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Invoice Distribution

Finalized invoices, that is, those that are Open and due for payment, are supposed to be distributed to their recipients. With this respect, the following options are available:

Note

As of JustOn 2.49, Salesforce Files is the default location for storing produced files. For accessing and using file-related JustOn features, make sure that the Salesforce features Content Deliveries and Salesforce CRM Content are enabled.

Emailing Invoices

By default, JustOn Billing & Invoice Management supports the distribution of the generated invoice files – usually, the invoice PDF and the e-invoice XML – via email. For information about what is contained in the email, like subject, text body, etc., see Email Contents. For information about the attached invoice files, see Email Attachments.

For an invoice to be considered in the email distribution, the checkbox Email Invoice must be selected. For an invoice email to be sent automatically on finalization, you must, in addition, add and select the checkbox AutoSend (see Email Auto Send).

There are two options for manually emailing the invoices:

  • sending all or selected invoices from the Invoices list in the invoice run view or the Invoices tab, or
  • sending an invoice individually from its detail view.

Unless triggered manually, the emails are not sent immediately. Instead, JustOn queues the emails and sends them at 03:00 every day by default.

email
Sending emails from JustOn

JustOn stores the email distribution status in the field Email Status on the invoice or statement. There are the following statuses:

Email Status Description
Unsent The default status: the email has not been sent yet.
Queued The email is put in the queue for being sent by the corresponding job.
Is set either after a user has clicked Send.
Sent The email has been successfully sent by the email job.
Error The email has not been sent because of an error. The error message is written to the field Email Error.
The email job tries to resend the invoice email on its next run.

To help tracking the invoice distribution, JustOn creates a history task for sent invoice emails. The task is assigned to the contact set in Email Contact on the invoice. The generated task records are displayed in the Activities list on the related invoice. For details, see Controlling Email Tracking Options.

Depending on your business requirements, you may have to enable the Amazon Simple Email Service to overcome Salesforce's email limitations.

Emailing Invoices

Creating E-Invoices

When operating certain markets, your business may require to distribute electronic invoices – structured invoice data that is exchanged electronically between trading partners in order to automate accounts payable processing.

In particular, public institutions in the EU and, to an increasing extent, enterprises are required to accept and process electronic invoices. A set of common specifications and standards (Peppol) provides for interoperability between issuers and recipients across Europe.

To support enterprise and public e-invoicing, JustOn Billing & Invoice Management can prepare electronic invoices and credits. Currently, it supports the following formats:

  • Peppol BIS Billing (with UBL syntax) for electronic invoicing across Europe
  • XRechnung (with UBL syntax) for electronic invoicing within Germany

Businesses can create e-invoice XML files and send these documents to their recipients via an invoice submission portal or email.

E-Invoice: Concepts
Creating E-Invoices

Sending E-Invoices With Peppol

JustOn Billing & Invoice Management allows distributing electronic invoices via the Peppol Network. This is an infrastructure for exchanging electronic documents, where a set of common specifications and standards provides for interoperability between issuers and recipients across Europe.

Once set up, JustOn Billing & Invoice Management creates legally valid XRechnung files and sends them to the Peppol Network. Peppol will transfer the e-invoices to the recipients and send notifications about the distribution status.

peppol
Distributing invoices through Peppol

E-Invoice: Concepts
Sending E-Invoices With Peppol

Getting Payment Page Link

JustOn Billing & Invoice Management can integrate with payment service providers via JustOn Cash Management. Once set up, it sets a link to the payment page to provide invoice recipients the option to directly pay their invoices. The produced links are intended to be included in the invoice PDF or the invoice email text, as described in Enabling Link Distribution.

In case of installment modifications or errors, or after finalizing an invoice from its detail view, users can update the links to the payment page.

Getting Payment Page Link

JustOn can generate public links to the produced PDF files. This allows you to share the documents with any users, including outside your organization, without password protection or any other restrictions. If set up accordingly, JustOn creates the preview or download links when finalizing the invoices.

Note

For generating public links, the Salesforce features Content Deliveries and Public Links must be enabled. For details, see Set Up Content Deliveries in the Salesforce Help.

