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Collective Accounts

Depending on your business processes, you may create specific booking details that are not assigned to a G/L account. Accounting systems like DATEV or SAP, however, usually require an account number. To handle these scenarios, you can use collective accounts. They define account numbers for booking details without dedicated account numbers - primarily, for taxes or deferred revenues, but also for other use cases like payment bookkeeping data.

Collective Account Concepts

JustOn implements collective accounts using the custom setting Collective Accounts. It includes the following basic information:

Field Data Type Description Example Values
Name Text A unique name for the custom setting record, describes the purpose of the collective account.
JustOn does not evaluate the name for further processing.
Deferred Revenue
Tax EU
Account Text(255) Specifies the intended account number as given by the accounting system. 3000
az567
Business Partner Account Text(255) Specifies the intended business partner account number as given by the accounting system. 3000
az567

The following information is used to determine the best matching collective account:

Field Data Type Description Example Values
Type Text(255) Specifies the type of the collective account.
The possible values include
Revenue
Tax
Deferred
Payment
Prepayment
Refund
Payout
Tenant Text(255) The name of the tenant.
Payment Provider Text(255) The name of the payment provider. figo
Bank Account Id Text(255) The internal bank account ID of the payment provider. A.12345
Billing Practice Text(255) The billing practice for recurring items.
The possible values include
Advance
Arrears
Tax Rule Text(255) The name of the applied tax rule. EU
Exempt
Tax Code Text(255) The name of the applied tax code. A1
B2
Region Text(255) The name of the economic region. EU
EMEA

Info

These fields directly correspond to the fields of the booking detail. Comma-separated values are supported.

JustOn determines the best matching collective account based on the following order of precedence:

  • Type
  • Tenant
  • Payment Provider
  • Bank Account Id
  • Billing Practice
  • Tax Rule
  • Tax Code
  • Region

If a Collective Account field is empty, it is ignored.

Info

If the Booking Detail field Billing Practice is empty, it defaults to Advance. There is no default for the corresponding Collective Account field, because empty Collective Account fields are ignored.

Collective accounts are applied to booking details upon invoice finalization. The following rules apply:

  • The Booking Detail field Account Number or Business Partner Account Number must not be set.
  • There must be a matching collective account setting.
  • If the Booking Detail field Account Number or Business Partner Account Number is not set, the corresponding value of the best matching collective account is assigned.

Defining Collective Account Setting

To create a new collective account setting:

  1. In Setup, open Custom Settings.

    In Salesforce Lightning, navigate to Custom Code > Custom Settings.

    In Salesforce Classic, navigate to Develop > Custom Settings.

  2. Click Manage in the row of Collective Accounts.

  3. Click New.
  4. Specify the information as necessary.
  5. Click Save.

    This creates the new collective account setting.