action.skip

Booking Account Allocation

← Bookkeeping Overview

Accounting systems like DATEV or SAP allocate booking data to dedicated bookkeeping accounts. To facilitate the initial account allocation, JustOn Billing & Invoice Management supports

G/L Account and Center

Your organization's business may require to export invoice bookkeeping data to accounting systems like DATEV or SAP. Usually, these systems assign generated revenues to general ledger accounts (G/L accounts, structures that record value movements in defined contexts) or cost centers or profit centers (business subdivisions to which costs or profits are allocated).

To support these assignments, JustOn Billing & Invoice Management can add G/L account or center information to invoice line items. When generating the bookkeeping data, this information is then populated to the booking details accordingly.

Info

JustOn always recalculates the G/L Account and Center fields when doing a database update on the invoice line item. By default, this happens during the invoice creation or the invoice finalization.

Updating open invoices

If you need to update an invoice that is already set Open with additional or new G/L account or center data, use JustOn's invoice fixing functionality, clicking Fix Invoices as described in Invoice Import and Fix. If that fails, perform a database update on the invoice line items of the selected invoices with the appropriate admin tools, like the Data Loader or the Salesforce Workbench.

You can control which G/L account or center information is added to invoice line items using specific assignment rules. JustOn implements these assignment rules as two custom settings:

Assignment Rules - Center
Define the criteria (fields and values to match) based on which an invoice line item is assigned a cost center or profit center, see Assignment Rules - Center
Assignment Rules - G/L Account
Define the criteria (fields and values to match) based on which an invoice line item is assigned a G/L account, see Assignment Rules - G/L Account

When working with assignment rules, be aware of the following:

  • The rule matching process yields the specified result only if all specified criteria match. If you specify, for example, a product group and a business entity, the rule applies only if both the business entity on the invoice and the product group on the invoice line item have the corresponding values.
  • If a rule field is empty, it is ignored during the matching process. If you specify, for example, a business entity, the rule applies if the business entity on the invoice has the corresponding value. Other data, like the product group, have no effect in this case.

  • If you use multiple rules, the same fields must be filled (or empty) in all rules. If you specify, for example, a product group in one rule, you must specify a product group in all other rules, too. Otherwise, if you leave a field empty in one rule, the field must also be empty in all other rules.

    In case of ambiguous rule sets, the assignment becomes random.

Cost Object

Your business may require to keep track of cost objects – objects or activities to which costs can be allocated. To cover this need, JustOn Billing & Invoice Management provides the custom field Cost Object on the Invoice Line Item and Booking Detail objects.

Info

JustOn writes separate booking details for invoice line items where the cost object information differs (see Combining Booking Details).

You can use the ON field mechanism to set the Cost Object field on invoice line items when generating the invoice. On booking detail creation, JustOn copies the corresponding values to the Cost Object field on the booking details.

Collective Accounts

Depending on your business processes, you may create specific invoice bookkeeping data, payment bookkeeping data or subscription bookkeeping data that are not assigned to a revenue-related G/L account. Accounting systems like DATEV or SAP, however, still require an account number.

To handle these scenarios, you can use collective accounts. They define account numbers for booking details without dedicated account numbers, including

JustOn Billing & Invoice Management implements collective accounts using the custom setting Collective Accounts.

Collective Accounts

Contra Accounts

In double-entry bookkeeping, every entry to an account requires a corresponding opposite entry to a contra account (also known as offsetting account), which is credited to offset a debit or debited to offset a credit. To support this scenario, JustOn Billing & Invoice Management can set the contra account number in the Booking Detail field Contra Booking Account.

Debtor number for revenue or payment bookings
For revenue or payment-related bookings, the contra account is usually the relevant business partner, that is, your debtor (or creditor). The way to set the debtor account number depends on your business use cases:
  • For customer-specific debtor numbers, you use the optional Account field ON_DebtorNo.

  • To support collective debtors (or debtor groups), you use

    • the optional Invoice field DebtorNo for revenue bookings (which takes precedence over the Account field ON_DebtorNo)

      Using a collective debtor number via the Invoice field DebtorNo does not require a collective account setting. Instead, you just set the intended booking account number to be transferred to the booking detail.

    • the Business Partner Account field of the relevant collective account setting for payment-related bookings (where ON_DebtorNo on the account takes precedence over Business Partner Account)

Working With Contra Accounts for Invoice Bookkeeping Data
Working With Contra Accounts for Payment Bookkeeping Data

Other bookings
Other booking details, like interim bookings for progress invoices, use the contra account number as specified in the Contra Booking Account field of the relevant collective account setting.

Contra Account Split

Some accounting systems are unable to process booking details that specify both an account number and a contra account number. To support these systems, you can set up JustOn Billing & Invoice Management to split booking details on the basis of AccountNo and BpAccountNo, creating separate booking details for the account and the contra account.

Info

The option for creating separate booking details for the account and the contra account is available as of JustOn 2.64.

With respect to the booking detail separation, be aware of the following:

  • JustOn creates separate booking details for the account and the contra account when creating new booking details only. That is, booking details that already exist are not split subsequently.
  • JustOn aggregates the booking details for the contra account along invoice number, booking date and G/L account number (except if they are not linked to an invoice or if they originate from a balance).
  • Booking details created for cancellations cannot be split.
  • Booking details that have been specifically created for contra accounts cannot be split along centers.
  • JustOn does not generate contra account booking details for unbilled revenue.
Implementation details

If the option is enabled, JustOn books the amount twice, creating or modifying two separate booking details – one to be booked to the actual target account, and another one to be booked to the contra account.

Contra account booking details are aggregated by InvoiceNo, BookingDate and AccountNo. The aggregation does not take place, however, if the contra account booking details are not linked to an invoice or if they originate from a balance.

For the contra account booking details, JustOn clones the original fields, with the following exceptions:

  • The field Type of the contra account booking detail is set to Contra Account.
  • In the contra account booking detail, the field AccountNo is set to the value of the (original) BpAccountNo field.
  • The field BpAccountNo is cleared.

For the split feature to work, the following conditions must be met:

  • The type is not Contra Account.
  • The lookup field Contra Account Booking Detail is not set.
  • The fields AccountNo and BpAccountNo are set.

Separating Contra Account Booking Details for invoice bookkeeping data
Separating Contra Account Booking Details for payment bookkeeping data

Center Split

Your business may require to distribute the amount of one or more booking details of the type Revenue over multiple centers. To cover this need, JustOn Billing & Invoice Management provides the functionality to split these booking details – either manually or automatically.

Be aware that booking details that have been specifically created for contra accounts cannot be split along centers.

Managing Booking Detail Center Split
Enabling Manual Center Split
Enabling Automatic Center Split