Billing & Invoice Management/Cash Management Integration

← About Receivables and Payables

Your business can integrate JustOn Billing & Invoice Management with JustOn Cash Management. Use JustOn Billing & Invoice Management to create and manage the invoices for the products and services you sell, and use JustOn Cash Management to manage the related payments, directly connecting Salesforce CRM with German or other European banks as well as payment service providers.

Enabling JustOn Cash Management
JustOn Cash Management

Integration Concepts

The payment functionality shipped with JustOn Cash Management is centered around entries (see Receivables/Payables Concepts). These records hold all information with respect to an amount of money owed to or requested by a business partner, based on statements that justify the corresponding request.

In JustOn Billing & Invoice Management, the produced invoices or – if set up and used – installments represent payment requests. Now integrating JustOn Billing & Invoice Management with JustOn Cash Management provides for both

the creation of the relevant entry records directly after the invoice finalization or installment creation/modification, and
the creation of the relevant balance records for a registered money flow (where the field Origin is set to JPAY1).

Canceling an invoice in JustOn Billing & Invoice Management will cancel the related entry in JustOn Cash Management.

jpay_jo_integration
Creating entries on invoice finalization or installment creation, creating balances for payments

Note

Integrating JustOn Billing & Invoice Management with JustOn Cash Management will change your workflows.

Payment-related balances produced for a registered money flow in JustOn Cash Management (where the field Origin is set to JPAY1) must not be subject to balance-based business processes like automatic assignment to invoices or balance transfer. To cover these use cases, you manually associate entries with payments in JustOn Cash Management.

Balance Creation

In JustOn Cash Management, registering a money flow for a payment record results in a modified amount value of the payment with a possible settlement to an entry. "Translating" this to JustOn Billing & Invoice Management means to create or update balance records.

Payment Handling

In the simplest use case, there are 1:1 relations – one invoice (or installment) makes one entry, and one payment settled with this entry makes one balance record associated to the invoice.

JustOn Cash Management can, however, relate entries with payments in an n:m relationship. This allows, for example, to distribute one money transfer to multiple entries or to settle one entry with multiple money transfers.

The integration with JustOn Billing & Invoice Management provides for the creation of the relevant balances. The system takes the registered payment amount per entry and compares it to the existing payment balance (with Origin = JPAY1) of the original invoice – producing new payment balance records in the amount of the difference, associated to the original invoices or, in case of overpayments or payments without entry settlement, to the related account.

The following examples illustrate this behavior.

Multiple payments for one invoice

#	Step	Payment Amount	Settled Amount per Entry	Existing Balances	Produced Balances
1	Finalize invoice I1 100		0	I1: 0
2	Partial payment P1 80	80	80	I1: 0	I1: Payment P1 -80
3	Partial payment P2 20	20	100	I1: -80	I1: Payment P2 -20

Multiple payments for multiple invoices

#	Step	Payment Amount	Settled Amount per Entry	Existing Balances	Produced Balances
1	Finalize invoice I1 100		0	I1: 0
2	Finalize invoice I2 100		0	I2: 0
3	Partial payment P1 180	180	I1: 100 I2: 80	I1: 0 I2: 0	I1: Payment P1 -100 I2: Payment P1 -80
3	Partial payment P2 20	20	I1: 100 I2: 100	I1: -100 I2: -80	I2: Payment P1 -20

Multiple payments for an invoice with installments

#	Step	Payment Amount	Settled Amount per Entry	Existing Balances	Produced Balances
1	Finalize invoice I1 100 4 installments		0 0 0 0	I1: 0
2	Partial payment P1 80	80	25 25 25 5	I1: 0	I1: Payment P1 -25 I1: Payment P1 -25 I1: Payment P1 -25 I1: Payment P1 -5
3	Partial payment P2 20	20	25 25 25 25	I1: Payment P1 -25 I1: Payment P1 -25 I1: Payment P1 -25 I1: Payment P1 -5	I1: Payment P2 -20

Overpayment, producing a "free" balance on the account A1

#	Step	Payment Amount	Settled Amount per Entry	Existing Balances	Produced Balances
1	Finalize invoice I1 100		0	I1: 0
2	Payment P1 120	120	I1: 100	I1: 0	I1: Payment P1 -100 A1: Payment P1 -20

Refund Handling

JustOn Cash Management allows for refunding payments partially or completely. Since only money that is not assigned to an entry can be returned, the refund operation in JustOn Cash Management may involve a reallocation of the payment amount. In JustOn Billing & Invoice Management, amount reassignment and refund are handled separately: the reassignment may affect payment balances for an invoice and produce a "free" account balance, whereas the refund will not affect payment balances.

