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G/L Account and Center

Your organization's business may require to export bookkeeping data to accounting systems like DATEV or SAP. Usually, these systems assign generated revenues to general ledger accounts (G/L accounts, structures that record value movements in defined contexts) or cost centers or profit centers (business subdivisions to which costs or profits are allocated).

To support these assignments, JustOn can add G/L account or center information to invoice line items. When generating the bookkeeping data, this information is then populated to the booking details accordingly.

Info

JustOn always recalculates the G/L Account and Center fields when doing a database update on the invoice line item. By default, this happens during the invoice creation or the invoice finalization.

Updating open invoices

If you need to update an invoices that is already set Open with additional or new G/L account or center data, use a database update on the invoice line items of the selected invoices with the appropriate admin tools, like the Data Loader or the Force.com Workbench.

You can control which G/L account or center information is added to invoice line items using specific assignment rules. JustOn implements these assignment rules as two custom settings:

Assignment Rules - Center

Using the custom setting Assignment Rules - Center, you define the criteria (fields and values to match) based on which an invoice line item is assigned a cost center or profit center.

Center Assignment Rule Information

Each Assignment Rules - Center setting specifies the following information:

Field Description
Name A unique name for the custom setting record.
Billing Type Maps to the custom text field ON_BillingType__c of the invoice.
Center Specifies the resulting cost center or profit center. If the matching process yields this center, it is added to the Center__c field of the invoice line item.
Product Group Maps to the field Product Group of the invoice line item (see Product Group). Can include multiple values in a comma-separated list.
Tenant Maps to the field Tenant of the invoice.

When working with assignment rules, be aware of the following:

  • The rule matching process yields the specified result only if all specified criteria match. If you specify, for example, a product group and a tenant, the rule applies only if both the tenant on the invoice and the product group on the invoice line item have the corresponding values.
  • If a rule field is empty, it is ignored during the matching process. If you specify, for example, a tenant, the rule applies if the tenant on the invoice has the corresponding value. Other data, like the product group, have no effect in this case.
  • If you use multiple rules, the same fields must be filled (or empty) in all rules. If you specify, for example, a product group in one rule, you must specify a product group in all other rules, too. Otherwise, if you leave a field empty in one rule, the field must also be empty in all other rules.
    In case of ambiguous rule sets, the assignment becomes random.

Defining Center Assignment Rules

To create a new center assignment rule:

  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 Assignment Rules - Center.
  3. Click New.
  4. Specify the information as necessary.
  5. Click Save.
    ▶ This creates the new center assignment rule.

Note

Create an Assignment Rules - Center record for each cost center or profit center to be available for allocation.

Assignment Rules - G/L Account

Using the custom setting Assignment Rules - G/L Account, you define the criteria (fields and values to match) based on which an invoice line item is assigned a G/L account.

G/L Account Assignment Rule Information

Each Assignment Rules - G/L Account setting specifies the following information:

Field Description
Name A unique name for the custom setting record.
Custom Rule Maps to the custom field ON_CustomGLRule__c on the invoice line item.
On the invoice line item, ON_CustomGLRule__c must not be a formula field, but a text field. It can be a formula on a source object, with the formula result being transferred to the invoice line item field as a string.
G/L Account Specifies the resulting G/L account. If the matching process yields this G/L account, it is added to the GL Account field of the invoice line item.
G/L Account 2 Specifies a second (optional) G/L account, which is added to the GL Account 2 field of the invoice line item if the matching process yields the G/L account(s) specified in the current setting.
This field is available as of JustOn 2.52.
Invoice Class Maps to the invoice class, like Invoice or Credit.
Invoice Type Maps to the invoice type, like Dunning.
Payment Method Maps to the field Payment Method of the invoice.
Product Group Maps to the field Product Group of the invoice line item (see Product Group). Can include multiple values in a comma-separated list.
Tax Rule Maps to the field Tax Rule of the invoice line item. Can include multiple values in a comma-separated list.
Tax Code Maps to the field Tax Code of the invoice line item. Can include multiple values in a comma-separated list.
Tenant Maps to the field Tenant of the invoice.

When working with assignment rules, be aware of the following:

  • The rule matching process yields the specified result only if all specified criteria match. If you specify, for example, a product group and a tenant, the rule applies only if both the tenant on the invoice and the product group on the invoice line item have the corresponding values.
  • If a rule field is empty, it is ignored during the matching process. If you specify, for example, a tenant, the rule applies if the tenant on the invoice has the corresponding value. Other data, like the product group, have no effect in this case.
  • If you use multiple rules, the same fields must be filled (or empty) in all rules. If you specify, for example, a product group in one rule, you must specify a product group in all other rules, too. Otherwise, if you leave a field empty in one rule, the field must also be empty in all other rules.
    In case of ambiguous rule sets, the assignment becomes random.

Defining G/L Account Assignment Rules

To create a new G/L account assignment rule:

  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 Assignment Rules - Center.
  3. Click New.
  4. Specify the information as necessary.
  5. Click Save.
    ▶ This creates the new G/L account assignment rule.

Note

Create an Assignment Rules - G/L Account record for each G/L account to be available for allocation.