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Enabling Deposit Invoices

Certain business use cases require merchants or suppliers to ask their customers for advance payments. To this end, JustOn allows for creating deposit invoices.

Businesses issue deposit invoices before any goods or services are supplied, usually with the intention to secure a sale. The deposit is a partial amount or a percentage of the total amount, which is to be paid up front. After the sale is completed, the deposit invoice is closed and the final invoice is issued.

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JustOn supports deposit invoices when billing arbitrary objects and billing opportunities.

Enabling deposit invoices in JustOn involves the following tasks:

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JustOn 2.47 has introduced deposit invoices as an option to pro forma invoicing. As of JustOn 2.54, deposit invoices and pro forma invoices are available as separate features.

Deposit Invoice Concepts

Basically, the creation of a deposit invoice is controlled using the ON field ON_Type on the source object. If this field is set to Deposit, JustOn generates a deposit invoice.

In order to request an advance payment with your deposit invoice, use the ON fields ON_DepositRate or ON_DepositAmount. Depending on your use case, you can then specify either a percentage value of the invoice total or a fixed amount as the deposit.

The deposit invoice is subject to the usual invoice proceedings and business processes finalization, payment registration and the corresponding balance generation. As deposit invoices do usually not constitute a legally binding payment request, they are, however, exempt from cancellations, dunnings and bookkeeping data generation. In case of errors, you may still need to void an issued deposit invoice. For details, see How to void a deposit invoice?.

Note

When you use deposit invoicing, be aware that JustOn does not consider order discounts with the deposit invoices, but only when generating the final invoices.

Working With Deposit Invoices

The following sections describe how to work with deposit invoices, outlining their life cycle.

Deposit Invoice Creation

JustOn generates a deposit invoice if the field ON_Type on the source object is set to Deposit.

Note

Once you have set the field ON_Type on the source object to Deposit to trigger the deposit invoice creation, do not modify this field subsequently to make sure that the deposit invoicing features operate correctly.

You can define a deposit rate or a deposit amount using the fields ON_DepositRate or ON_DepositAmount on the source object.

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If both a deposit rate and a deposit amount is defined, the amount takes precedence.

Using a template detail named Deposit, you can provide appropriate texts for the invoice PDF, like the display type, deposit title or description (see PDF Contents).

After creating the deposit invoices, JustOn sets the custom field ON_ProformaInvoice on the source objects to the deposit invoices.

deposit_1
Creating a deposit invoice

Deposit Invoice Closure

Before you create the final invoice, you must close the deposit invoice. There are two ways to do so:

  • Using the Close button on an individual invoice
  • Using a custom process to be triggered from a source record
Close button or custom process?

The procedure to close the invoices depends on your business use cases and the corresponding data structure in your org.

pro-forma_close_1

If you create invoices from a parent record in a parent-child relation, you most likely use a custom process to be triggered from the relevant parent record. The process clears the custom fields ON_Invoice, ON_Type and ON_LastInvoiceRun on the parent source record, which allows for creating the final invoice from the same record.

pro-forma_close_2

If your invoice run involves multiple source records (for example, using multiple filters or via single source object configurations), the Close button on an individual invoice is the more appropriate approach. It clears the custom fields ON_Invoice, ON_Type and ON_LastInvoiceRun on all source records that are related to the current invoice to allow generating the final invoice. This saves the need for manually clearing these fields on the source records.

Close Button

Using the Close button on an individual invoice clears the custom fields ON_Invoice and ON_LastInvoiceRun on all related source records to allow generating the final invoice.

Custom Process

If appropriate, you can use a custom process to be triggered from a source record. Applying the specific Apex class that JustOn provides for this purpose, your process

  • sets deposit invoices to the status Closed
  • clears the closed deposit invoices to 0
  • unregisters any assigned payment balances
  • sets the field RelatedInvoice of the now unregistered deposit payment balances to the corresponding deposit invoice
  • sets the custom field ON_Type to Final
  • clears the custom fields ON_Invoice and ON_LastInvoiceRun on the source record that triggers the process

deposit_2
Closing the deposit invoice via process

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Usually, JustOn assigns unregistered deposit payment balances to the corresponding final invoices. Clearing the field RelatedInvoice of the unregistered deposit payment balance will allow to assign the balance to any matching invoice.

