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Administering JustOn Connector for DATEV

This article describes permissions and administration tasks that go beyond setting up JustOn Connector for DATEV.

Permission Profiles and Permission Sets

For JustOn Connector for DATEV, permission profiles are possible in three different forms:

Profile Description Permission set assignments
Read-only user Users can only read data.

Specifically, this means
All three tabs Accounting Documents, Data Transfers and Settings are visible
On the tabs Accounting Documents and Data Transfers, users can read all records, but they do not see any application-specific action buttons or action links (no creating, editing, deleting, and so on)
On the Settings tab, users see an error message instead of the page content		 JustOn Connector for DATEV - Read-Only
User with write permission Users can
read, create, edit and delete accounting documents (as far as permitted)
only read data transfers
change and save the account length on the Settings tab		 JustOn Connector for DATEV - Read/Write
+ Customize Application
User with write and transfer permission As far as permitted within JustOn Connector for DATEV, users can
create, edit and delete accounting document data
change and save the account length
change and save settings for the data transfer

In addition, users can perform all actions that require DATEV authentication, that is, they can
create, retransfer and delete data transfers
refresh the status of a data transfer and view transfer protocols		 JustOn Connector for DATEV - Read/Write
+ JustOn Connector for DATEV - Manage Accounting Jobs
+ Customize Application

You can model the permission profiles above using the following permission sets:

Permission set Description Note
JustOn Connector for DATEV - Read-Only Reading accounting documents and data transfers Can be assigned without other JustOn Connector for DATEV permissions.
JustOn Connector for DATEV - Read/Write Reading / creating / editing / deleting accounting documents (as far as permitted)
Reading data transfers		 Can be assigned without other JustOn Connector for DATEV permissions.
JustOn Connector for DATEV - Manage Accounting Jobs Allows performing all actions that require DATEV authentication

Creating a data transfer
Retransferring to DATEV
Deleting a data transfer
Refreshing the status of a data transfer and viewing the transfer protocol		 Additional permission (assign only to users with the JustOn Connector for DATEV - Read/Write permission).
JustOn Connector for DATEV - Full Access (disable sharing) If sharing rules are used in the organization, this permission lets you override the sharing rules for JustOn Connector for DATEV for users, that is, these users see all JustOn Connector for DATEV records of the organization. Additional permission (to be granted in addition to all other JustOn Connector for DATEV permissions).
Customize Application Reading and changing the JustOn Connector for DATEV-specific custom settings (Default Account Length, Max number of files for Data Transfer, Skip Datev Splash) Permission set with the Salesforce-wide system permission "Customize Application", which allows the user to store custom settings.

Additional Administration Tasks

Info

By default, you do not need to change anything here.

Switching JustOn Connector for DATEV From Salesforce Lightning to Salesforce Classic

In its standard configuration, JustOn Connector for DATEV is delivered with customizations for the Lightning user interface. The package also includes customizations that facilitate using JustOn Connector for DATEV in the Salesforce Classic user interface. This section describes how to activate the Classic customizations.

Info

If you activate the customizations for Classic, Lightning users may come into contact with the Classic user interface in certain places.

The Classic customizations focus on the tabs and the record detail pages.

Overriding Tabs

The package contains Visualforce pages that allow switching directly to the list view on the tabs for accounting documents and data transfers. In addition, a job status is displayed on the list of data transfers.

The following overrides are available:

Object Label Override with Visualforce page Function
Accounting Document (DATEV1__AccountingDocument__c) Accounting Documents tab AccountingDocumentTab Redirect to the list view
Accounting Document Item (DATEV1__AccountingDetail__c) Accounting Document Items tab AccountingDetailTab Redirect to the list view
Data Transfer (DATEV1__AccountingJob__c) Data Transfers tab AccountingJobTab Display of active data transfers

To override the tabs:

  1. In your Salesforce org, open the list of buttons, links and actions for the object in question.

    > Object Manager > Object > Buttons, Links, and Actions

  2. Click Edit in the row of the tab you want to edit.

  3. Under Salesforce Classic Override, select the option Visualforce Page and the desired page (see the table above).
  4. Click Save.

