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.

Info

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

Enabling deposit invoices in JustOn involves the following tasks:

Adding new fields to the source object to hold the required deposit invoice data
Configuring deposit invoice display
Creating a process for closing the deposit invoice

Info

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 and dunnings. You can, however, optionally enable the bookkeeping data generation for deposit invoices if required by your accounting.

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.

Info

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

Info

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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Your business may require to set up installments for final invoices. If you do so, JustOn sets the invoice type Final with Installment. Removing an installment from a final invoice sets the invoice type Final.

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.

The following example shows a final invoice with two payments, where each payment has a different tax rate. To make it easier to understand, 20% and 25% are used as tax rates.

Pos.	Title	Tax Rate	Net Price
1	Some Goods	20%	1000
2	Some Service	20%	500
		Subtotal Net		1500
		Tax Amount		300
		Grand Total		1800

		Received Payments (net)		-740
		Tax on Received Payments		-160
		Tax on Received Payments (20 %)		-100
		Tax on Received Payments (25 %)		-60
		Received Payments (gross)		-900

		Remaining Final Payment (net)		760
		Tax on Remaining Final Payment		140

		Payment 06/10/2020 25 %		-300
		Payment 08/15/2020 20 %		-600

		Payment Amount		900

If there are multiple payments with different tax rates, the invoice includes a Received Payments Tax ([Tax Rate]) line for each applied tax rate.

Deposit Invoice PDF Output Options

The lines Tax on Received Payments ([Tax Rate]) and Received Payments (gross) are hidden by the default CSS. You can use custom CSS to hide or show specific lines.

Look at these examples:

Show the Tax on Received Payments ([Tax Rate]) lines

.invoice-table .received-payments-tax-by-taxrate {
    display: table-row;
}

Show the Received Payments (gross) line

.invoice-table .received-payments-gross {
    display: table-row;
}

Hide the Received Payments (net) line

.invoice-table .received-payments-net {
    display: none;
}

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

There are two template fields that control the display of the corresponding balance information:

Template Field	Description
Balance Columns	Defines the columns for the balance table. The definition must be a list of balance field API names separated by semicolons. If `BalanceTitle` is used, the column will display the text defined in the field `Balance Types`. The default definition is `BalanceTitle;Date__c;Amount__c`
Balance Types	Specifies a mapping (in JSON notation) of the values defined in the `Type` field of the Balance object to some display text (which can include placeholders). Types that are not specified in the mapping are not displayed on the invoice.

JustOn applies this configuration also to print the received payments on the final invoice PDF. To set these fields, you can use the Final template detail.

For the Final template detail, the default definition for Balance Columns is

BalanceTitle;Date__c;TaxRate__c;Amount__c

If required, you can also set the Balance Types to show only payments:

[ {
"type" : "Payment",
"title" : "Payment"
}, {
"type" : "Prepayment",
"title" : "Prepayment"
} ]

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The template detail Final is available as of JustOn 2.68. If you upgrade from a previous version, it may not be available. If required, you must create the template detail Final. For details, see Configuring Template Details.

Note

Because of the temporarily changed tax rules in Germany, there may be payments with different tax rates on one invoice. Due to the necessary adjustments during PDF generation, there may be deviations from PDF files produced with JustOn versions prior to 2.68. Please check the produced PDF files if you have already used final invoices earlier.

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

any object if you use the generic invoice run for billing arbitrary objects, or
the Opportunity object in case of opportunity billing.

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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.

Navigate to the fields list of the source object.

Create the following new 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.

To have JustOn create a deposit line item, create one of the 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.

For help about creating fields, see Managing Object Fields.

Info

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

Open the template or template detail to be edited.
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.
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:

Open the template to be edited.
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;
}
```
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:

Open the template to be edited.
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;
}
```
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. It closes the deposit invoice and prepares the source object for creating the final invoice (for details, see Deposit Invoice Closure).

Note

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

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

in case of arbitrary object billing, select the corresponding object, for example, Order,
in case of opportunity billing, use the Opportunity object

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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:

In Setup, open Process Builder.

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

In Salesforce Classic, navigate to Create > Workflow & Approvals > Process Builder.
Click New.
Specify a (descriptive) process name.
Set the process to start when A record changes.

Configure the process as required.