Final Invoice Creation

After you have closed the deposit invoice, you create the final invoice the same way and based on the same source records as the deposit invoice.

Doing so

  • registers the balances that were unregistered from the deposit invoice by the closing process to the final invoice
  • sets the field RelatedInvoice on the final invoice to the corresponding deposit invoice

deposit_3
Creating the final invoice, linked to the deposit invoice

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JustOn registers a down payment as a payment balance record. As invoices by default show related balance records, the final invoice shows the down payment information. Your business may, however, require to hide this information. In this case, you need a separate invoice template or a specific template detail that is configured to prevent the balance table from being printed. For details, see Hiding Balance Table.

Deposit Invoice Structure

A deposit invoice consists of two parts:

  • The first part lists the invoice line items, which are represented as Information type invoice line items and therefore do not count for the grand total, followed by a subtotal section with tax breakdown.

    The display of the subtotal section is controlled using the checkbox Display Subtotal After on the last Information type invoice line item. Deselecting this checkbox removes the subtotal section from the invoice PDF.

  • The second part contains an invoice line item of the type Deposit, followed by the corresponding tax breakdown, grand total and payment amount.

The two parts are optional. Whether they are displayed or not depends on whether there are already actual invoice line items to show or, respectively, on whether there is an advance payment defined. At least one part must exist to print the invoice line item table.

Example invoice line item table of a deposit invoice:

Pos. Title Tax Rate Net Price
1 Some Goods 20% 1000
2 Some Service 20% 500
Subtotal Net 1500
Tax Amount 300
Deposit Gross 1800
3 Down payment (50%) 20% 750
Tax Amount 150
Grand Total 900
Payment Amount 900

Pos. 1 and 2 are Information invoice line items, which do not count for the grand total of the invoice. Pos. 3 is a Deposit invoice line item. The value depends on the deposit setting used: it is either calculated based on the net subtotal of all invoice line items and the defined deposit rate, or it can be included as an absolute net amount using the deposit value.

The final invoice includes additional sections that show the received deposit payment and the remaining final payment, as well as the corresponding tax breakdown.

Pos. Title Tax Rate Net Price
1 Some Goods 20% 1000
2 Some Service 20% 500
Subtotal Net 1500
Tax Amount 300
Deposit Gross 1800
Received Payments Net 750
Received Payments Tax 150
Received Payments Gross 900
Remaining Final Payment Net 750
Remaining Final Payment Tax 150
Remaining Final Payment Gross 900
Payment Amount 900

You can override the labels according to your business requirements. For details, see Configuring Final Invoice Display.

Adding Deposit Invoice Fields to Source Objects

In order to hold the required deposit invoice data, you must add new fields to the source object, which can be

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If you need multiple billing configurations when billing arbitrary objects, JustOn must distinguish between different sets of field configurations using control field suffixes. To this end, append specific suffixes to the ON fields, as explained in Creating Recipient-Specific Controlling Fields.

  1. Navigate to the fields list of the source object.

  2. Create the following new fields as required.

    Mandatory fields

    API Name Data Type Description
    ON_Type Text (255) Must be set to Deposit in order to create deposit invoices. Is cleared automatically when the deposit invoice is closed.
    ON_ProformaInvoice Lookup (Invoice) Shows the related pro forma or deposit invoice.

    Optional fields

    API Name Data Type Description
    ON_DepositRate Percent (3,2) If set, JustOn creates a deposit line item with an amount of Deposit Rate * Total on the deposit invoice.
    If both a deposit rate and a deposit amount is defined, the amount takes precedence.
    ON_DepositAmount Currency (16,2) If set, JustOn creates a deposit line item with the specified amount on the deposit invoice.
    If both a deposit rate and a deposit amount is defined, the amount takes precedence.
    ON_CloseProformaInvoice Checkbox Can be used to trigger the process to close the deposit invoice.