With respect to balances in JustOn Billing & Invoice Management, be aware that not every process step and process status will be recorded as a new balance. When created in JustOn Cash Management, the refund reduces the available amount and, usually, the assigned amount of the payment (see Payment Amount Values). As long as the refund is Prepared, Approved or Pending (see Refund Statuses), JustOn Billing & Invoice Management will still use the original available amount (without the refund reduction) for the balance synchronization, and therefore will not change the related payment balance nor create a refund balance. But as soon as the refund status is set Refunded, JustOn Billing & Invoice Management creates the refund balance and associates it with the related account. If a refund is canceled before being refunded, the available payment amount will not be reduced. Hence, a refund cancellation will not affect balances in JustOn Billing & Invoice Management.

Remember that you can refund only money that is not assigned to an open receivable. This is why the refund balance will be associated as a "free" balance to the account but not linked to an invoice.

Data Mapping

Entries hold all information with respect to an amount of money owed to or requested by a business partner. The entries' data is based on invoice data or on installments data and, if applicable, on already received payments. If a payment plan is modified after the invoice finalization producing new installments, the existing entry records are deleted, and new entry records are created accordingly.

The following fields are set on entry creation:

Data Category	Entry Field	Invoice Source Field	Installment Source Field	Default Value/Notes
General	Type			`Debit` for positive amount `Credit` for negative amount
	Title			Invoice: custom label with invoice number Installment: custom label with title and invoice number
	Payment Reference			String built as defined in the `Payment Reference` field of the template, see Configuring Payment Reference Text
	Business Entity	`Tenant`	`Invoice__r.Tenant`	The business entity record in JustOn Cash Management is modified or created on entry record creation using the values given by the invoice. The given business entity must specify the company name in the `Company` field because it is required in JustOn Cash Management.
Requests	Requested Payment Method	`PaymentMethod`	`Invoice__r.PaymentMethod`
	Requested Payment Provider	`RequestedPaymentProvider`	`Invoice__r.RequestedPaymentProvider`	Optional lookup to JPAY1__PaymentProvider
	Requested Payment Instrument	`RequestedPaymentInstrument`	`Invoice__r.RequestedPaymentInstrument`	Optional lookup to JPAY1__PaymentInstrument
	Requested Bank Account	`RequestedBankAccount`	`Invoice__r.RequestedBankAccount`	Optional lookup to JPAY1__BankAccount
Customer Data	BP Number	`DebtorNo` or `Account__r.ON_DebtorNo`	`Invoice__r.DebtorNo` or `Invoice__r.Account__r.ON_DebtorNo`	Optional
	BP Type			`Debtor`
	Account	`Account`	`Invoice__r.Account`
	Account Name	`AccountName`	`Invoice__r.AccountName`
	Contact	`EmailContact`	`Invoice__r.EmailContact`
Statement Data	Statement Type			`Invoice` `Installment`
	Statement Description
	Statement No	`Name`	`Invoice__r.Name`
	Invoice	`Id`	`Invoice`	Lookup to entry source
	Installment		`Id`	Lookup to entry source
	Statement Distribution URL	`ContentDistributionUrl`	`Invoice__r.ContentDistributionUrl`
Dates	Statement Date	`Date`	`Invoice__r.Date`
	Statement Payment Due Date	`NextPaymentDueDate`	`Date`
	Service Period Start	`ServicePeriodStart`	`ServicePeriodStart`
	Service Period End	`ServicePeriodEnd`	`ServicePeriodEnd`
Amount	Status	`Status`	`PaymentStatus`	`Open` → `Open` `Paid` → `Balanced`
	Open Amount	`NextPaymentDue`	`OpenPaymentAmount`
Additional	Payment Assignment Key	`PaymentAssignmentKey`		Unique string used to filter eligible payments

Payment Page Link

JustOn Cash Management includes a payment page. It provides your buyers the option to pay their purchases (represented as entries) via integrated payment service providers.

In order to invite your buyers to pay, you publish a link to your payment page. This payment link looks like

https://payment.juston.cloud/pay/:link-id/to/:tenant

where :link-id encodes the relevant entries and :tenant represents your organization.

After integrating with JustOn Cash Management, JustOn Billing & Invoice Management retrieves the produced payment links using two batch processes: BatchGetEntryPaymentLinks and BatchGetInvoicePaymentLinks. They are executed on invoice finalization before generating the PDF files, which allows to add the payment links to invoice PDF documents.

