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.
Service Period Creates one booking detail per invoice line item. The booking date is taken from the service period start of the invoice line item.
If you use deferred revenue bookings, JustOn creates additional Deferred booking details: one with the booking date taken from the booking date of the invoice (or the invoice date as fallback), and one with the booking date taken from the service period start of the invoice line item.
The Service Period recognition rule is available as of JustOn 2.59.

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. 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 split these booking details - either manually or automatically.

Enabling Automatic Center Split

Info

The automatic cost center split functionality is available as of JustOn 2.60.

The invoice field Predefined Center Split controls the automatic center split. If set, JustOn automatically applies the split configuration when finalizing invoices that produce booking details of the type Revenue. You can use the ON field mechanism, Salesforce processes or other automation tools to have the Predefined Center Split field set automatically when generating invoices.

Note

JustOn does not apply the automatic cost center split for bookkeeping data produced from subscriptions.

The value of the Predefined Center Split field is a JSON expression that represents a list of (different) center configurations. Each center configuration is a map that includes the following keys:

JSON Key Required Description
"type" Defines the split calculation type. Allowed values are "PERCENTAGE" or "AMOUNT".
If set to "PERCENTAGE", the numeric values in the "split" configuration are considered percentage rates to be applied, and the amount will be calculated.
If set to "AMOUNT", the numeric values in the "split" configuration are considered absolute amounts, and the percentage rates will be calculated.
"mode" Optionally, sets the operation mode. Allowed values are "STRICT" (default) or "RELAXED". This setting determines how JustOn tolerates errors when validating the split calculation (see below).
"STRICT" prevents the finalization of an invoice with a wrong split configuration.
"RELAXED" will continue the finalization with a wrong split configuration, but not apply the center split to the created booking details. It produces an error message in the JSON key "validationError".
"split" Defines the actual split configuration as a JSON map, like
{ "Center" : Number }
Each name represents a center to which the split booking detail is to be allocated. The number value is either a percentage rate or an absolute amount as defined in the "type" key.
"accountNo" Optionally, restricts the split to a specific G/L account. If not set (default), the split is applied globally to all revenue booking details.

If there is no matching split configuration for a given booking detail, JustOn will not apply a split.

Info

The following validation is applied to a split:

  • The percentage value is defined as follows: range 0..100.
  • The sum of the absolute amounts equals the original amount.
  • The configuration contains the keys "type" and "split"

The following example illustrates the behavior. It includes three split configurations:

  • The first configuration is valid for all revenue booking details of the invoice.
  • The second and third configurations override the first configuration if the booking detail account numbers are 4711 or 0815, respectively.
[
  {
    "mode": "STRICT",
    "type": "PERCENTAGE",
    "split": {
      "center-1": 60,
      "center-1": 40
    }
  },
  {
    "mode": "RELAXED",
    "type": "PERCENTAGE",
    "accountNo": "4711",
    "split": {
      "center-1": 70,
      "center-2": 20,
      "center-3": 10
    }
  },
  {
    "mode": "RELAXED",
    "type": "AMOUNT",
    "accountNo": "0815",
    "split": {
      "center-1": 1275,
      "center-2": 365,
      "center-3": 120
    }
  }
]

Enabling Manual Center Split

Info

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

To enable the manual split functionality, add the Edit Center Split button to the Booking Details related list on the booking period or the invoice. To do so:

  1. Navigate to the object management settings of the Booking Period or Invoice object.
  2. Click Page Layouts.
  3. Click Edit in the row of the Booking Period Layout or Invoice Layout, respectively.
  4. Scroll to the Booking Details list in the Related Lists section, and click 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 Gross Value Bookings

Depending on the requirements of your accounting system (for example, when using automatic accounts in DATEV), you can configure JustOn to use gross values when creating bookkeeping data. To do so, activate the corresponding global setting Enable Accounting in Gross Values.

  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 Enable Accounting in Gross Values.
  5. 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.

  6. Click Save.

Enabling Payment Date-Based Tax Bookings

In order to enable the payment date-based creation of tax booking details, 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 Move Tax Booking Details to Payment Date.
  5. Click Save.

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 recreate 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.

Info

Regenerating booking details of a cancelation invoice processes the booking details of the related canceled invoice. Hence, make sure that the related canceled invoice is correct before staring the fix invoice process for the cancelation invoice.

Enabling Debtor No for Deferred Revenue

By default, JustOn fills the field Business Partner Account Number in booking details for deferred revenue using the value of the Business Partner Account field of the corresponding Collective Accounts custom setting record. Your business use case, however, may require to use the value of the custom field ON_DebtorNo on the account instead. To support this scenario, activate the corresponding global setting Use Debtor No for Deferred Revenue.

  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 Use Debtor No for Deferred Revenue.
  5. Click Save.