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Bookkeeping Data for Payment Balances

With the finleap connect integration and the ability to capture payments from various payment providers via the Self-Service Extension, JustOn is becoming a leading system to receive payment information. Accordingly, it allows for writing bookkeeping data for payment balances. These records can then be transferred to accounting systems like DATEV, SAP or Microsoft Dynamics via CSV export or, for DATEV, direct transfer.

Once created, the booking details can no longer be modified or deleted.

Ideally, you generate bookkeeping data from payment balances on a daily basis. To this end, JustOn provides a dedicated scheduled job. Once generated, you can export the bookkeeping data to accordingly configured CSV files, like DATEV posting batch or SAP CSV, which can then be transferred to the corresponding accounting system.

Info

The support for generating bookkeeping data from payment balances is available as of JustOn 2.57.

Payment bookkeeping data concepts

Bookkeeping data as generated from payment balances can hold account numbers, which are, typically, debtor numbers and bookkeeping accounts related to bank accounts or payment provider accounts. The data is able to track changes made to payment balances, like amount change or deletion. Payment bookkeeping data is unalterable with regard to balance assignment and overpayment splitting in order to keep the data clean.

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 business entities.

A booking detail represents a record in an accounting ledger. JustOn creates one booking detail per payment balance change.

The following fields are mapped from the balance to the booking detail:

Balance Field Booking Detail Field
Account Account
Amount Amount
Date Booking Date, Payment Date
Type Type
Id Balance
Workflow

JustOn generates booking details for balances of the following types: Payment, Refund, Prepayment, Payout, Write-off, Dunning Fee. All other balance types are ignored.

Since payment balances are subject to change, like amount modification, deletion or splitting, JustOn does not track payment balances and booking details in a one-to-one relationship, but uses a payment hash instead. The following Balance fields are used to compute the hash: Account, Date, Payment Method, Payment Provider, Reference, Transaction No and Type. This means, all balances where these fields have the same value are aggregated to the same booking detail.

JustOn uses the Booking Detail field Balance to link back to the first balance. This does not guarantee, however, its accuracy in case of a balance split or recombination. Use this field for information or navigation purposes only.

The bookkeeping data creation does not update existing payment booking details. JustOn always creates a new booking detail record to track an individual payment balance change.

JustOn tracks amount modifications to existing balances as new booking details with a new amount. That is, a change by a delta of 5,00 EUR results in a new booking detail with an amount of 5,00 EUR.

Deleted balances are written off: JustOn creates a new booking detail, reverting the amount, like Amount * (-1).

Note

JustOn generates booking details for balances that have been created or modified in the past eight days. This is why the payment bookkeeping data job must run at least once per week – otherwise it does not detect all new, changed or deleted balances.

For more detailed information about payment bookkeeping data, examples, etc., see Bookkeeping Data for Payment Balances.

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 Create Bookkeeping Data for Deposit.

    Select this option if your accounting requires deposit invoices to be booked as soon as they are created.

  6. Click Save.

    Once enabled, the payment bookkeeping data is generated upon job execution.

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Once created, the booking details can no longer be modified or deleted.

Enabling G/L Account Number for Payment Bookkeeping Data

With booking details created from payment balances, the field G/L Account Number specifies the bookkeeping account number of the bank account or payment provider. You use the collective accounts feature to provide the G/L account for the bookkeeping data creation.

  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 Collective Accounts.

  3. Click New.
  4. Specify the information as necessary.

    Field Description Possible Value
    Name 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.
    Bank
    Account Specifies the intended booking account number as given by the accounting system. 1440
    Type Specifies the type of the target booking detail, must be Payment Payment

    If you use multiple collective accounts, specify other information to determine the best matching collective account as necessary. For details, see Collective Account Concepts.

  5. Click Save.

Working With Contra Accounts for Payment 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.

Enabling Contra Accounts

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

Separating Contra Account Booking Details

Some accounting systems are unable to process booking details that specify both an account number and a contra account number. To support these systems, you can set up JustOn to split booking details on the basis of AccountNo and BpAccountNo, creating separate booking details for the account and the contra account.

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The option for creating separate booking details for the account and the contra account is available as of JustOn 2.64.

In order to enable the creation of separate bookkeeping data for contra accounts, 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 Separate Contra Account Booking Details.
  5. Click Save.

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With respect to the booking detail separation, be aware of the following:

  • JustOn creates separate booking details for the account and the contra account when creating new booking details only. That is, booking details that already exist are not split subsequently.
  • Booking details created for cancellations cannot be split.
  • Booking details that have been specifically created for contra accounts cannot be split along centers.

Working With Booking Texts for Payment Bookkeeping Data

Accountants may expect specific references to the operation from which produced booking details originate. To support this requirement, you can use booking texts. They define the content and pattern of this human-readable reference information, and JustOn then populates the Booking Detail field Booking Text accordingly.

