Enabling E-Invoice Creation

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← Configuring E-Invoice Creation

Preparing JustOn Billing & Invoice Management to support e-invoicing involves the following common tasks (irrespective of the format or distribution channel):

(1) Requesting e-invoice onboarding
(2) Defining your e-invoice sender address
(3) Enabling platform integration
(4) Enabling access to the Salesforce API
(5) Enabling e-invoice actions

(1) Requesting E-Invoice Onboarding

Prior to creating and distributing e-invoices, make sure to contact JustOn Support for your e-invoice onboarding.

1. File a corresponding ticket in the JustOn Support Portal.

   If you want to send e-invoices via Peppol, your organization must contract with JustOn for this service and request the technical activation via JustOn Support. Be aware that the registration and activation of your organization may take two to three business days.

As part of the activation with JustOn, you usually select an appropriate e-invoice sender address and determine the corresponding address scheme identifier. The two values must be specified in your business entity (see Defining Sender Address).

(2) Defining Sender Address

Organizations that send or receive electronic invoices must have a unique e-invoice address, which is codified using a specific address scheme identifier. Generally, e-invoice addresses are subject to the Electronic Address Scheme ("EAS") defined by the European Union. The two values must be specified in your relevant business entity setting.

Info

You usually select the e-invoice sender address and the corresponding address scheme identifier as part of the e-invoice activation with JustOn.

When participating in the Peppol Network (as both sender and recipient), the address must be one of the participant identifier schemes allowed by Peppol, as described in E-Invoice Address and Scheme. You can check the Peppol Directory for existing addresses and IDs.

1. Specify the e-invoice sender address and the corresponding address scheme identifier in your relevant business entity setting.

   Example 1: Using German VAT number

   Business Entity Field	Example Value
   E-Invoice Sender Address	DE123456789
   E-Invoice Sender Scheme Id	9930

   Example 2: Using French SIREN code

   Business Entity Field	Example Value
   E-Invoice Sender Address	732829320
   E-Invoice Sender Scheme Id	0002

(3) Enabling Platform Integration

JustOn Billing & Invoice Management acts as the "user interface" for managing e-invoices and controls the data management. However, significant parts of the business logic to produce e-invoices run on the Heroku-based platform. This is why enabling e-invoicing involves

• Defining a platform integration user, which is a (technical) user that is employed for the communication between Salesforce and Heroku whenever a real user triggers relevant business logic
• Enabling user access to the connected app JustOn Platform, which integrates the Salesforce and Heroku parts

Info

You may have already done this as part of the general software setup.

Defining Platform Integration User

Defining a platform integration user requires access to the Global Configuration dialog.

Enabling Global Configuration access

In addition to be assigned the System Administrator profile, users who intend to access the global configuration must be explicitly allowed to access the Global Configuration dialog – preferably, using a dedicated permission set.

To enable the access to the Global Configuration dialog:

1. Create a dedicated permission set.

   For details, see Create Permission Sets in the Salesforce Help.

2. In the new permission set, click Flow Access in the Apps section.

3. Click Edit.

4. Select ONB2.Global Configuration and move it to the Enabled Flows column.

   

5. Click Save.

6. Assign the permission set to the relevant users.

   For details, see Assign Permission Sets to a Single User in the Salesforce Help.

   Together with the System Administrator profile, this makes the Global Configuration dialog available for the selected users.

The platform integration user is a (technical) user that is required for the communication between Salesforce and Heroku whenever a real user triggers relevant business logic.

To define an integration user:

1. Create a dedicated technical user for the integration or prepare a "real" user accordingly.

   The integration user

   • does not necessarily need to be associated with a real person, but still needs a standard Salesforce user license
   • must be assigned the permission set JustOn Read/Write
   • must be enabled to use the Salesforce API via a profile or a permission set

   To check for the API access in profiles or permission sets, click to enter Setup, then navigate to Users > Profiles | Permission Sets > Profile/Permission Set Name > System Permissions, and make sure that API Enabled is selected.

2. Click to access the App Launcher, and select JustOn Configuration.

3. Open the Global Configuration tab.

   Users who intend to access the global configuration must be assigned the System Administrator profile and explicitly allowed accessing the Global Configuration dialog.

4. Click Edit.

   This launches a screen flow that shows the global configuration input fields.

5. In the Platform Integration section, select the intended integration user in the New User field.

6. Click Save to save your settings, then Finish to complete the screen flow.

Note

Be aware of the following specifics:

• The platform integration user is unique for a Salesforce org.

• JustOn Cash Management also requires a platform integration user.

  That is, when integrating JustOn Billing & Invoice Management with JustOn Cash Management, there will be one platform integration user for the two applications. So when defining the platform integration user for one app, the selected user will be set as the platform integration user for the other app, too.