You can create public links

Redistributing Invoice PDF Documents

Certain business use cases may require (re-)distributing existing PDF documents to a file distribution target, for example, in case the automatic distribution has failed or there is a new file distribution target to be populated. To this end, JustOn provides the custom button Distribute PDF. You can select records from list views and then use this button to distribute the corresponding PDF files to a (configurable) file distribution target.

Note

Use the redistribution function with caution. JustOn does not check the selected file distribution target for existing files, so distributing the same files to the same targets produces duplicates, which may consequently have unwanted effects.

File Distribution
Storing Files in Salesforce Libraries and Folders
Configuring Upload to Cloud Storage Services
Redistributing Invoice PDF Documents

Downloading Invoice PDF Documents

Certain business use cases may require you to download invoice PDF files. To this end, JustOn allows you to select records from list views and download the PDF documents of the corresponding invoices (without any associated documents, though) to a ZIP file.

Downloading Invoice PDF Documents

Sending E-Invoices With Basware

When operating certain markets, your business may require to distribute electronic invoices – structured invoice data that is exchanged electronically between trading partners in order to automate accounts payable processing.

Be aware that there are various e-invoice formats, distribution channels, and operators (see Creating E-Invoices). To help getting a wider reach, JustOn Billing & Invoice Management integrates with the Basware Network. This global e-invoicing network supports many protocols and document formats, and interoperates with a large number of partner networks.

Once set up,

  • JustOn sends the invoice data as well as relevant file attachments, like the invoice PDF, to the Basware Network, and
  • Basware generates legally valid electronic invoices and transfers them to the recipients – either directly or via partner networks.

basware
Distributing invoices through Basware

JustOn sends the electronic invoice data as well as relevant file attachments, like the invoice PDF, to Basware. Based on the transferred data, Basware generates legally valid electronic invoices and distributes them to the recipients.

Info

Prior to using Basware, your organization must become part of the Basware Network, which is subject to a (chargeable) contract.

The following concepts are important for understanding the Basware integration:

  • The recipient endpoint is the recipient's electronic delivery address (see Recipient endpoints in the Basware API Reference).
  • The Basware Status is a "helper" object in JustOn used to track the data transfer status, which is linked to the invoice.

This is how the data transfer from JustOn to Basware takes place:

  • When a user finalizes an invoice that has a recipient endpoint set, JustOn creates a Basware Status record. Only invoices that have a Basware Status record are considered for distribution.
  • If configured accordingly, the user can review the data to be sent to Basware.

  • The user clicks Send to Basware on a single invoice or the invoice list view (see Sending E-Invoices With Basware).

    When (re)sending an invoice to Basware, JustOn creates a new Basware Status record. For the most recent record, the checkbox Is Latest is selected. You can use this information for reporting purposes, for example.

  • JustOn transfers the invoice attachments (all attached files except for HTML files) using the batch process BatchBaswareFileUpload.

  • JustOn transfers the invoice data (invoice line items, invoice amount, etc.) using the batch process BatchBaswareInvoiceUpload.

  • JustOn updates the Basware status of the invoice.

    The following Basware statuses are available:

    Status Description
    Unsent The initial status upon creation.
    File Error States that some attachment uploads have failed.
    Files Sent States that the batch process BatchBaswareFileUpload has completed successfully and the attachments are uploaded to Basware.
    Invoice Error States that the batch process BatchBaswareInvoiceUpload has completed with errors and that the invoice data upload has failed.
    Finished States that the invoice transfer (both the file and data upload) to Basware has completed successfully. Invoices with the Basware status Finished are not considered for further transfer processes.

Sending E-Invoices With Basware
Setting Up Invoice Distribution With Basware

Preparing Invoices for Printing and Mailing

Your business may require to print invoice PDF documents, and then send the letters by postal mail. To support this, you have JustOn

  • set the mailing contact and mailing address fields on invoice creation, and
  • store the PDF files to be printed to a dedicated file distribution target.

Preparing Invoices for Printing and Mailing