    For help about creating fields, see Managing Object Fields.

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You can add more fields using the ON field mechanism.

Configuring Deposit Invoice Display

Adjusting Invoice Texts

Usually, a deposit invoice needs other texts on the printed document than the final invoice. You can therefore define a template detail - named Deposit - to provide appropriate texts.

For further information about template details and invoice PDF contents, see Configuring Template Details and PDF Contents.

The following fields are relevant on the template and the template detail:

Field Description Example Target
Display Type Specifies the type of the invoice to be printed to the PDF. It should reflect the nature of the pro forma or deposit invoice. Advance Invoice Template Detail
Text 2 Text to be rendered below the invoice line item table. Use it, for example, to describe how the deposit can be made (bank account etc.) and to specify the payment terms. Template Detail
Deposit Title Short description of the nature of the deposit
This field is mandatory if you have set a deposit rate or a deposit amount.		 Advance Payment (50%) Template
Deposit Description Long description of the nature of the deposit Template
  1. Open the template or template detail to be edited.

  2. Double-click the intended field and specify the corresponding text as required.

    Alternatively, you can click Edit in the detail view to edit all fields at once.

  3. Click Save.

Adjusting Spacing Between Deposit Invoice Line Item Table Parts

As explained in Deposit Invoice Structure, the deposit invoice first lists the invoice line items as Information type invoice line items, then shows an invoice line item of the type Deposit, which represents the advance payment. In order to visually separate the two table parts, add the following custom CSS rule to the invoice template:

  1. Open the template to be edited.

  2. In the Layout & Design section, double-click the Custom CSS field and specify the CSS code as required.

    tr.Deposit.firstRowAfterSubtotal td {
    padding-top: 2.5em;
}

  3. Click Save.

Enabling Deposit Gross Display

As explained in Deposit Invoice Structure, the deposit invoice lists the invoice line items as Information type invoice line items, followed by a subtotal section with tax breakdown. Optionally, you can display a line that shows the gross value for the Information type invoice line items.

To do so, add the following custom CSS rule to the invoice template:

  1. Open the template to be edited.

  2. In the Layout & Design section, double-click the Custom CSS field and specify the CSS code as required.

    .invoice-table .subtotal-calculated.criteria-forced.gross {
    display: table-row;
}

  3. Click Save.

Configuring Final Invoice Display

In the event of a final invoice with existing deposit payments, the invoice PDF shows additional information about the received payments and the final payments below the grand total. The corresponding sections include a detailed tax breakdown.

Example final invoice
Pos. Title Tax Rate Net Price
1 Some Goods 20% 1000
2 Some Service 20% 500
Subtotal Net 1500
Tax Amount 300
Deposit Gross 1800
Received Payments Net 750
Received Payments Tax 150
Received Payments Gross 900
Remaining Final Payment Net 750
Remaining Final Payment Tax 150
Remaining Final Payment Gross 900
Payment Amount 900

You can define the display of the grand total label using the template field Deposit Grand Total Label. The field can contain placeholders. It is used only for final invoices with deposit payments - in all other cases or if the field is empty, the invoice PDF shows the label of the invoice field Grand Total, which is the standard behavior. The other fields use custom labels.

Using custom CSS, you can adjust the positioning, layout, etc. according to your needs.

