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Enabling PDF Redistribution

← Controlling File Distribution

Certain business use cases may require (re-)distributing existing PDF documents to a file distribution target, for example, in case the automatic distribution has failed or there is a new file distribution target to be populated.

To this end, JustOn Billing & Invoice Management provides the custom button Distribute PDF. Users can select records from list views and then use this button to distribute the corresponding PDF files to a (configurable) file distribution target.

Note

Use the redistribution function with caution. JustOn Billing & Invoice Management does not check the selected file distribution target for existing files, so distributing the same files to the same targets produces duplicates, which may consequently have unwanted effects.

To enable this option, you can add the button Distribute PDF to the following list views:

  • Invoices List View
  • Invoice Run Layout
  • Dunnings List View
  • Statement Run Layout

Draft Handling

JustOn Billing & Invoice Management allows users to generate PDF files for draft invoices for review or testing purposes. For details, see Creating Draft PDF.

With this respect, JustOn provides for the strict separation of Draft invoices from finalized invoices (Open, Paid, Settled, Canceled). To this end, the redistribution feature includes the Draft Only option, which selects only draft folders and draft invoices or dunnings. In combination with the File Distribution checkbox Draft Folder, this facilitates distributing either Draft invoices or finalized invoices.

Invoice Status to Consider Draft Folder Setting Draft Only Option
Open, Paid, Settled, Canceled false false
Draft true true

Info

Selected folders with non-matching draft settings are ignored.

To enable the option for creating PDF files for draft invoices, create a dedicated file distribution target for draft PDF documents:

  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 File Distribution.

  3. Click New.

  4. Specify the details as necessary.

    Make sure to select the checkbox Draft Folder. Other mandatory information include the name, backend and PDF name.

    Assume you want to store PDF files for draft invoices in a dedicated library or folder in Salesforce Files:

    Documents
         ↳ Drafts

    Create a setting record like:

    Field Value
    Name Draft invoice PDF
    Active true
    Backend Folder
    Draft Folder true
    Path Documents/Drafts
    PDF Name [AccountName]_Draft_[InvoiceNo].pdf

  5. Click Save.

    Applying this setting will allow storing produced draft PDF files using the specified name pattern in Salesforce Files under Documents/Drafts.

Using Invoices List View or Dunnings List View

To add the button Distribute PDF to the Invoices List View or Dunnings List View, proceed as follows:

  1. Navigate to the object management settings of the Invoice or Dunning object.
  2. Click Search Layouts.
  3. Click Edit in the row of the Invoices List View or Dunnings List View, respectively.

  4. In the Custom Buttons section, move Distribute PDF to the Selected Buttons column.

    rel_list_prop

  5. Click Save to save the modified page layout.

    For help about modifying layouts, see Managing Pages.

Using Invoice Run Layout or Statement Run Layout

To add the button Distribute PDF to the Invoice Run Layout or Statement Run Layout, proceed as follows:

  1. Navigate to the object management settings of the Invoice Run or Dunning Run object.
  2. Click Page Layouts.
  3. Click Edit in the row of the Invoice Run Layout or Dunning Run Layout, respectively.
  4. Scroll to the Invoices list in the Related Lists section and click to open the list properties.
  5. Open the Buttons section.

  6. Under Custom Buttons, move Distribute PDF to the Selected Buttons column.

    rel_list_prop

  7. Click OK to save the list properties.

  8. Click Save to save the modified page layout.

    For help about modifying layouts, see Managing Pages.