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Bookkeeping Data for Finalized Invoices

JustOn allows for writing bookkeeping data for finalized invoices. These records can then be transferred to bookkeeping systems like DATEV or SAP.

Data structure

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. Hence, they aggregate the booking details produced for this month. Booking periods are grouped by tenants.

A booking detail represents a record in an accounting ledger. By default, JustOn creates one booking detail per invoice line item. For other options, see Revenue Recognition.

For details, see Invoice Bookkeeping Data Structure.

Bookkeeping data for cancellation invoices

If the bookkeeping data generation is enabled, JustOn creates booking details as follows when finalizing a cancellation invoice:

  • For each existing booking detail of the cancelled invoice, JustOn creates a new, "opposite" booking detail.
  • For booking details of the type Revenue, JustOn appends the related account number to the name of the new booking detail.
  • For the amount of the new booking detail, JustOn sets the inverted amount of the existing booking detail.
Revenue recognition rules

JustOn ships a number of revenue recognition rules. They control the way invoices and invoice line items are transformed into booking details.

JustOn determines the revenue recognition rule to be applied via the invoice line item field Recognition Rule. If the field is not set, JustOn uses the Default rule.

Info

You can use the ON field mechanism, Salesforce processes or other automation tools to have the recognition rule set automatically on the invoice line item when generating invoices.

The following revenue recognition rules are available:

Recognition Rule Description
Default Creates one booking detail per invoice line item. The booking date is taken from the field ON_BookingDate of the invoice. The invoice date is used as fallback.
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.
If the booking amount does not divide evenly and requires the split amounts to be rounded down, the remainder is added to the first booking detail. For example, 49,99 split into four parts results in 12,52 + 12,49 + 12,49 + 12,49.
The Monthly recognition rule is available as of JustOn 2.49.
Shortfall Creates two booking details if a defined minimum price exceeds the actually incurred costs: one for actually incurred costs, and another one for the shortfall amount, that is, the difference between the actually incurred costs and the defined minimum price.
The Shortfall recognition rule is available as of JustOn 2.52.

Enabling Bookkeeping Data Generation

In order to enable the creation of bookkeeping data, the feature must be activated in the global settings.

  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 Global Settings.

  3. Click Edit in the Default row.
  4. Select the checkbox Create Bookkeeping Data.
  5. Optionally, select the checkbox Enable Accounting in Gross Values.

    Depending on the requirements of your accounting system (for example, when using automatic accounts in DATEV), select this option to make JustOn use gross values when creating bookkeeping data.

  6. Optionally, select the checkbox Accounting Gross Taxes on First Month.

    When using gross values and the Monthly revenue recognition rule, select this option to make JustOn aggregate the complete tax amount for all invoice line items and all resulting booking details to the first booking detail. The remaining booking details will represent net values.

    This option is available as of JustOn 2.55.

  7. Click Save.

    Once enabled, the bookkeeping data is generated automatically upon invoice finalization.

Enabling Contra Accounts for Invoice Bookkeeping Data

In double-entry bookkeeping, every entry to an account requires a corresponding opposite entry to a contra account (also known as offsetting account), which is credited to offset a debit or debited to offset a credit. To support this scenario, JustOn can copy the contra account number from the optional Account field ON_DebtorNo to the Booking Detail field Business Partner Account Number. In this context, the business partner represents a debtor or creditor, and hence, the contra account.

Info

The support for contra account numbers is available as of JustOn 2.57.

To create the custom field ON_DebtorNo on the Account object:

  1. Navigate to the fields list of the Account object.
  2. Create the following new field.

    API Name Data Type Description Example Values
    ON_DebtorNo Text (255)
    or
    Formula
    Specifies the contra account number for booking details. If configured as a formula, it can determine the value based on other fields. 1234567
    AnotherField__c

Enabling Center Split

Your business may require to distribute the amount of one or more booking details of the type Revenue over multiple centers. To cover this need, JustOn provides the functionality to manually split or combine these booking details.

Info

The cost center split functionality is available as of JustOn 2.58.

To enable these options, add the Edit Center Split button to the booking detail list view. To do so:

  1. Navigate to the object management settings of the Booking Detail object.
  2. Click Search Layouts.
  3. Click Edit in the row of the List View.
  4. In the Custom Buttons section, move Edit Center Split to the Selected Buttons column.
  5. Click Save to save the modified page layout.

You can also add the button to the related list of booking details of an invoice. To do so:

  1. Navigate to the object management settings of the Invoice object.
  2. Click Page Layouts.
  3. Click Edit in the row of the Invoice Layout.
  4. Scroll to the Booking Details list in the Related Lists section, and click wrench to open the list properties.
  5. Open the Buttons section.
  6. Move Edit Center Split to the Selected Buttons column.
  7. Click OK to save the list properties.
  8. Click Save to save the modified page layout.

    For help about modifying layouts, see Managing Pages.

Enabling Booking Detail Regeneration

Certain business use cases may require to regenerate booking details, for example, when the configuration was incorrect (G/L account, cost center, recognition rule, etc.), or when the bookkeeping data generation was not enabled on invoice finalization. JustOn allows to use the Invoice Import and Fix Feature to regenerate booking details as they have not been exported.

Info

The support for regenerating booking details is available as of JustOn 2.57.

To enable this functionality, add the custom field FixBookingData to the Invoice object:

  1. Navigate to the fields list of the Invoice object.
  2. Create the following new field.

    API Name Data Type Description
    FixBookingData Checkbox Select the checkbox to enable the booking detail regeneration.

    For help about creating fields, see Managing Object Fields.

Calling the invoice fixing process regenerates the booking details of all invoices where the checkbox FixBookingData is selected. The checkbox is unselected after processing the invoice.

Note

If one of the existing booking details of an invoice is already exported, JustOn will skip the invoice completely and will not regenerate any booking details for this invoice.