for invoices, go to
Admin > Categories (Supplier Invoice).
❗️Important
To view this menu, you need to be enabled as an Admin user.
To check whether you have the required permission, go to Finance/HR roles, click on your user and under Setup make sure that you have the option Categories (Invoices) selected. If you do not do this, you do not see this menu.
Now you can create categories in three ways:
API call to the
/invoice-categoryendpoint
Importing categories using the importer
Click Import file in the top right corner. You need to upload a CSV file with the invoice categories. An example is linked in the dialogue window.
✏️ Note
For encoding, Yokoy supports CSV files with UTF-8, UTF-16, and ISO/IEC 8859-1:1998 (Latin1) encoding.
Column | Type | Description |
| String | Name used to identify the invoice category. Category names cannot be localized to other languages. The category name appears as entered here, regardless the language chosen by the user. E.g. if you enter “Accounts payable” as the category name, German language users will see the category as “Accounts payable”, rather than “Abbrechnungsverbindlichkeiten”. |
|
| Symbol used to identify the invoice category. |
| String | The invoice category's account reference. |
| String | Description used to identify the invoice category |
| String:
| Status of the category. If the category is inactive or draft, it cannot be used in an invoice. |
| Boolean (true/false) | ERP-specific option. See Configuring categories for more information. |
| Boolean (true/false) | ERP-specific option. See Configuring categories for more information. |
Manually creating a category
You can also manually create a category by specifying a name, a symbol and an ERP account code, together with a description.
Creating categories via Yokoy API
You can create categories by sending a HTTP request to the /invoice-category endpoint.
✏️ Note
See the API reference for more information.
Configuring categories
Once the category has been created, you can modify it by clicking on it in the table displayed. You can always modify its content, or deactivate it.
Invoice categories include these options:
Cost object is not mandatory for this category: If this checkbox is selected, the corresponding cost object dropdown selection is not mandatory for the line items of the invoice.
Tax field is mandatory for this category: If this checkbox is on, the corresponding VAT percentage dropdown selection is mandatory for the line items of the invoice.
In addition, you can configure specific options according to your finance integration:
ERP specific options | Valid for | Description |
Exclude cost object from export | Non-PO invoice export:
PO invoice export:
| If this checkbox is selected when you are using Yokoy Invoice and export invoices to the ERP, cost objects are ignored. Cost objects are NOT exported. |
No VAT input tax |
| If this checkbox is selected when an invoice is exported, the VAT associated with that line item is not taken into account. VAT input tax is ignored. For example, not all users are interested in VAT. This could be the case for certain specific categories. |
Mark line items as tax-only for this category |
| If this checkbox is selected when a category is assigned to an invoice line item, the line item is marked as containing only tax. The feature can be used for processing tax invoices such as invoices from customs. |