Bookkeeping Data for Finalized Invoices
JustOn allows for writing bookkeeping data for finalized invoices. These records can then be exported to bookkeeping systems like DATEV or SAP.
Enabling Bookkeeping Data Generation
In order to enable the creation of bookkeeping data upon invoice finalization, the feature has to be activated in the global settings.
- In Setup, open Custom Settings.
In Salesforce Lightning, navigate to Custom Code > Custom Settings.
In Salesforce Classic, navigate to Develop > Custom Settings.
- Click Manage in the row of Global Settings.
- Click Edit in the Default row.
- Select the checkbox
Create Bookkeeping Data.
- Optionally, select the checkbox
Enable Accounting in Gross Values.
Depending on the requirements of your accounting system, select this option to make JustOn use gross values when creating bookkeeping data.
- Click Save.
Bookkeeping data is structured in booking periods and booking details. Booking periods and booking details are in a master-detail relationship.
A booking period represents one month in bookkeeping. Booking periods are grouped by tenants.
The following fields are available:
|Field||Data Type||Possible Values||Required||Description|
|Name||Text||✓||The booking period name, is set automatically using this pattern:
||✓||The month for the booking period.|
||✓||The year for the booking period.|
|Tenant||Text (255)||The tenant for the booking period.|
||✓||The booking period status: A closed booking period is ignored when finalizing the invoice, any matching details for this period are moved to the next open period.|
A booking detail represents a record in an accounting ledger. It holds the following fields:
|Name||✓||The booking detail name, is set automatically based on the type using these patterns:
|Account||✓||Invoice.Account||The account for the booking detail.|
|Account Name||Invoice.AccountName||The account name as taken from the invoice.|
|Account Number||InvoiceLineItem.GLAccount||The general ledger account as taken from the invoice line item.|
|The amount of the booking detail;
|Balance||The source balance for booking details of the type
|Bank Account Owner||Invoice.BankAccountOwner||The bank account owner as part of the banking data.|
|BIC||Invoice.BankCode||The bank code/BIC as part of the banking data.|
|Billing City||Invoice.BillingCity||The billing city as taken from the invoice.|
|The booking date as taken from
If the booking detail is to be moved to the next open booking period, JustOn applies the date of the target booking period to the booking detail.
|Booking Period||✓||The booking period as determined by the booking date.|
|Center||InvoiceLineItem.Center||The cost center or profit center for this booking detail.|
|Export Destination||The export target, is set automatically upon export.|
|Exported||Selected automatically upon export completion.|
|IBAN||Invoice.BankAccount||The bank account/IBAN as part of the banking data.|
|Invoice||Invoice.Id||The source invoice for booking details of the types
|Invoice Line Items||InvoiceLineItem.Name||A comma separated list of the invoice line items that have been used to build this booking detail|
|Invoice No||The invoice number as taken from the invoice via a formula.|
|Recognition Rule||InvoiceLineItem.RecognitionRule||The recognition rule that has been used to create this booking detail.|
|Last Error||Shows export errors, is set automatically upon export.|
|Tax Rate||InvoiceLineItem.TaxRate||The tax rate of the invoice line item.|
|Tax Rule||InvoiceLineItem.AppliedTaxRule||The applied tax rule of the invoice line item.|
|Type||✓||The booking detail type; possible values include
|VAT ID||Account.TaxNumber||The VAT identifier of the related account.|
For additional technical information about the booking detail fields (API names, data types, etc.), see the Booking Detail object reference.
Upon finalization, an invoice and its invoice line items are split into several booking details. This is a three-step process:
(1) Creating Booking Details
The way invoices and invoice line items are transformed into booking details represent revenue recognition rules. JustOn uses the following rules:
|Default||Creates one booking detail per invoice line item. The booking date is taken from the field
|Monthly||Creates multiple booking details that are evenly distributed over the service period of the invoice line item. The service period of the invoice is used as fallback.
If the service period does not start at the beginning or end at the end of a month, the booking amount is calculated proportionally for this month.
Irrespective of the recognition rule, JustOn creates separate booking details for the taxes of an invoice line item. As with the Default rule, the booking date is taken from the invoice line item field
ON_BookingDate, with the invoice date as fallback. Be aware that if you use gross values when creating bookkeeping data (see Enabling Bookkeeping Data Generation), JustOn does not create tax details.
The recognition rule is determined via the field
Recognition Rule of the invoice line item. If the field is not set, it defaults to the Default recognition rule.
You can set the recognition rule on the invoice line item using the ON field mechanism when creating the invoice.
(2) Assigning Booking Details to Booking Periods
Each booking detail is assigned to a booking period. The Booking Date is used to determine the target period. If the target period does not yet exist, it is created automatically. If the period is closed, the booking detail is assigned to the next open period.
(3) Combining Booking Details
JustOn combines booking details that are assigned to the same booking period if the following data match:
- the invoice ID
- the applied tax rate
- the available G/L account information
- the center
- the recognition rule
InvoiceLineItems of the booking detail contains a comma separated list of the invoice line items that have been used to build this booking detail.
Consider the following example: One invoice with four invoice line items and the default recognition rule results in four booking details.
Invoice line items
|#||G/L Account||Pos Total Net||Pos Total Tax||Tax Rate||Invoice No.|
Resulting booking details
|#||Type||Account No.||Amount||Tax Rate||Name|
Additional Fields for Booking Details
JustOn can copy additional fields from the invoice or an invoice line item to the booking details. All additional fields on the booking detail invoke a copy operation. JustOn first tries to copy data from the invoice, then from the invoice line item.
|Booking Detail Field||Invoice Field||Invoice Line Item Field||Result|
|Billing Country||Billing Country||n/a||copy from invoice to booking detail|
|Discount||n/a||Discount||copy from invoice line item to booking detail|
|Duplicate||Duplicate||Duplicate||copy from invoice line item to booking detail|