Enabling Opportunity Billing

Note

This document describes the legacy opportunity-to-invoice run. JustOn still provides this functionality for compatibility reasons with existing projects. For new projects, however, JustOn recommends to consider the opportunity a generic object and to set up opportunity billing using the generic invoice run. For details, see Billing Arbitrary Objects.

JustOn allows for creating invoices from opportunities. To this end, JustOn allows for configuring the standard opportunity object to hold the required invoicing data using the ON field mechanism. With custom filters, you then define which opportunities to include in the invoice run.

The opportunity products will figure as invoice line items on the created invoices.

Creating invoices from opportunities

Enabling opportunity billing involves the following mandatory tasks:

• Adding new fields to the Opportunity object to hold the required invoicing data
• Creating custom filters to define which opportunities to include in the invoice run

Optional setup steps may include:

• Assigning a specific invoice template
• Configuring optional lookup relations
• Configuring opportunity product behavior
• Enabling related invoice display for opportunities/related opportunity display for invoices
• Adding a button for manual invoice generation in the opportunity detail view
• Adding new opportunity stages for invoiced and not invoiced

Info

Note that for opportunity billing to work, your opportunities must include opportunity products, which will figure as invoice line items on the created invoices.

Adding Invoicing Fields to Opportunity

In order to hold the required invoicing data, you must add new fields to the Opportunity object.

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

2. Create the following new fields as required.

   Mandatory fields

   Field Label	API Name	Data Type	Description
   Invoice Run	ON_LastInvoiceRun	Lookup (Invoice Run)	Shows the last invoice run that has processed this opportunity
   Last Error	ON_LastError	Text (255)	Shows possible errors occurred during the last invoice run

   Optional fields

   Field Label	API Name	Data Type	Description
   Email Contact	ON_EmailContact	Lookup (Contact) or Formula (Text)	Shows a related contact
   Gross Invoice	ON_GrossInvoice	Boolean	True if a gross invoice is to be generated
   Email Invoice	ON_EmailInvoice	Boolean	True if the invoice is to be be sent via email
   Print Invoice	ON_PrintInvoice	Boolean	True if the invoice is to be be printed

   For help about creating fields, see Managing Object Fields.

Info

You can add more fields using the ON field mechanism.

Creating Opportunity Filters

To define which opportunities to include in the invoice run, you create custom filters.

Info

At least one filter is required.

1. Click to enter Setup, then 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 Filters.

3. Create opportunity filter(s) as required, following the examples below.

   For opportunity filters, a condition is mandatory.

   For help about creating filters, see Filters.

Example filters

Name	Target	Condition
Closed Won	Opportunity	StageName = 'Closed Won'
Closed Won Germany	Opportunity	RecordType.Name = 'Germany' AND StageName = 'Closed Won'

Assigning an Invoice Template

Optionally, you can define an invoice template to the opportunity or, in the same way, to the corresponding account. JustOn tries to use the template defined with the opportunity first and falls back to account. If the field is not available or empty, the default invoice template will be used instead.

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

2. Create the new field for the invoice template as shown below.

   Field Label	API Name	Possible Data Types
   Invoice Template	ON_Template	Lookup (Template) Picklist Formula (Text, ID) Text

   For help about creating fields, see Managing Object Fields.

Creating Lookup Relations

For reporting purposes, you may want to display the parent-child relations between

• an opportunity product and its corresponding invoice line item
• an invoice line item and its originating opportunity

using Salesforce's related list functionality (see Work with Related Lists on Records in the Salesforce Help). To this end, you need the corresponding lookup relations.

To create a lookup relation from the opportunity product and its corresponding invoice line item:

1. Navigate to the fields list the Opportunity Product object.

2. Create the following new field.

   Field Label	API Name	Data Type
   Invoice Line Item	ON_InvoiceLineItem	Lookup (Invoice Line Item)

   For help about creating fields, see Managing Object Fields.

To create a lookup relation from the resulting invoice line item to its originating opportunity:

1. Navigate to the fields list of the Invoice Line Item object.

2. Create the following new field.

   Field Label	API Name	Data Type
   Opportunity	ON_Opportunity	Lookup (Opportunity)

   For help about creating fields, see Managing Object Fields.

Managing Opportunity Product Behavior

When creating invoices from opportunities, each opportunity product will result in an invoice line item if the following criteria are true:

• the opportunity product has not been billed before, that is, it is not part of an Open or Paid invoice
• the service date is not set or it is between the period start and the period end of the invoice run

Info

The fields Service Period Start and Service Period End are not filtered against the invoice run period. They are just copied to the resulting invoice line item.

