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Completing Optional E-Invoice Configuration

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← Configuring E-Invoice Creation

Enabling the e-invoice support in JustOn Billing & Invoice Management may include additional – optional or potentially required – tasks. They may be necessary for specific business use cases or if you have upgraded JustOn Billing & Invoice Management from an older version.

Optional tasks may include:

Enabling Peppol Notification Display

If you distribute e-invoices via the Peppol Network, you will receive notifications about the distribution status from Peppol. JustOn Billing & Invoice Management stores this information in dedicated Peppol Notification records, which are related to the original invoice.

If required, you can display related Peppol notifications on the invoice detail view. To do so:

  1. Navigate to the object management settings of the Invoice object (ONB2__Invoice__c).
  2. Click Page Layouts.
  3. In the Invoice Layout row, click to open the action menu, then select Edit.
  4. From the Related Lists palette, drag the Peppol Notifications list to the Related Lists section.
  5. Click Save.
  6. In the object management settings of the Invoice object, click Lightning Record Pages.
  7. Open the Invoice page details, and click Edit.
  8. Drag the Related List - Single component to an appropriate location of the Invoice record page.
  9. In the Related List field of the component properties, select Peppol Notifications.
  10. Click Save.

  11. Click Activate.

    This makes the customized record page available to users.

    For help about modifying page layouts, see Managing Pages.

Setting E-Invoice XML as Email Attachment

To send produced e-invoice XML files as email attachment, you specify the content version type E-Invoice in the Invoice field Email File Types. This field can be populated on invoice creation from other records like this:

ON_EmailFileTypes from the account or invoice source record
↳ Email File Types from the template
     ↳ Email File Types from the business entity

Info

Be aware of the following specifics:

  • If Email File Types remains empty, JustOn Billing & Invoice Management assumes Invoice PDF as mandatory, making it preselected as email attachment.
  • If you want the invoice PDF to be preselected as email attachment in addition to the e-invoice XML file, set the two relevant content version types in Email File Types, like Invoice PDF, E-Invoice.

To define e-invoice XML files as email attachments from the invoice sources:

  1. Click to enter Setup, then navigate to the object management settings of the Account object or the source object.
  2. Click Fields & Relationships.

  3. Create the following new field.

    Field Label API Name Data Type Intended Value
    Email File Types ON_EmailFileTypes Text(255)
    Formula (Text)    		 E-Invoice

    Your business may require to automatically set the intended file types depending on certain conditions. In this case, create a formula field with the return type Text, where the formula represents the intended logic. Otherwise, create a simple text field and let users specify the value manually.

To define e-invoice XML files as email attachments from the template or the business entity:

  1. Open the relevant template or business entity.
  2. Click Edit.
  3. In the Email File Types field, specify E-Invoice.
  4. Click Save.

Enabling Supporting Document Embedding

Optionally, JustOn Billing & Invoice Management can embed the files that are attached to invoice records in the e-invoice XML files, such as the produced invoice PDF, files linked from source records or files uploaded manually by users. Any type of file you potentially want to embed in the e-invoice XML must be defined as a content version type – that is, they must be specified in the Type field of the Content Version object. Files produced by JustOn Billing & Invoice Management are already assigned a proper type, like Invoice PDF. If required, you can define a custom content version type to embed also other files in the e-invoice generation.

In addition, you define the files to be embedded in the e-invoice. To do so, you specify their content version type in the Invoice field Supporting Document Types. This field can be populated on invoice creation from other records using the following fallback mechanism:

ON_SupportingDocumentTypes from the account or invoice source record
↳ Supporting Document Types from the template
     ↳ Supporting Document Types from the business entity

Supporting document embedding specifics

When configuring the files to be embedded in e-invoice XML files, be aware of the following specifics:

  • Once the Invoice field Supporting Document Types is set, no other business process will overwrite it.

    However, users can change the value as long as the invoice is not finalized.

  • If Supporting Document Types is left empty, JustOn Billing & Invoice Management will not embed any invoice attachments.

  • If Supporting Document Types contains the string ALL, all invoice attachments with or without a defined content version type will be embedded in the e-invoice.

  • If Supporting Document Types contains the string BLANK, all invoice attachments where the content version type is empty will be embedded in the e-invoice.

    Use ALL or BLANK with extreme caution to avoid disclosing confidential information by mistake.

  • The number of supporting documents must not exceed 200.