Enabling App Access for JustOn Platform

To prepare your JustOn Billing & Invoice Management instance to generate valid e-invoice XML files, you must enable access to the connected app JustOn Platform for all relevant user profiles.

The access is controlled using profiles. So when creating the users who will work with JustOn Billing & Invoice Management, you must assign the relevant profile to each of them. You can use the standard profiles or create custom profiles.

To enable access to the connected app JustOn Platform for all relevant profiles:

1. Click to enter Setup, then navigate to Apps > Connected Apps > Manage Connected Apps.
2. Click Edit in the row of JustOn Platform.

3. In the Permitted Users field, select Admin approved users are pre-authorized.

   Confirm the selection when prompted.

4. Click Save.

   This will prevent all users from accessing JustOn Platform, including org admins.

5. On the Connected Apps list, click JustOn Platform.

   This displays the app detail page.

6. Add the intended profile.

   1. In the Profiles section, click Manage Profiles.
   2. Select the relevant profile, at least, System Administrator.
   3. Click Save.

Note

JustOn Billing & Invoice Management allows only users with the associated profile to access the app, which relies on the option Admin approved users are pre-authorized in the Permitted Users field. Leaving the default value All users may self-authorize will prevent users from accessing the app and produce the following error when they try to execute relevant business logic:

Platform not available, please contact customer support if the problem persists!

(4) Enabling Salesforce API Access

Irrespective of the assigned profile or permission set, all users who create electronic invoices (including the platform integration user) must be enabled to use the Salesforce API via their profile or a permission set. This is necessary to allow calling business logic on the Heroku-based platform.

To enable access to the Salesforce API for all relevant profiles or permission sets:

1. Click to enter Setup, then navigate to Users > Profiles | Permission Sets.
2. Click the name of the relevant profile or permission set.
3. In the System section, click System Permissions.
4. Click Edit.
5. Select API Enabled.
6. Click Save.

(5) Enabling E-Invoice Action

Usually, JustOn Billing & Invoice Management creates e-invoice XML files on invoice finalization.

• To enable the option for manually creating an e-invoice XML file from the invoice detail view, add the Create E-Invoice action to the invoice record page.
• To enable the option for sending an e-invoice to Peppol from the invoice detail view, add the Send E-Invoice action to the invoice record page. To enable the option for sending multiple e-invoices to Peppol, add the Send E-Invoices button to the invoice list view.

Adding E-Invoice Action for Individual Invoices

To enable the option for manually creating an e-invoice XML file from the invoice detail view, add the Create E-Invoice action to the invoice record page. To enable the option for sending an e-invoice to Peppol from the invoice detail view, add the Send E-Invoice action to the invoice record page.

Info

Using dynamic actions, you can generally show or hide actions depending on specific record conditions.

With respect to the Create E-Invoice action on invoices, you must explicitly exclude invoices from displaying this action that have the statuses Draft, Pre-Draft and Pre-Open.

With respect to the Send E-Invoice action on invoices, you must explicitly exclude invoices from displaying this action that have the statuses Draft, Pre-Draft and Pre-Open as well as the e-invoice status In Peppol Queue.

Create E-InvoiceSend E-Invoice

1. Open the Invoice record detail page in the Lightning App Builder.

   1. Navigate to an invoice.
   2. Click to open the Setup menu, then select Edit Page.

2. Select the top panel ("Highlights").

3. Click Add Action and select the action Create E-Invoice.

4. Click Add Filter and set the action visibility.

   • Record > Status Not Equal Draft
   • Record > Status Not Equal Pre-Draft
   • Record > Status Not Equal Pre-Open

   Under Show components when, select All filters are true.

5. Click Done on the action window, then Save in the Lightning App Builder.

1. Open the Invoice record detail page in the Lightning App Builder.

   1. Navigate to an invoice.
   2. Click to open the Setup menu, then select Edit Page.

2. Select the top panel ("Highlights").

3. Click Add Action and select the action Send E-Invoice.

4. Click Add Filter and set the action visibility.

   • Record > Status Not Equal Draft
   • Record > Status Not Equal Pre-Draft
   • Record > Status Not Equal Pre-Open
   • Record > E-Invoice Status Not Equal In Peppol Queue

   Under Show components when, select All filters are true.

5. Click Done on the action window, then Save in the Lightning App Builder.

For more details, see Create Dynamic Actions in Lightning App Builder in the Salesforce Help.

Adding Send E-Invoices for Multiple Invoices

To enable the option for sending multiple e-invoices to Peppol, add the Send E-Invoices button to the invoice list view.

1. Navigate to the object management settings of the Invoice object.
2. Click List View Button Layout.
3. In the List View row, click , then select Edit.

4. Under Custom Buttons, move Send E-Invoices to the Selected Buttons column.

   

5. Click Save.

   This adds the button Send E-Invoices to the invoice list view, enabling users to send multiple invoices to Peppol for distribution.