Invoice Fix

← Invoice Correction

Certain business use cases may require to fix records of imported invoices and invoice line items, or create or fix invoice-related records like booking details, entries or balances.

Note

The invoice fix functionality is in no way a means to correct invoices with wrong or invalid billing data. It rather (re)establishes broken or missing data relations or related records.

Typically, users start the invoice fix from an invoice list view using the Fix Invoices button. When doing so, they select one or more of the following tasks:

• Fix Imported Invoices
• Fix Booking Details
• Create or Fix Entries
• Create Payments and Migrate Balances

Fix Imported Invoices

JustOn Billing & Invoice Management allows for creating invoices without using JustOn's business processes (like invoice run). This is necessary, for example, when migrating data from previous systems to JustOn Billing & Invoice Management. In some cases, imported invoices may not be valid in some parts (for example, balance, due dates, texts, addresses) and therefore need to be fixed after the import.

Executing this task will fix imported invoices in the status Pre-Draft/Pre-Open as well as invoice line items on draft invoices with a type beginning with Pre-.

Applicable fixes

Imported invoices in status Pre-Draft/Pre-Open and invoice line items with a Pre- type are ignored by JustOn Billing & Invoice Management. They need to be fixed in order to be available. With the fixing process, Pre-Draft invoices get the status Draft, Pre-Open invoices get the status Open.

Imported Pre-Draft invoices are subject to the usual operations for draft invoices after fixing. Imported Pre-Open invoices are unalterable (and immediately effective) after fixing, like all finalized invoices.

JustOn Billing & Invoice Management executes the following business processes upon invoice fixing on all empty invoice fields:

Pre-Draft/Pre-Open

• set contacts from contact roles
• set contacts from ON fields
• copy addresses
• set account name
• set business entity
• set ISO currency code
• set payment due
• set payment fields (bank info)
• copy ON fields from account
• calculate service period
• set balance and payment status

Pre-Open

• set date
• set conversion rate
• copy and render template fields
• render invoice line item fields

JustOn Billing & Invoice Management executes the following business processes upon invoice fixing on all empty invoice line item fields:

• set ISO currency code
• set gross invoice
• set sequence
• set factor (from the unit)
• set discount amount
• set order discount amount
• set accounting-relevant fields like GL Account, GL Account 2, Center, Account Rule

If there is a tax rule applicable to the invoice line item, the fixing process will also modify the tax rate accordingly and, consequently, update the VAT breakdown table.

Info

In addition to using the Fix Invoices button, the Fix Imported Invoices task can be started via a flow, via Apex code or via the REST API. For details on the configuration, see Setting Up Invoice Import and Fix.

Fix Booking Details

In certain cases, it may be necessary to regenerate booking details, for example, when the configuration was incorrect (G/L account, cost center/profit center, recognition rule, etc.), or when the bookkeeping data generation was not enabled on invoice finalization.

When regenerating booking details, JustOn Billing & Invoice Management deletes existing booking details from the relevant invoice, and creates new booking details for the relevant invoice and assigns them to booking periods – the same way as for the invoice finalization, based on the current invoice data and using the current configuration (combination rules may apply). While doing so, the software may update the invoice line item fields GL Account, GL Account 2 and Center if new source data is available.

If one of the existing booking details of an invoice is already exported, JustOn Billing & Invoice Management will skip the invoice completely and will not regenerate any booking details for this invoice.

Info

Starting with JustOn Billing & Invoice Management v1.207, the checkbox FixBookingData on the invoice line item is no longer used for enabling the booking detail regeneration.

Create or Fix Entries

Your business may require to (re)generate entries, for example, when BP Number or additional custom fields are not correct, or when the integration with JustOn Cash Management was not enabled on invoice finalization.

Executing this task will cancel the related entries of the selected invoices (applying the cancellation reason Invoice Fix) and create new entries based on the new data. Previously assigned payments will be reassigned to the new entries.

This task will not cancel involved invoices in the status Open or Paid but the related entries only.

Info

This task is only available after integrating with JustOn Cash Management.

Create Payments and Migrate Balances

Your business may have already been using JustOn Billing & Invoice Management before deciding to integrate with JustOn Cash Management. So there may be payment-related balances (as produced by JustOn Billing & Invoice Management) without corresponding payments and entry items in JustOn Cash Management.

To allow for a smooth transition – in particular, when handling partially paid invoices –, you can use the task Create Payments and Migrate Balances. This task

• Creates a payment record for all balances of the types Payment, Payout and Prepayment

  For split balances, only one payment is created using the original amount.

  If one balance covers multiple installments, the software will intentionally split the balance, producing multiple payments to adjust for the relevant installment-related entries.

• Creates an entry item to settle the related open entries with the produced payment

  The entries must therefore already be available. If necessary, execute the task Create or Fix Entries before or together with Create Payments and Migrate Balances.

• Sets the origin of the processed balances to JPAY1, making them subject to management by JustOn Cash Management

  To review the migration result, you can use a specific list view or report that shows the balances with an empty Origin field.

If the balance migration for an invoice fails, JustOn Billing & Invoice Management writes the error message to the dedicated error field on the invoice (see Enabling Error Display).

Task preconditions

Before starting this task, you should make the following preparations:

• Make sure that the involved invoices and balances have set a business entity.

• Make sure that you have generated bookkeeping data from the involved balances.

  The Export Balances Job creates a payment hash (see Bookkeeping Data for Payment Balances | Workflow), which is required to detect split balances. Otherwise, split balances will produce multiple payment records for what originally was one payment transaction.

• Select a suitable subset of invoices to which the task is to be applied, like, for example, grouped by the related account.

  In case a balance is split to cover multiple invoices, then all related invoices are in the scope for the task, even if only one has originally been selected. Selecting a meaningful subset, like by account, helps to make sure that all invoices to which split balances may relate are already included.

Info

This task is only available after integrating with JustOn Cash Management.

Unassigned balances

The main objective of this task is to migrate invoice-related balances. But there may also be balances that are not assigned to an invoice. To handle such balances, the migration task

• gets a list of all accounts for the selected invoices, and
• creates payment records for all balances that relate to these accounts but are not linked with invoices.

Since there are no related invoices and therefore no related open entries, the task will not create entry items, leaving the produced payments without association to entries.