  • The allowed file types for supporting documents include PDF, PNG, JPG, JPEG, CSV, XLSX, ODS.
  • Base64 encoding causes an overhead of about one third compared to the size of the original binary data (see Base64).
  • The cumulated size (Base64 encoded) must not exceed 11 MB. That is, the original attachment size must not exceed 8 MB approx.
  • The overall XML size must not exceed 15 MB.

For more details, see Technische Informationen zu den Nutzungsbedingungen DE.

Defining Content Version Type

To define a custom content version type:

  1. Click to enter Setup, then navigate to the object management settings of the Content Version object.
  2. Click Fields & Relationships.
  3. Click the name of the Type field.

  4. In the Values section, click New.

    Add the required content version types, like Supporting Document or T&C, each in a new line.

    content_version_types

  5. Click Save.

    For help about editing picklists, see Modifying Picklist Values.

Defining Preselected Supporting Documents

To define the preselected supporting documents to be embedded in the e-invoice from the invoice sources:

  1. Click to enter Setup, then navigate to the object management settings of the Account object or the source object.
  2. Click Fields & Relationships.

  3. Create the following new field.

    Field Label API Name Data Type Value
    Supporting Document Types ON_SupportingDocumentTypes Text(255)
    Formula (Text)    		 comma-separated list of content version types

    Your business may require to automatically set the intended file types depending on certain conditions. In this case, create a formula field with the return type Text, where the formula represents the intended logic. Otherwise, create a simple text field and let users specify the value manually.

To define the preselected supporting documents to be embedded in the e-invoice from the template or the business entity:

  1. Open the relevant template or business entity.
  2. Click Edit.

  3. In the Supporting Document Types field, specify the content version types as necessary.

    The field can contain multiple values in a comma-separated list.

    Typical use cases for embedding files may include:

    • invoice PDF file: Invoice PDF
    • invoice PDF file and invoice-related source documents: Invoice PDF,Supporting Document
    • invoice PDF file and terms and conditions: Invoice PDF,T&C

  4. Click Save.

Enabling E-Invoice Status Display

Users may require to easily assess the current status of the creation and distribution of an e-invoice in a graphical representation. To this end, JustOn Billing & Invoice Management provides a dedicated status component, which you can, optionally, add to the invoice record page.

To do so:

  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. Modify the page layout.

    Drag the Invoice Process States component (under Custom - Managed) to an appropriate region of the record page.

    einvoice_process_comp

  3. Click Save.

  4. Click Activate.

    This makes the customized record page available to users, enabling them to easily assess the current e-invoice status on the invoice detail view.

For more details about editing Lightning pages, see Create and Configure Lightning Experience Record Pages in the Salesforce Help.

Disabling E-Invoice Validation Warnings

Optionally, you can disable e-invoice validation warnings. This way, JustOn Billing & Invoice Management will ignore e-invoice validation warnings and set the e-invoice status to Created, even if the validation has produced warnings.

  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 row of Default.
  4. Select the Ignore EInvoice Validation Warnings.
  5. Click Save.

Enabling E-Invoice Statuses

To enable correct e-invoice handling, you may have to add the required status values manually if you have upgraded JustOn Billing & Invoice Management from an older version. To do so:

  1. Click to enter Setup, then navigate to the object management settings of the Invoice object (ONB2__Invoice__c).
  2. Click Fields & Relationships.
  3. Click the name of the E-Invoice Status field.

  4. In the Values section, click New.

    Add the relevant status values, each in a new line. The required values include

    Not created
    Validation Error
    Created
    Created With Warnings
    Distribution Error
    In Peppol Queue

  5. Click Save.

    This saves the specified status values as required.

    For details about modifying the values of picklist fields, see Modifying Picklist Values or Add or Edit Picklist Values in the Salesforce Help.

Enabling E-Invoice Provider Statuses

To enable correct e-invoice handling, you may have to add the required provider status values manually if you have upgraded JustOn Billing & Invoice Management from an older version. To do so:

  1. Click to enter Setup, then navigate to the object management settings of the Invoice object (ONB2__Invoice__c).
  2. Click Fields & Relationships.
  3. Click the name of the E-Invoice Provider Status field.

  4. In the Values section, click New.

    Add the relevant status values, each in a new line. The required values include

    Queued
    Validation Error
    Conversion Error
    Send Error
    Sent
    Receiver Error
    Received

  5. Click Save.

    This saves the specified status values as required.

    For details about modifying the values of picklist fields, see Modifying Picklist Values or Add or Edit Picklist Values in the Salesforce Help.