Setting Up NF203 Compliance

This document summarizes the guidelines to follow in order to use JustOn Billing & Invoice Management in compliance with the NF203 standard. In addition, it explains important concepts for a good understanding of JustOn Billing & Invoice Management.

Required Configuration

1. Install JustOn Billing & Invoice Management.

   For details, see Installing JustOn Billing & Invoice Management.

2. Deploy the JustOn Configurator package "Compliance France".

   For details, see Compliance France.

3. Configure the tax breakdown table to display net and gross amounts per tax on invoice PDF documents, as required for France.

   For details, see Displaying Tax Breakdown Table.

4. Enable the display of certifications on invoice PDF documents.

   For details, see Defining Displayed Certifications.

5. Enable the creation of bookkeeping data for deposit invoices.

   Select the global setting Create Bookkeeping Data for Deposit.

   For details, see Enabling Deposit Invoice Bookings.

6. Define the yearly reset for the invoice number range.

   In the relevant counter (Default unless configured otherwise), set the field Reset to YEARLY.

   For details, see Counters and Number Ranges.

7. Define a text explaining the payment terms and late payment penalties on invoice PDF documents, as required for France.

   For details, see Editing Standard Text Blocks.

8. Add the picklist values for the legal forms of companies in France to the account field Legal Form.

   The values must include:

   • EI
   • EURL
   • SARL
   • SA
   • SASU
   • SNC
   • Scop
   • SCA
   • SCS

   For details, see Modifying Picklist Values.

Preparing Fiscal Archives

The NF203 standard requires operators to enable an audit of the accounts. This implies that all relevant data is archived and that auditors are authorized to check the data.

Relevant Information

The data to be archived comprises all data that forms the basis of the accounting data in the accounting systems.

The scope differs depending on whether or not operators create booking details using JustOn Billing & Invoice Management:

Creating Fiscal Archives

There are two methods to collect and save the source records of the accounting data.

Method 1

1. Create a report of the accounting data.

   The report must include all source data (booking details, invoices, invoice line items, balances) for the accounting data in the accounting systems. If required, also include the source data of the invoices, like orders, contracts, and so on.

   For details, see Reports | Salesforce Help.

2. Export the report.

   For details, see Export a Report | Salesforce Help.

3. Save the exported files to a secure location of your choice.

Method 2

1. Export the invoices.

   For details, see Exporting Invoices.

2. Export the booking details.

   For details, see Exporting Booking Details.

3. Create a report that includes the relevant balances, and export the report.

   For details, see Reports | Salesforce Help and Export a Report | Salesforce Help.

4. Save the exported files to a secure location of your choice.

Facilitating Access for Auditors

Allow auditors to view the data relevant for accounting in Salesforce.

1. Create a dedicated permission set for the audit.

   The permission set must grant read access to the accounting-related records, notably booking details, invoices, invoice line items, balances, and so on.

   For details, see Permission Sets | Salesforce Help.

2. Create a dedicated profile to be assigned to the users who perform the audit.

   To grant users read permissions, start with the standard profile Minimum Access (as the profile with the fewest privileges), and then assign the dedicated permission set created before.

   For details, see Profiles | Salesforce Help.

3. Create a user for the audit and assign the audit profile created before.

   This grants the users the read access required for audits.

   For details, see Add a Single User | Salesforce Help.

Tracking Technical Events

The NF203 standard requires a technical event journal to trace all changes to accounting data. JustOn Billing & Invoice Management implements this requirement by combining two logging sources: the Salesforce Audit Trail and JET records. The dual logging ensures complete traceability of technical events in accordance with the requirements of the NF203 certification.

Salesforce Audit Trail

The Salesforce Setup Audit Trail tracks system access and changes to master data. This monitoring is enabled by default and cannot be disabled.

The Setup Audit Trail immediately displays the 20 most recent setup changes. Operators can download the complete history of the last 180 days as CSV files.

Users cannot delete the records of the Setup Audit Trail. This means that all events tracked in the Setup Audit Trail are technically non-deletable.

Salesforce Audit Trail events

Code	Event name	Non-purgeable	Operation
10	Change of the continuous sequence management mode		Change of the invoice counter
130	Management of user authorizations and rights		Change of the user profile or of the assigned permissions
240	Tracking of maintenance interventions		Grant of login access to JustOn support
270	Change of compliance parameters		Change of invoice counter, number range, business entity, account assignment rules, tax rules, dunning levels, currencies, fiscal year
280	Start/end of tax audit		Login history of the user with the profile Tax Control
400	Change of the fiscal period duration		Change of the fiscal year
410	Change of the data identifying the company or the taxable agent		Change of the business entity

JustOn JET Records

JET (Technical Event Journal) is a custom object introduced to track specific events that the NF203 certification requires but that are not part of the Salesforce Setup Audit Trail. Each record stores the event code, the event name, the event timestamp, and information on the event details or the produced result.

JustOn JET events

Code	Event name	Non-purgeable	Operation
20	Periodic fiscal archiving (monthly)		Export of individual booking periods or of the invoices of a month as CSV files
30	Archiving at the end of the fiscal year or fiscal period		Export of all booking periods or invoices of a year as CSV files
50	Period closing (day/month)		Change of the booking period status to Closed
180	Generation of an export file for booking details		Export of the booking period (modification date of the produced file content)
250	Installation of a new major software version		Installation/upgrade of JustOn Billing & Invoice Management (Salesforce Setup → package installation date)
255	Installation of a new minor software version		Installation/upgrade of JustOn Billing & Invoice Management (Salesforce Setup → package installation date)