Label Custom Label Description
Grand total The total amount of the invoice.
Received Payments (net) ReceivedPaymentsNet The calculated total net amount of all payments received on the related deposit invoice. This is the sum of all balance amounts that are related to the deposit invoice without taxes. The tax rate is taken from the field TaxRate__c of the Deposit line item of the related deposit invoice.
Tax on Received Payments ([TaxRate]) ReceivedPaymentsTax Taxes on the total net amount of the payments received. The placeholder [TaxRate] is replaced by the actual value, like 7%.
Received Payments (gross) ReceivedPaymentsGross Total gross amount of the payments received. The display is disabled by the default CSS rules.
Remaining Final Payment (net) FinalPaymentNet The remaining net final payment amount.
Tax on Remaining Final Payment FinalPaymentTax Taxes on the remaining net final payment amount.
Remaining Final Payment (gross) FinalPaymentGross Remaining gross final payment amount. The display is disabled by the default CSS rules.

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Use overrides to overwrite the values of the custom labels.

Creating Process for Closing Deposit Invoices

Closing deposit invoices requires a process that calls the appropriate Apex class provided by JustOn. The process criteria that start the execution depend on your use cases. For example, you can define a custom checkbox field Close Deposit Invoice on the source object to trigger the process when the checkbox is selected.

The source object for the process depends on the object that is used for deposit invoicing:

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You can use multiple billing configurations when billing arbitrary objects with different sets of field configurations using recipient-specific suffixes. In this case, create an individual process with an individual trigger for each configuration.

Set up the process as follows:

  1. In Setup, open Process Builder.

    In Salesforce Lightning, navigate to Process Automation > Process Builder.

    In Salesforce Classic, navigate to Create > Workflow & Approvals > Process Builder.

  2. Click New.

  3. Specify a name and an API name as required.
  4. Set the process to start when A record changes.
  5. Click Save.
  6. Select the object ( Order or Opportunity) whose modifications are to close the deposit invoice.
  7. Set the process to start when a record is created or edited.

  8. Define the process criteria as required.

    • [<object>].Close Proforma Invoice Is changed True
    • [<object>].Close Proforma Invoice Equals True
    • [<object>].ON_ProformaInvoice__c Is null False

    Combine the conditions with logical AND, that is, select All of the conditions are met.

  9. Select Apex as immediate action, and specify the class Close Proforma Invoice.

  10. Set the following Apex variables:

    • For recordIds, set the Field Reference value [<object>].Id.

    • Optionally, for Suffix, set the String value to the corresponding recipient-specific suffix.

      Suffix is required when using multiple processes for multiple billing configurations.

  11. Click Save.

  12. Click Activate.

    This triggers JustOn to execute the process when the Close Deposit Invoice checkbox is selected. It closes the deposit invoice and prepares the object for creating the final invoice (for details, see Deposit Invoice Closure).

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Depending on your use cases, the process setup and the objects to involve may vary.

For help with setting up processes, see Create a Process in the Salesforce Help, or contact JustOn Support.

Note

Make sure that closing a deposit invoice from its detail view using the Close button does not trigger the configured process for closing deposit invoices from source records. This may produce errors.

Enabling Deposit Invoices for Multiple Parties

Generally, JustOn is set up to issue invoices to one recipient, usually via the account associated to the corresponding source record. Certain business use cases require billing to multiple parties, however - like, for example, in a marketplace scenario.

  1. Create multiple (recipient-specific) sets of ON fields as listed in Adding Deposit Invoice Fields to Source Objects.

    For details, see Creating Recipient-Specific Controlling Fields.

  2. Create an individual closing process with an individual trigger for each configuration set, specifying the corresponding recipient-specific suffix as an Apex variable.

    Process Name Trigger Control Field Suffix
    Close Deposit Merch checkbox Close_Merch Merch
    Close Deposit Buy checkbox Close_Buy Buy

Enabling Dunning Reminders for Deposit Invoices

By default, pro forma invoices and deposit invoices are exempt from dunning processes. If your business, however, requires issuing reminders for pro forma invoices and deposit invoices, you must explicitly enable this option using the corresponding global setting Allow Pro Forma / Deposit Dunnings.

  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 Allow Pro Forma / Deposit Dunnings.
  5. Click Save.

Next steps:

Managing Deposit or Pro Forma Invoices

Return to JustOn Administration.