Step	Option	Description
Add Object	Object	The original object whose modifications are to close the deposit invoice
	Start the process	The type of record change that triggers the process, either creation only or creation and modification
Add Criteria	Criteria for Executing Actions	The type of criteria, determines whether to check for specific field values or to evaluate records using a formula
	Set Conditions \| Build Formula	The use case-specific criteria, either the filter conditions for evaluating field values or the formula
Add Action	Action Type	The type of action to be executed, must be `Apex`
	Apex Class	The Apex class to be executed, must be `Close Proforma Invoice`
	Set Apex Variables	Invocable variables for the Apex class `Object Id` specifies the reference to the ID field of the original object `Suffix` string value that specifies a recipient-specific suffix, required when using multiple processes for multiple billing configurations

Click Save.
Click Activate.

For help about creating processes, see Lightning Process Builder in the Salesforce Help.

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.

Example use case: Set a checkbox to start the close process

Assume you create invoices from orders. You can, for example, use a custom checkbox field ON_CloseProformaInvoice on the order to trigger the process when the checkbox is selected.

(1) Create the custom checkbox:

API Name	Data Type
ON_CloseProformaInvoice	Checkbox

(2) Set up the process as follows:

Option	Value
The process starts when	A record changes
Object	Order
Start the process	when a record is created or edited
Criteria for Executing Actions	Conditions are met
Set Conditions	`[Order].Close Proforma Invoice` `Is changed` `True` `[Order].Close Proforma Invoice` `Equals` `True` `[Order].ON_ProformaInvoice__c` `Is null` `False` All of the conditions are met
Action Type	Apex
Apex Class	Close Proforma Invoice
Set Apex Variables	`Object Id` `Field Reference` `[Order].Id`

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

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.

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.
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

Creating Deposit Invoice and Final Invoice From Different Sources

Your business may require to create a deposit invoice from one source object and the related final invoice from another. Think of the Salesforce CPQ process, for example: You can create the deposit invoice from a quote, and the final invoice from a CPQ subscription that is based on this quote.

In addition to the original deposit invoicing configuration, this approach involves the following steps:

Set the deposit invoice fields on the two source objects.

The first source object – the one from which you create the deposit invoice – requires these fields to hold the relevant deposit invoice data:

API Name	Description
ON_Type	Must be set to `Deposit` in order to create the deposit invoics.
ON_ProformaInvoice	Lookup the related deposit invoice.
ON_DepositRate \| ON_DepositAmount	Used to set or calculate the price of the deposit line item to be created.

The second source object – the one from which you create the final invoice – requires the following fields:

API Name	Description
ON_Type	Must be set to `Final` in order to create the final invoice.
ON_ProformaInvoice	Lookup the related deposit invoice.

For details, see Adding Deposit Invoice Fields to Source Objects.

Relate the deposit invoice with the second source object.

The lookup field ON_ProformaInvoice on the second source record must point to the deposit invoice created from the first source record.

According to your project requirements, this relation can be set
- automatically using a dedicated custom process (or an additional action in the deposit invoice closing process)
- automatically using other automation means on record creation, depending on the involved object
- manually through user input

Other required tasks include:

Workflow outline

Once set up, the solution may work as follows:

deposit_2_sources
Creating deposit invoice and final invoice from different sources

(1) JustOn generates a deposit invoice if the field ON_Type on the first source record is set to Deposit. Using the fields ON_DepositRate or ON_DepositAmount, you set the price of the deposit line item to be created. The field ON_ProformaInvoice on the source record points to the deposit invoice.

On payment registration, JustOn assigns the corresponding payment balance to the deposit invoice.

(2) When appropriate, you close the deposit invoice. In particular, this

unassigns the payment balance from the deposit invoice, and
creates the lookup between the second source record and the deposit invoice, that is, sets ON_ProformaInvoice on the second source record.

(3) With both ON_Type set to Final and ON_ProformaInvoice pointing to the deposit invoice on the second source record, JustOn generates the final invoice. It registers the payment balance, which has been previously unassigned from the deposit invoice, with the final invoice. Doing so reduces the final payment amount.

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.

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 Allow Pro Forma / Deposit Dunnings.
Click Save.

Next steps:

Managing Deposit or Pro Forma Invoices

Return to JustOn Administration.

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