Collective Accounts

Depending on your business processes, you may create specific invoice bookkeeping data, payment bookkeeping data or subscription bookkeeping data that are not assigned to a revenue-related G/L account. Accounting systems like DATEV or SAP, however, still 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 recommends to use a descriptive name for the setting, because it can be part of the reference booking text. Besides this, 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. Directly corresponds to the type of the booking detail.
The possible values include
Revenue
Tax
Deferred
Payment
Prepayment
Refund
Payout
Write-off
Dunning Fee
Dunning Income
Provider Fee
IVA
Custom Rule Text(255) Maps to the custom field CollectiveAccountRule__c on the balance.
The field is not available by default on the Balance object, see Enabling Custom Collective Account Rule.
Business Entity Text(255) The name of the business entity.
Can include multiple values in a comma-separated list.
Payment Provider Text(255) The name of the payment provider.
Can include multiple values in a comma-separated list.		 figo
Bank Account Id Text(255) The internal bank account ID of the payment provider.
Can include multiple values in a comma-separated list.		 A.12345
Billing Practice Text(255) The billing practice for recurring items.
The possible values include
Advance
Arrears
Can include multiple values in a comma-separated list.
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
Write-Off Reason Text(255) The reason why the balance has been written off.
Can include multiple values in a comma-separated list.
Region Text(255) The name of the economic region.
Can include multiple values in a comma-separated list.		 EU
EMEA

Info

These fields directly correspond to the fields of the target booking detail.

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

  • Type
  • Custom Rule
  • Business Entity
  • Payment Provider
  • Bank Account Id
  • Billing Practice
  • Tax Rule
  • Tax Code
  • Write-Off Reason
  • Region
Applying a custom rule

By default, JustOn determines the best matching collective account based on available criteria like Business Entity, Payment Provider, Bank Account Id, etc. You can, however, use a custom rule, which takes precedence over other criteria. This way, you can apply certain logic to determine the criterion by which a collective account is associated to a balance and, consequently, to the exported booking detail.

To enable custom rules, you must create the corresponding field on the Balance object. For details, see Enabling Custom Collective Account Rule.

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. Click to enter Setup, then 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.

    The mandatory information includes Name, Account and Type. For details, see Collective Account Concepts.

    coll_acc_tax
    Creating booking account setting for taxes

  5. Click Save.

    This creates the new collective account setting.