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Enabling Booking Data Creation

← Bookkeeping Data Creation

JustOn Billing & Invoice Management allows for writing bookkeeping data for revenues and taxes from finalized invoices. These records can then be transferred to accounting systems like DATEV, SAP or Microsoft Dynamics via CSV export or, for DATEV, direct transfer.

Enabling the bookkeeping data generation generally involves two steps:

Activating Booking Data Creation

In order to globally enable the creation of bookkeeping data, the feature must be activated in the global settings.

  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 Global Settings.

  3. Click Edit in the Default row.
  4. Select the checkbox Create Bookkeeping Data.

  5. Optionally, select the checkbox Create Bookkeeping Data for Deposit.

    Select this option if your accounting requires deposit invoices to be booked as soon as they are created.

  6. Click Save.

    Once enabled, the bookkeeping data is generated automatically upon invoice finalization.

Info

Once created, the booking details can no longer be modified or deleted. In case of errors, however, you can regenerate booking details for invoices.

Enabling Booking Accounts

To provide for the correct booking account allocation, you create dedicated G/L Account Assignment Rules and Collective Account settings.

Booking revenue and taxes (without specific use cases like revenue deferral) usually requires the following booking accounts:

Account name Account no.
SKR 03		 Configuration
Revenue 19% 8400 G/L Account
Taxes 19% 1776 Collective Account
Revenue 7% 8300 G/L Account
Taxes 7% 1771 Collective Account
Debtor Debtor number

Remember that depending on your accounting system, the booking account numbers may differ.

  1. Create Assignment Rules - G/L Account settings to book the revenue.

    To cover the minimum use cases, you need at least the following settings:

    For revenues with 19% VAT

    Field Description Example Value
    Name A unique, descriptive name Revenue 19%
    G/L Account The target G/L account 8400
    Tax Code Maps to the field Tax Code on the invoice line item DE_19
    Business Entity Maps to the field Business Entity of the invoice

    For revenues with 7% VAT

    Field Description Example Value
    Name A unique, descriptive name Revenue 7%
    G/L Account The target G/L account 8300
    Tax Code Maps to the field Tax Code on the invoice line item DE_7
    Business Entity Maps to the field Business Entity of the invoice

    For details, see Configuring G/L Account.

  2. Create Collective Account settings for the tax bookings.

    To cover the outlined use cases, you need at least the following settings:

    Name Booking Account Tax Code Type
    Tax 19% 1776 DE_19 Tax
    Tax 7% 1771 DE_7 Tax

    Depending on your requirements, your Collective Account settings may, in addition, need to define the Business Entity.

    For details, see Configuring Collective Accounts.

  3. Enable the debtor account number.

    Depending on your requirements, the way to define the account number differs:

    For customer-specific debtor numbers, you use the Account field ON_DebtorNo.

    1. Navigate to the fields list of the Account object.

    2. Create the following new field.

      API Name Data Type Description Example Values
      ON_DebtorNo Text (255)
      or
      Formula      		 Specifies the contra account number for booking details. If configured as a formula, it can determine the value based on other fields. 1234567
      AnotherField__c

    To support collective debtors (or debtor groups), you use the Invoice field DebtorNo.

    Using a collective debtor number via the Invoice field DebtorNo does not require a collective account setting. Instead, you just set the intended booking account number to be transferred to the booking detail.

    1. Navigate to the fields list of the Invoice object.

    2. Create the following new field.

      API Name Data Type Description Example Values
      DebtorNo Text (255)
      or
      Formula      		 Specifies the contra account number for booking details. If configured as a formula, it can determine the value based on other fields. 1234567
      AnotherField__c

    If the field is configured as a text, you can use the ON field mechanism to have it set using values from invoice source objects. Be aware, however, that if the field is configured as a formula, the ON field mechanism will not overwrite the DebtorNo value.