To set payment page links on invoice finalization, the following conditions must be met:

The requested payment method for the entries must be Online Payment. That is, the entries must have been created for invoices with the payment method Online Payment.
There is an active payment provider.

BatchGetEntryPaymentLinks

On invoice finalization, the batch class BatchGetEntryPaymentLinks retrieves the payment page links for all related entries. If an entry is directly related to an invoice, the process writes link to the field Payment Page URL on the invoice. If, however, an entry is related to an installment (see Integration Concepts), the process writes the link to the field Payment Page URL on the installment. Error messages are written to the field Payment Page URL Error.

BatchGetInvoicePaymentLinks

For installment invoices, the entries are related to installments, thus the batch class BatchGetEntryPaymentLinks will not write a payment link to the invoice. So the batch class BatchGetInvoicePaymentLinks generates a combined payment link for all installments related to an invoice and writes the result to the Payment Page URL field on the invoice.

As a result, there is always a payment link on the invoice, either for a single entry if there are no installments, or for all installments of the invoice. If there are installments, each installment will get an individual payment link in addition.

Info

Changing the installments of a finalized invoice will cancel all existing related entries and create new entries based on the new installments. As a consequence, the payment page links on the invoice and installments, which relate to the deleted entries, become invalid and will therefore be deleted and replaced by valid payment links for the new entries.

Payment Processing Data

Entries can define specific information to control how subsequent payment processes are to be executed.

Integrating JustOn Billing & Invoice Management with JustOn Cash Management produces entries from finalized invoices. To enable the payment process control from the produced entries, you need the corresponding Entry fields set on entry creation. This, in turn, requires the information on the invoice and, consequently, as part of the invoice source data – to be transferred to the invoice using the ON field mechanism.

Entry Field	Invoice Source Field	Notes
Requested Bank Account	`RequestedBankAccount`	Restricts the payment process to the current bank account for SEPA transactions.
Requested Payment Instrument	`RequestedPaymentInstrument`	Restricts the payment process to the current payment instrument.
Requested Payment Method	`PaymentMethod`	Indicates the expected payment method, which is not mandatory for the payer but can control downstream processes. The picklist values include `SEPA`, `Online Payment` and `Bank Transfer`.
Requested Payment Provider	`RequestedPaymentProvider`	Restricts the payment process to the current payment provider.

For details, see Enabling Payment Instrument Handling and Enabling Support for Other Payment Processing Data.

Additional Information

Entries hold relevant information with respect to an amount of money owed to or requested by a business partner. This data is based on a specific set of invoice data or installment data (see Data Mapping). Your business, however, may require to copy additional information from the invoice or installment to the entry for further processing in JustOn Cash Management.

copy_data_inv_entry To this end, JustOn Billing & Invoice Management provides a specific copy mechanism: all additional custom fields on the entry – with the same API name and data type as the source fields on the invoice or the installment – invoke a copy operation on entry creation when finalizing the invoice or modifying installments. Specific field prefixes (like for the ON field mechanism) are not required.

You create the required custom field (for example, CustomInfo) on both the Invoice object and the Entry object. On entry creation, JustOn Billing & Invoice Management will copy the given value from the invoice field to the corresponding field on the produced entry.

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

For details, see Enabling Additional Information on Entries.

Entry Assignment

Specific integration scenarios with web shops or sales portals may produce entries via the JustOn Cash Management API. In this case, an invoice generated and finalized after the entry has already been created must not trigger the creation of a new entry but "find" the existing one.

To this end, JustOn Cash Management provides the assignment key on entries, and JustOn Billing & Invoice Management supports the entry assignment key on invoices. With the same key, the system will associate an existing entry with a new invoice.

pp_entry_asskey

Info

If the open amount of the assigned entry is smaller than the invoice total, JustOn Billing & Invoice Management creates a correction entry to cover the remaining invoice amount.

If the open amount of the assigned entry is larger than the invoice total, JustOn Billing & Invoice Management applies the overpayment mechanism.

The entry may already be paid – or settled – before the invoice creation. This means, there is a payment linked to the entry via an entry item. Based on this registered payment, JustOn Billing & Invoice Management creates a payment balance (see Balance Creation) and associates it with the corresponding account (because there is no invoice yet). Now creating and finalizing the invoice not only relates the invoice with the existing entry using the assignment key, but also associates the existing payment balance on the account with the invoice (using BatchAssignBalancesHelper as part of the FinalizeInvoiceChain – the invoice checkbox ON_NoAutoBalanceAssignment is ignored in this case). If the registered payment amount covers the open amount of the invoice, the invoice becomes immediately Paid.

pp_entry_asskey_balance

For details, see Enabling Entry Assignment.