The fields of the opportunity product and its corresponding product are mapped in the following way:

Source Object	Field	Invoice Line Item Field	Description
OpportunityLineItem	Description	Description__c	will fallback to Product2.Description if empty
OpportunityLineItem	Quantity	Quantity__c
OpportunityLineItem	List Price OR Sales Price	UnitPrice__c	Depends on discount calculation
OpportunityLineItem	ON_UnitPrice__c	UnitPrice__c	Use the ON field to override the sales price. If present, the automatic discount calculation is disabled.
OpportunityLineItem	ServiceDate, ON_ServicePeriodStart__c, ON_ServicePeriodEnd__c	ServicePeriodStart__c, ServicePeriodEnd__c	Use the ON fields to set the service period fields explicitly. If these fields are not available or empty, the service date is used. If the service date is empty, it will fallback to the period start and period end of the invoice run.
OpportunityLineItem	ON_Sequence__c	Sequence__c
Product2	ON_QuantityUnit__c	Unit__c
Product2	Name	Title__c
Product2	ProductCode	ProductCode__c
Product2	Family	ProductGroup__c

Info

The tax rate and the applied tax rule are determined by the corresponding account and the Product2 object.

Calculating Discount Amount for Opportunity Products

For calculating discounts, there are two options.

(A) If all of the following conditions are true

• SalesPrice < ListPrice
• SalesPrice >= 0
• Quantity >= 0

apply the following settings:

Invoice Line Item Field	Setting
UnitPrice__c	ListPrice
Discount__c	empty
DiscountAmount__c	-Quantity * (ListPrice + SalesPrice * (Discount - 1))

This results in a calculated discount amount.

(B) If the mentioned conditions are not true or if the opportunity product is scheduled (see Working with Scheduled Opportunity Products), apply the following settings:

Invoice Line Item Field	Setting
UnitPrice__c	SalesPrice
Discount__c	Discount
DiscountAmount__c	0

This applies a percentage discount.

To make copying the sales price the default behavior:

1. Navigate to the fields list of the Opportunity Product object.

2. Create the following new field.

   Field Label	API Name	Data Type
   Use Sales Price	ON_UseSalesPrice	Checkbox (default: true)

   For help about creating fields, see Managing Object Fields.

You can also control the discount amount calculation on the opportunity level. To do so, create the following new fields on the Opportunity object and the Opportunity Product object:

Object	Field Label	API Name	Data Type
Opportunity	Use Sales Price	ON_UseSalesPrice	Checkbox (default: true)
Opportunity Product	Use Sales Price	ON_UseSalesPrice	Formula (Opportunity.ON_UseSalesPrice__c)

Info

Using the custom field formula ON_UnitPrice__c on the opportunity product has the same effect as setting the checkbox Use Sales Price.

Enabling Opportunity Product Selection

You can set up an option to individually select opportunity products to be billed. When enabled, JustOn creates invoice line items only for the selected opportunity products.

1. Navigate to the fields list of the Opportunity Product object.

2. Create the following new field.

   Field Label	API Name	Data Type
   Is Billable	ON_IsBillable	Checkbox

   For help about creating fields, see Managing Object Fields.

Note

JustOn creates invoice line items out of opportunity products only if the checkbox field ON_IsBillable does not exist or, if available, is marked.

Info

When using opportunity billing and if the ON_LastInvoiceRun__c field of the opportunity is already set, you must start a new invoice run in order to consider new opportunity products after activating the checkbox ON_IsBillable. If you do not want to create a new invoice run, you must clear the Invoice Run field of the opportunity.

Working with Scheduled Opportunity Products

Note

Product scheduling must be enabled.

Note that the Product Schedules Settings are accessible in Salesforce Classic only.

To enable product scheduling:

1. Click to enter Setup, then open Product Schedules Settings.

   In Salesforce Lightning, navigate to Feature Settings > Sales > Products > Product Schedules Settings.

   In Salesforce Classic, navigate to Build > Customize > Products > Product Schedules Settings.

2. Enable Quantity Schedules, Revenue Schedules or both.

3. Click Save.

   For details, see Enable Product Schedules in the Salesforce Help.

Each opportunity product schedule will result in an invoice line item if the following criteria are true:

• the opportunity product has not been billed before, that is, it is not part of an Open or Paid invoice
• the schedule date is set before the period end or equals it

The fields Title__c, Description__c, ProductCode__c and ProductGroup__c are populated as described in the opportunity product field mapping table.

The service period is set as follows.