Overriding Detail Pages

The package contains Visualforce pages that allow improving the creation of accounting documents and the detail views.

The following overrides are available:

Object Label Override with Visualforce page Function
Accounting Document (DATEV1__AccountingDocument__c) New NewAccountingDocumentAndDetail Allows creating an accounting document together with an accounting document item
Data Transfer (DATEV1__AccountingJob__c) View AccountingJobView Display of active data transfers

To override the detail pages:

  1. In your Salesforce org, open the list of buttons, links and actions for the object in question.

    > Object Manager > Object > Buttons, Links, and Actions

  2. Click Edit in the row of the button you want to edit.

  3. Under Salesforce Classic Override, select the option Visualforce Page and the desired page (see the table above).
  4. Click Save.

Configuring Number of Concurrent Processes for Data Transfer

For the data transfer to DATEV, JustOn Connector for DATEV relies on two batch jobs:

BatchGenerateJob
Prepares the data in Salesforce in XML files for the transfer to DATEV. By default, this happens in one process (batch).
BatchTransferJob
Transfers the data to DATEV in several processes (batches). This happens in as many processes as possible.

Info

Both batch jobs, BatchGenerateJob and BatchTransferJob, are built to handle thousands of accounting documents with document images as attachments. However, the limits of the Salesforce platform may restrict the maximum number of records that one batch execution can handle (see Why does JustOn feel "slow"?).

Using dedicated batch settings, you can adjust the execution size (scope) if required – that is, the number of records to be processed concurrently in a separate process each. To do so:

  1. Click to go to Setup, and then open Custom Settings.
  2. Click Manage in the row Batch Settings DATEV1.
  3. Click New.

  4. Specify the details as required.

    Name – the name of the batch class whose scope is to be changed

    Scope – the desired execution size for this batch class

    Name Possible scope Recommended scope
    BatchGenerateJob 1-1000 1
    BatchTransferJob 1-100 50

  5. Click Save.

    The settings apply globally to all users of the org.

Info

For very large attachments, it may be advisable to increase the number of scopes if the transfer was aborted with an error. Salesforce allows a maximum of 5 MB per batch. DATEV allows a maximum of 20 MB per data transfer.

Defining Maximum Number of Files per Data Transfer

A data transfer includes at most 4999 files for accounting documents and document images (see Data Transfer). In case of problems, it can help to reduce this value, for example, if the protocol of a data transfer becomes too large and can therefore no longer be retrieved.

Note

To change the setting, you need the permission set Customize Application (see Permission Profiles and Permission Sets). The setting applies globally to all users of the org.

  1. Click to open the App Launcher, and select JustOn Connector for DATEV.
  2. Open the Settings tab.

  3. In the Data Transfer section, enter the desired value in the field Max number of files for Data Transfer.

    The value can be at most 4999.

  4. Click Save.

Info

Alternatively, you can change the value in the global settings:

> Custom Code > Custom Settings > Global Settings DATEV1 > Manage > Edit

Preventing Transfer of Individual Accounting Document Items

In rare cases, certain accounting document items cannot be transferred. For reasons of GoBD compliance, however, such accounting document items must not be deleted either. To execute the data transfer nevertheless, you can explicitly exclude such accounting document items from the data transfer.

To do so, create the custom checkbox BlockTransfer__c on the Accounting Document Item object. If this checkbox is selected on an accounting document item record, the corresponding accounting document item is ignored in an upcoming data transfer and is consequently not transferred to DATEV.

  1. In your Salesforce org, open the list of fields and relationships for the Accounting Document Item object.

    > Object Manager > Accounting Document Item > Fields & Relationships

  2. Click New.

  3. Specify the details as required.

    Field name Data type Description
    BlockTransfer__c Checkbox Selected – the accounting document item is not transferred to DATEV
    Deselected – the accounting document item is transferred to DATEV

  4. Click Save.