Booking Text

To facilitate your accounting processes, you can have JustOn create specific invoice bookkeeping data, payment bookkeeping data or subscription bookkeeping data. In this context, accountants usually expect specific references to the operation from which the produced booking details originate. To support this requirement, you can use booking texts. They define the content and pattern of this human-readable reference information, and JustOn then populates the Booking Detail field Booking Text accordingly.

Booking Text Concepts

JustOn Billing & Invoice Management implements booking texts using the custom setting Booking Text. It includes the following information:

Field	Data Type	Description
Name	Text	Specifies the type of the booking detail, like Revenue, Tax or Payment. At the same time, the unique name for the custom setting record. Use one Booking Text setting record for each relevant booking detail type.
Text	Text(255)	Specifies the booking reference text for the particular booking detail type. Can contain custom placeholders.

JustOn Billing & Invoice Management can use placeholders to populate the booking texts with available information automatically. It provides a number of default placeholders available for booking texts. Depending on the booking detail context, the placeholder sources vary:

Booking Detail Context	Booking Detail Types	Available Placeholder Sources	Booking-Related Placeholders
Invoice	Revenue Tax Deferred Unbilled Revenue Contra Account	Booking Detail Account Invoice Invoice Line Item	[BookingAccountRule] [BookingDate] [BookingTaxCode] [BookingTaxRate] [BookingType] [BpAccountNo]
Balance	Payment Refund Prepayment Payout Write-off Contra Account	Booking Detail Account Balance Invoice (if applicable)	[BalanceDate] [BalancePaymentMethod] [BalancePaymentProvider] [BalanceReference] [BalanceTransactionNo] [BalanceType]

For a list of other available, commonly used placeholders, see Custom Placeholder Information.

Info

Remember that you can create additional custom placeholders for custom fields you may have defined.

Be aware, however, that JustOn does not support formula fields on booking details (or other fields set after a booking detail has been created) as source fields for booking text placeholders.

Booking Text Examples

This section summarizes some examples for the booking text configuration, illustrating the general behavior. You are supposed to adjust the patterns according to your requirements.

Booking Text example - Revenue

Assume that for revenue booking details, you want the reference text to specify

• the account allocation (requires a descriptive name for the G/L account assignment rule for revenues, like Sales Revenues) and the booking month
• the name of your customer
• the invoice number
• the originating subscription (requires a dedicated custom invoice field that refers to the subscription name, like Subscription Name, and a corresponding custom placeholder, like [SubscriptionName])
• the invoice date
• the booking date

Use the following setting:

Field	Value
Name	Revenue
Text	account assignment: [BookingAccountRule] [BookingDate:MMMM yyyy], customer: [AccountName], invoice: [InvoiceNo], subscription: [SubscriptionName], invoiced on: [InvoiceDate], booked on: [BookingDate]

This may result in the following booking text:

account assignment: Sales Revenues March 2019, customer: ACME, invoice: INV201900234, subscription: ACME-S00056, invoiced on: 2019-03-24, booked on: 2019-03-24

Be aware that when exporting the booking details, the booking text may be cut to meet limitations of the target accounting system. DATEV, for example, allows only 30 characters (incl. whitespaces).

Booking Text example - Tax

Assume that for tax booking details, you want the reference text to specify

• the account allocation (requires a descriptive name for the G/L account assignment rule for taxes, like Sales Taxes) and the booking month
• the tax rate
• the tax type
• the invoice region (requires the invoice field Region set, and a corresponding custom placeholder, like [InvoiceRegion])
• the booking date

Use the following setting:

Field	Value
Name	Tax
Text	account assignment: [BookingAccountRule] [BookingDate:MMMM yyyy], tax rate: [TaxRate], tax type: [TaxType], region: [InvoiceRegion], booked on: [BookingDate]

This may result in the following booking text:

account assignment: Sales Taxes March 2019, tax rate: 19%, tax type: VAT, region: EU, booked on: 2019-03-24

Be aware that when exporting the booking details, the booking text may be cut to meet limitations of the target accounting system.

Booking Text example - Payment

Assume that for payment booking detail, you want the reference text to specify

• the account allocation (requires a descriptive name for the collective account assignment rule for collected payments, like Incomes) and the booking month
• the number of the related invoice
• the date of the payment

Use the following setting:

Field	Value
Name	Payment
Text	account assignment: [BookingAccountRule] [BookingDate:MMMM yyyy], invoice no: [InvoiceNo], payment received: [BalanceDate]

This may result in the following booking text:

account assignment: Incomes March 2019, invoice no: INV201900234, payment received: 2019-03-28

Be aware that when exporting the booking details, the booking text may be cut to meet limitations of the target accounting system.

Booking Text example - Contra Account

Assume that for contra account booking details, you want the reference text to specify

• the account allocation (requires a new custom placeholder for the Booking Detail field Contra Booking Account, like BpAccountNo) and the booking month
• the number of the related invoice

Use the following setting:

Field	Value
Name	Contra Account
Text	account assignment: Debtor [BpAccountNo] [BookingDate:MMMM yyyy], invoice no: [InvoiceNo]

This may result in the following booking text:

account assignment: Debtor 411000 March 2019, invoice no: INV201900234

Be aware that when exporting the booking details, the booking text may be cut to meet limitations of the target accounting system.

Info

When finalizing a cancellation invoice, JustOn Billing & Invoice Management creates a new, "opposite" booking detail for each existing booking detail of the canceled invoice (see Bookkeeping Data for Cancellation Invoices).

For the booking text of the new booking details, JustOn automatically prepends Cancellation: to the original booking text. This text is a custom label. If you need a locale-specific variant, provide a corresponding translation as described in Managing Custom Labels.

Defining Booking Text Setting

To create a new booking text setting:

1. Click to enter Setup, then open Custom Settings.

   In Salesforce Lightning, navigate to Custom Code > Custom Settings.

   In Salesforce Classic, navigate to Develop > Custom Settings.

2. Click Manage in the row of Booking Text.

3. Click New.

4. Specify the information as necessary.

   Be aware that when exporting the booking details, the booking text may be cut to meet limitations of the target accounting system.

5. Click Save.

Info

Create an individual Booking Text setting record for each relevant booking detail type.