Field	Value	Description
ServicePeriodStart__c	OpportunityLineItemSchedule.ScheduleDate
ServicePeriodEnd__c	OpportunityLineItemSchedule.ScheduleDate of the next schedule - 1 day	If there is no next schedule, the period end is used instead

Quantity__c and UnitPrice__c will be set based on the type of the schedule:

Quantity-based schedules

Field	Value
Quantity__c	OpportunityLineItemSchedule.Quantity
UnitPrice__c	OpportunityLineItem.UnitPrice

Revenue-based schedules

Field	Value
Quantity__c	1
UnitPrice__c	OpportunityLineItemSchedule.Revenue

Quantity and revenue-based schedules

Field	Value
Quantity__c	OpportunityLineItemSchedule.Quantity
UnitPrice__c	OpportunityLineItemSchedule.Revenue

Info

Invoice line items with a quantity of 0 will be deleted.

Enabling Related List Display

Optionally, you can enable the display of

• related invoices in the opportunity details
• related opportunities in the invoice details

using Salesforce's related list functionality (see Work with Related Lists on Records in the Salesforce Help).

To add the related invoices list to the opportunity page layout:

1. Navigate to the object management settings of the Opportunity object.
2. Click Page Layouts.
3. In the row of Opportunity Layout, click Edit.

4. Add the following Visualforce page to the page layout, then click Save.

   Visualforce Page	Business Logic
   OpportunityBilledAt	Lists created invoices on the opportunity

   For help about modifying page layouts, see Managing Pages.

To add the related opportunities to the invoice page layout:

1. Navigate to the object management settings of the Invoice object.
2. Click Page Layouts.
3. In the row of Invoice Layout, click Edit.

4. Add the following Visualforce page to the page layout, then click Save.

   Visualforce Page	Business Logic
   BilledOpportunities	Lists billed opportunities on the invoice

   For help about modifying page layouts, see Managing Pages.

Miscellaneous Options

Enabling Single Invoice Generation per Opportunity

It is possible to generate single invoices per opportunity on the same account. To this end, you need new custom fields on the Opportunity and Invoice objects.

1. Navigate to the fields list of the Opportunity or Invoice object, respectively.

2. Create the following new field.

   Object	API Name	Data Type	Description
   Opportunity	ON_CreateSingleInvoice	Boolean	true if a single invoice is to be generated
   Invoice	ON_InvoiceSeparately	Boolean	Will be set during the invoice run

   For help about creating fields, see Managing Object Fields.

Enabling Gross Invoice Generation

JustOn can generate net invoices, gross invoices or mixed net/gross invoices. This behavior is controlled using the checkbox Gross Invoice on the invoice line item.

Info

You can set the checkbox Gross Invoice on the invoice line item as of JustOn 2.50.

To enable the setting for opportunity billing, you need the ON field ON_GrossInvoice on the Opportunity Product object.

1. Navigate to the fields list of the Opportunity Product object.

2. Create the following new field.

   API Name	Data Type	Description
   ON_GrossInvoice	Boolean	true if a gross invoice is to be generated

   For help about creating fields, see Managing Object Fields.

Adding an Invoice Generation Button

Optionally, you can enable manual invoice generation from an opportunity using a button. Adding a new button for manual invoice generation involves two steps:

• Creating the button
• Adding the button to a page layout

To create the button:

1. Navigate to the object management settings of the Opportunity object.
2. Click Buttons, Links, and Actions.
3. Click New Buttons or Link.

4. Create the following button, then click Save.

   Detail	Value
   Label	New Invoice
   Display Type	Detail Page Button
   Behavior	Display in existing window with sidebar
   Content Source	Visualforce Page
   Content	NewInvoiceFromOpportunity

   For help about creating buttons, see Managing Buttons or Links.

To add the button to the page layout:

1. Navigate to the object management settings of the Opportunity object.
2. Click Page Layouts.
3. In the row of Opportunity Layout, click Edit.

4. Add the new button to the page layout, then click Save.

   For help about modifying page layouts, see Managing Pages.

Creating Invoicing-Related Opportunity Stages

Optionally, opportunities can be transferred to a new stage once the opportunity products have been invoiced. To enable this feature:

1. Click to enter Setup, then 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. Specify values for the data fields Billed Opportunity Stage Name and Not Billed Opportunity Stage Name, then click Save.

   Global Settings Data Field	Use Case	Example Value
   Billed Opportunity Stage Name	Is set if all opportunity products have been invoiced, and the invoice is set Open.	Billed
   Not Billed Opportunity Stage Name	Is set if the related invoice has been (partially) canceled. Depending on your business scenario, you can choose to use a new, dedicated stage, or to use the stage that originally triggers the invoice creation (as set as the filter condition).	Not billed Closed Won

   The opportunity stages will be updated each time an opportunity-related invoice is updated.

Next steps:

Executing an Opportunity Invoice Run
Creating Invoice From an Individual Opportunity

Return to JustOn Administration.