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Enabling Cost/Profit Center Allocation

← Booking Account Allocation

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.

Your accounting may require to assign generated revenues to cost centers or profit centers – business subdivisions to which costs or profits are allocated. To support these assignments, JustOn Billing & Invoice Management can add center information to invoice line items. When generating the bookkeeping data, this information is then populated to the booking details accordingly.

Generally, there are two ways to add this information:

Setting Center via ON Field

The ON field mechanism is a likely option for having the center number specified on the invoice line item when generating invoices.

To make use of the ON field mechanism to specify the center number, you set the field ON_Center on the invoice line item source object:

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

  2. Create the following new field.

    API Name Data Type Description
    ON_Center Text (255)
    Formula (Text)
    Picklist    		 Specifies the cost center number or profit center number to be applied, is copied to the invoice line item during the invoice run.

    For help about creating fields, see Managing Object Fields.

Setting Center via Assignment Rule

Using the custom setting Assignment Rules - Center, you can define criteria based on which an invoice line item is assigned a cost center number or profit center number.

Assignment Rules - Center concepts

The fields that are evaluated for determining the center include

  • Product Group on the invoice line item
  • Business Entity on the invoice
  • optionally, the custom field ON_BillingType on the invoice

The center number to be assigned as a result of the evaluation will be written to the invoice line item field Center.

When working with assignment rules, be aware of the following:

  • The rule matching process yields the specified result only if all specified criteria match. If you specify, for example, a product group and a business entity, the rule applies only if both the business entity on the invoice and the product group on the invoice line item have the corresponding values.
  • If a rule field is empty, it is ignored during the matching process. If you specify, for example, a business entity, the rule applies if the business entity on the invoice has the corresponding value. Other data, like the product group, have no effect in this case.

  • If you use multiple rules, the same fields must be filled (or empty) in all rules. If you specify, for example, a product group in one rule, you must specify a product group in all other rules, too. Otherwise, if you leave a field empty in one rule, the field must also be empty in all other rules.

    In case of ambiguous rule sets, the assignment becomes random.

To create an Assignment Rules - Center record:

  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 Assignment Rules - Center.

  3. Click New.

  4. Specify the information as necessary.

    Field Description
    Name The unique name for the custom setting record.
    Billing Type Relates to the custom text field ON_BillingType of the invoice for evaluation.
    Center Specifies the resulting cost center number or profit center number. If the matching process yields this center, it is added to the Center field of the invoice line item.
    Product Group Relates to the field Product Group of the invoice line item for evaluation (see Product Group).
    Can include multiple values in a comma-separated list.
    Business Entity Relates to the field Business Entity of the invoice for evaluation.

  5. Click Save.

    This creates the new center assignment rule. JustOn Billing & Invoice Management will recalculate the Center field when doing a database update on the invoice line item. By default, this happens during the invoice creation or the invoice finalization.

Info

Create an Assignment Rules - Center record for each cost center or profit center to be available for allocation.

Example use case: Assigning cost centers based on product groups

Assume your business provides services and sells products and therefore makes a distinction between the product groups "Service” and "Products" for invoicing purposes. Consequently, your accounting needs to distribute the earned revenue to two profit centers, "100" for "Services" and "200" for "Products".

To cover this use case, you create two Assignment Rules - Center settings:

Name Center Product Group
Center 1 100 Services
Center 2 200 Products

Remember that with multiple rules, the same fields must be filled or be empty in all rules. To cover the outlined example, the fields Business Entity and Billing Type must, consequently, be blank or specify the same value in both settings.