How to copy certain information to invoices or booking data?

← Billing & Invoice Management FAQ ← Accounting Support FAQ

JustOn Billing & Invoice Management can transfer information that is beyond the scope of the default data model from your source records to invoices, and from there, to bookkeeping data or entries:

Transferring data to invoices

To copy specific information from source records to subscriptions (with the automatic subscription build) or invoices (with the invoice run), you use the ON Field Mechanism. The feature is based on custom fields whose API names start with ON_ – if there is a field with a matching API name on the target object, JustOn copies the field value.

Transferring data to bookkeeping data

To copy specific information from invoices or invoice line items to booking details and, from there, to accounting documents or accounting document items, you just need custom fields with the same API name and data type, without specific prefixes.

Explicitly set booking detail fields → excluded from copy operation

JustOn Billing & Invoice Management sets the following fields explicitly when creating booking details according to the applied business logic. This is why they will not be copied as additional custom fields:

Booking Detail Target Field	Source Object and Field
Account	Invoice.Account
AccountName	Invoice.AccountName
AccountNo	InvoiceLineItem.GLAccount CollectiveAccount.Account
AccountRule	AssignmentRulesGLAccount.Name CollectiveAccount.Name
Amount	InvoiceLineItem.PosTotalNet InvoiceLineItem.PosTotalTax
BIC	Invoice.BankCode
Balance	Balance.Name
BankAccountOwner	Invoice.BankAccountOwner
BillingCity	Invoice.BillingCity
BillingPractice	Item.BillingPractice
BookingDate	Invoice.Date Invoice.ON_BookingDate
BookingPeriod	dynamically set on creation
BpAccountNo	Invoice.DebtorNo Account.ON_DebtorNo CollectiveAccount.Account2 CollectiveAccount.BpAccount
Center	InvoiceLineItem.Center
CostObject	InvoiceLineItem.CostObject
CurrencyIsoCode	Invoice.CurrencyIsoCode
CustomerCity
CustomerName
Exported	dynamically set on creation
IBAN	Invoice.BankAccount
InvoiceNo	Invoice.Name
Invoice	Invoice.Id
Name	dynamically set on creation
PaymentDate	Balance.Date
Region	Invoice.Region
Subscription	Subscription.Name
TaxCode	InvoiceLineItem.TaxCode
TaxRate	InvoiceLineItem.TaxRate
Type	dynamically set on creation
VATId	Account.ON_VATNumber Account.TaxNumber

Transferring data to entries

To copy specific information from invoices or invoice line items to entries, you also need custom fields with the same API name and data type, without specific prefixes.

Explicitly set entry fields → excluded from copy operation

The integration will set the following fields explicitly when creating entries according to the applied business logic. This is why they will not be copied as additional custom fields:

Entry Field	Invoice Source Field	Installment Source Field	Default Value/Notes
Account	`Account`	`Invoice__r.Account`
AccountName	`AccountName`	`Invoice__r.AccountName`
BPNumber	`DebtorNo` or `Account__r.ON_DebtorNo`	`Invoice__r.DebtorNo` or `Invoice__r.Account__r.ON_DebtorNo`
BPType			`Debtor` `Creditor`
BusinessEntity	`Tenant`	`Invoice__r.Tenant`
Contact	`EmailContact`	`Invoice__r.EmailContact`
Invoice	`Id`	`Invoice`
OpenAmount	`NextPaymentDue`	`OpenPaymentAmount`
Payment		`Id`
PaymentDate			Date of the last associated payment, which sets the entry to `Balanced`
PaymentReference	`PaymentReference`
RequestedBankAccount	`RequestedBankAccount`	`Invoice__r.RequestedBankAccount`
RequestedPaymentInstrument	`RequestedPaymentInstrument`	`Invoice__r.RequestedPaymentInstrument`
RequestedPaymentMethod	`PaymentMethod`	`Invoice__r.PaymentMethod`
RequestedPaymentProvider	`RequestedPaymentProvider`	`Invoice__r.RequestedPaymentProvider`
ServicePeriodEnd	`ServicePeriodEnd`	`ServicePeriodEnd`
ServicePeriodStart	`ServicePeriodStart`	`ServicePeriodStart`
StatementDate	`Date`	`Invoice__r.Date`
StatementDescription
StatementDistributionUrl	`ContentDistributionUrl`	`Invoice__r.ContentDistributionUrl`
StatementId			Salesforce ID of the original invoice/installment
StatementNo	`Name`	`Invoice__r.Name`
StatementPaymentDueDate	`NextPaymentDueDate`	`Date`
StatementType			`Invoice` `Installment`
Status	`Status`	`PaymentStatus`	`Open` → `Open` `Paid` → `Balanced`
Title			Invoice: custom label with invoice number Installment: custom label with title and invoice number
Type			`Debit` for positive amount `Credit` for negative amount

As an example, assume the following use case:

copy_data You produce invoices from subscriptions that are built on top of opportunities, and you transfer bookkeeping data to DATEV. Now your DATEV instance requires some custom data in the field customData. You want this information already set on the opportunity – that is, your source record – and from there, transferred to the subscription, the invoice, the booking detail and the accounting document item.

To this end, you create

the custom ON field ON_CustomData__c on the Opportunity object,
the custom ON field ON_CustomData__c on the Subscription object,
the custom field CustomData__c on the Invoice object,
the custom field CustomData__c on the Booking Detail object and
the custom field CustomData__c on the Accounting Document Item object.

Once set up, JustOn will copy the given value

from ON_CustomData__c on the opportunity to ON_CustomData__c on the subscription when building the subscription,
from ON_CustomData__c on the subscription to CustomData__c on the invoice when creating the invoice (via the invoice run),
from CustomData__c on the invoice to CustomData__c on the booking detail when generating the bookkeeping data (on invoice finalization),
from CustomData__c on the booking detail to CustomData__c on the accounting document item when transferring accounting documents to DATEV.

Related information:

Understanding the ON Field Mechanism
Enabling Additional Information on Booking Details
Enabling Additional Information on Entries
Additional Accounting Document Fields