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Enabling Creditor Bookings

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FR autofacturation

← Bookkeeping Data Creation

Introduction

JustOn Billing & Invoice Management can write bookkeeping data for self-billing credits – a specific type of credit note, which is issued by the customer, replacing the invoice from the original supplier. Self-billing credits represent payables to a creditor, which is why the produced bookings are referred to as creditor bookings or accounts payable bookings.

This use case description is designed to comply with credits as introduced in Article 14 (2) of the German Value Added Tax Act (ยง 14 (2) UStG) and assumes posting the booking data to DATEV.

Solution Overview

JustOn Billing & Invoice Management controls the booking data creation using dedicated configurations on invoices, invoice line items, G/L account settings and global settings. The key settings to cover creditor bookings include the invoice class Credit and the invoice type Purchased Service.

These are the minimum required settings (assuming booking to "Purchased services 19% input tax" under DATEV SKR 04):

Object Field Value
Global Settings Create Bookkeeping Data true
Assignment Rules - G/L Account G/L Account 5906
Invoice Class Credit
Invoice Type Purchased Service
Tax Rule DE_19
Business Entity business entity name
Assignment Rules - G/L Account G/L Account 5908
Invoice Class Credit
Invoice Type Purchased Service
Tax Rule DE_7
Business Entity business entity name
Collective Account Booking Account 1406
Tax Rule DE_19
Type Pre-Tax
Collective Account Booking Account 1401
Tax Rule DE_7
Type Pre-Tax
Account |
Invoice		 ON_CreditorNo|
CreditorNo		 creditor account number
Invoice Invoice Class Credit
Invoice Type Purchased Service
Invoice Line Item Unit Price negative value

Enabling the bookkeeping data generation for credits and input taxes generally involves the following configuration steps:

Solution Details

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. 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 credits and input taxes may require the following booking accounts:

Account name Account no.
SKR 04		 Configuration
Purchased services 19% input tax 5906 G/L Account
Deductible input tax 19% 1406 Collective Account
Purchased services 7% input tax 5908 G/L Account
Deductible input tax 7% 1401 Collective Account
Deferred expenses 1900 Collective Account
Creditor 70000 Creditor 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 credit.

    To cover the minimum use cases for purchased services with 19% VAT and for purchased services with 7% VAT, you need at least the following settings:

    Name G/L Account Invoice Class Invoice Type Tax Rule
    Purchased services 19% 5906 Credit Purchased Service DE_19
    Purchased services 7% 5908 Credit Purchased Service DE_7

    Depending on your requirements, your Assignment Rules - G/L Account settings may, in addition, need to define the Business Entity.

    Remember that if you use multiple G/L account assignment rules, the same fields must be filled (or empty) in all rules. In case of ambiguous rule sets, the assignment becomes random.

    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 Rule Type
    Input Tax 19% 3806 DE_19 Pre-Tax
    Input Tax 7% 3801 DE_7 Pre-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. Optionally, create a Collective Account setting for deferred expense bookings.

    You can use revenue recognition rules to distribute expenses to future booking periods. To this end, you need at least this setting:

    Name Booking Account Business Partner Account Type
    Deferred expenses 1900 70000 Deferred Expense

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

  4. Enable the creditor account number.

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

    For customer-specific creditor numbers, you use the Account field ON_CreditorNo.

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

    2. Create the following new field.

      API Name Data Type Description Example Values
      ON_CreditorNo 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. 70000
      AnotherField__c

    To support collective creditors (or creditor groups), you use the Invoice field CreditorNo.

    Using a collective creditor number via the Invoice field CreditorNo 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 (ONB2__Invoice__c).

    2. Create the following new field.

      API Name Data Type Description Example Values
      CreditorNo 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. 70000
      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 CreditorNo value.

    Info

    When creating booking details, the Invoice field CreditorNo takes precedence over the Account field ON_CreditorNo. If the Invoice field CreditorNo is empty or does not exist, JustOn Billing & Invoice Management uses the Account field ON_CreditorNo to set Contra Booking Account in the booking detail.

Preparing Required Invoice Information

The creation of a self-billing credit is controlled by two settings:

Invoice Field Required Value Notes
Class Credit Is set if the grand total yields a negative amount.
Type Purchased Service Is set using ON_Type on the invoice source object.

Enabling the creation of self-billing credits involves at least:

  • Setting the field ON_Type to the invoice source object
  • Enabling negative prices on invoice line items

For details on configuring the creation self-billing credits, see Enabling Self-Billing Credits.