Booking text concepts

JustOn implements booking texts using the custom setting Booking Text. It includes the following information:

Field Data Type Description
Name Text Specifies the type of the booking detail, like Revenue, Tax or Payment. At the same time, the unique name for the custom setting record.
Use one Booking Text setting record for each relevant booking detail type.
Text Text(255) Specifies the booking reference text for the particular booking detail type. Can contain custom placeholders.

JustOn can use placeholders to populate the booking texts with available information automatically. JustOn provides a number of default placeholders available for booking texts. Depending on the booking detail context, the placeholder sources vary:

Booking Detail Context Booking Detail Types Available Placeholder Sources Booking-Related Placeholders
Invoice Revenue
Tax
Deferred
Unbilled Revenue
Booking Detail
Account
Invoice
Invoice Line Item
[BookingAccountRule]
[BookingDate]
[BookingTaxCode]
[BookingTaxRate]
[BookingType]
Balance Payment
Refund
Prepayment
Payout
Write-off
Booking Detail
Account
Balance
Invoice (if applicable)
[BalanceDate]
[BalancePaymentMethod]
[BalancePaymentProvider]
[BalanceReference]
[BalanceTransactionNo]
[BalanceType]

For a list of other available, commonly used placeholders, see Custom Placeholder Information.

Booking Text example - Payment

Assume that for payment booking detail, you want the reference text to specify

  • the account allocation (requires a descriptive name for the collective account assignment rule for collected payments, like Incomes) and the booking month
  • the number of the related invoice
  • the date of the payment

Use the following setting:

Field Value
Name Payment
Text account assignment: [BookingAccountRule] [BookingDate:MMMM yyyy], invoice no: [InvoiceNo], payment received: [BalanceDate]

This may result in the following booking text:

account assignment: Incomes March 2019, invoice no: INV201900234, payment received: 2019-03-28

Be aware that when exporting the booking details, the booking text may be cut to meet limitations of the target accounting system.

To create a new booking text setting:

  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 Booking Text.

  3. Click New.
  4. Specify the information as necessary.

    Be aware that when exporting the booking details, the booking text may be cut to meet limitations of the target accounting system.

  5. Click Save.

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Create an individual Booking Text setting record for each relevant booking detail type.

Scheduling Payment Bookkeeping Data Generation

You can set up a job in order to have booking details generated from payment balances automatically on a regular basis.

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Be aware of the following specifics:

  • JustOn recommends to schedule the payment bookkeeping data job for daily execution.

    The payment bookkeeping data job must run at least once per week, otherwise it does not detect all new, changed or deleted balances. The detection of deleted balances is improved if they are still available in the recycle bin. If you delete balances on a regular basis, you must align the operations for creating payment bookkeeping data and emptying the recycle bin.

  • For the payment bookkeeping data creation to work, the global setting Create Bookkeeping Data must be selected.

  • The payment bookkeeping data creation supports the custom Account field ON_DebtorNo. The debtor number is used as the primary bookkeeping account number for a payment booking detail, see Assigning Bookkeeping Accounts.
  • The payment bookkeeping data creation supports the custom Balance field ON_ProviderFee for calculating the payment provider fees based on your payment provider contract. If the field is not available or empty, JustOn uses the standard Provider Fee field, see Handling Provider Fees.

The payment bookkeeping data creation job does not require additional parameters. That is, you can set up the job directly for the corresponding Apex class BatchBalanceExportJob. For details, see Scheduling Concepts.

To schedule the payment bookkeeping data creation job, you can use either JustOn's Scheduled Jobs page or Salesforce's Schedule Apex functionality. For details, see Scheduling a Job.

Via JustOn's Scheduled Jobs page:

  1. Open the Scheduled Jobs page.

    Use the following URL https://login.salesforce.com/apex/ONB2__JobsSetup, or, if you are already logged in, append apex/ONB2__JobsSetup to your org's domain name.

    As of JustOn 2.52, you can access the Scheduled Jobs page via the JustOn configuration app (App Launcher > JustOn Configuration > Jobs Setup).

  2. From the Apex Job drop-down list, select Export Balances Job.

    The Job Name field is automatically set to BatchBalanceExportJob.

  3. From the Start Time drop-down list, select the preferred execution time.

  4. Optionally, edit the displayed cron expression to adjust the execution time.
  5. Click Schedule.

    This sets up the payment bookkeeping data creation to be executed at the specified time.

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From the Scheduled Jobs page, you can also run the job immediately.

Via Salesforce's Schedule Apex functionality:

  1. In Setup, open Apex Classes.

    In Salesforce Lightning, navigate to Custom Code > Apex Classes.

    In Salesforce Classic, navigate to Develop > Apex Classes.

  2. Click Schedule Apex on top of the list.

  3. Specify the details as required.

    • Job Name
    • Apex Class: BatchBalanceExportJob
    • Frequency: Weekly, with all weekdays selected
    • Start
    • End
    • Preferred Start Time
  4. Click Save.

    This sets up the payment bookkeeping data creation to be executed at the specified time.

For more details about job scheduling, see Scheduling a Job in the JustOn documentation and Schedule Apex in the Salesforce Help.