Booking Account Allocation
Accounting systems like DATEV or SAP allocate booking data to dedicated bookkeeping accounts. To facilitate the initial account allocation, JustOn supports
G/L Account and Center
Your organization's business may require to export invoice bookkeeping data to accounting systems like DATEV or SAP. Usually, these systems assign generated revenues to general ledger accounts (G/L accounts, structures that record value movements in defined contexts) or cost centers or profit centers (business subdivisions to which costs or profits are allocated).
To support these assignments, JustOn can add G/L account or center information to invoice line items. When generating the bookkeeping data, this information is then populated to the booking details accordingly.
JustOn always recalculates the G/L Account and Center fields when doing a database update on the invoice line item. By default, this happens during the invoice creation or the invoice finalization.
Updating open invoices
If you need to update an invoice that is already set
Open with additional or new G/L account or center data, use JustOn's invoice fixing functionality, clicking Fix Invoices as described in Invoice Import and Fix. If that fails, perform a database update on the invoice line items of the selected invoices with the appropriate admin tools, like the Data Loader or the Salesforce Workbench.
You can control which G/L account or center information is added to invoice line items using specific assignment rules. JustOn implements these assignment rules as two custom settings:
- Assignment Rules - Center
- Define the criteria (fields and values to match) based on which an invoice line item is assigned a cost center or profit center, see Assignment Rules - Center
- Assignment Rules - G/L Account
- Define the criteria (fields and values to match) based on which an invoice line item is assigned a G/L account, see Assignment Rules - G/L Account
When working with assignment rules, be aware of the following:
- The rule matching process yields the specified result only if all specified criteria match. If you specify, for example, a product group and a business entity, the rule applies only if both the business entity on the invoice and the product group on the invoice line item have the corresponding values.
- If a rule field is empty, it is ignored during the matching process. If you specify, for example, a business entity, the rule applies if the business entity on the invoice has the corresponding value. Other data, like the product group, have no effect in this case.
If you use multiple rules, the same fields must be filled (or empty) in all rules. If you specify, for example, a product group in one rule, you must specify a product group in all other rules, too. Otherwise, if you leave a field empty in one rule, the field must also be empty in all other rules.
In case of ambiguous rule sets, the assignment becomes random.
Your business may require to keep track of cost objects – objects or activities to which costs can be allocated. To cover this need, JustOn provides the custom field
Cost Object on the Invoice Line Item and Booking Detail objects.
JustOn writes separate booking details for invoice line items where the cost object information differs (see Combining Booking Details).
You can use the ON field mechanism to set the
Cost Object field on invoice line items when generating the invoice. On booking detail creation, JustOn copies the corresponding values to the
Cost Object field on the booking details.
Depending on your business processes, you may create specific invoice bookkeeping data, payment bookkeeping data or subscription bookkeeping data that are not assigned to a revenue-related G/L account. Accounting systems like DATEV or SAP, however, still require an account number. To handle these scenarios, you can use collective accounts. They define account numbers for booking details without dedicated account numbers – primarily, for taxes or deferred revenues, but also for other use cases like payment bookkeeping data.
JustOn implements collective accounts using the custom setting Collective Accounts.
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 set the contra account number in the Booking Detail field
Business Partner Account Number. In this context, the business partner represents a debtor or creditor, and hence, the contra account.
The way to set
Business Partner Account Number depends on your business use cases:
- For customer-specific debtor numbers, you use the optional Account field
To support collective debtors (or debtor groups), you use the optional Invoice field
Using a collective debtor number via the Invoice field
DebtorNodoes not require a collective account setting. Instead, you just set the intended booking account number to be transferred to the booking detail.
When creating booking details, the Invoice field
DebtorNo takes precedence over the Account field
ON_DebtorNo. If the Invoice field
DebtorNo is empty or does not exist, JustOn uses the Account field
ON_DebtorNo to set
Business Partner Account Number in the booking detail.
Contra Account Split
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
BpAccountNo, creating separate booking details for the account and the contra account.
The option for creating separate booking details for the account and the contra account is available as of JustOn 2.64.
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.
- JustOn aggregates the booking details for the contra account along invoice number, booking date and G/L account number (except if they are not linked to an invoice or if they originate from a balance).
- Booking details created for cancellations cannot be split.
- Booking details that have been specifically created for contra accounts cannot be split along centers.
- JustOn does not generate contra account booking details for unbilled revenue.
If the option is enabled, JustOn books the amount twice, creating or modifying two separate booking details – one to be booked to the actual target account, and another one to be booked to the contra account.
Contra account booking details are aggregated by
AccountNo. The aggregation does not take place, however, if the contra account booking details are not linked to an invoice or if they originate from a balance.
For the contra account booking details, JustOn clones the original fields, with the following exceptions:
- The field
Typeof the contra account booking detail is set to
- In the contra account booking detail, the field
AccountNois set to the value of the (original)
- The field
For the split feature to work, the following conditions must be met:
- The type is not
- The lookup field
Contra Account Booking Detailis not set.
- The fields
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.
Be aware that booking details that have been specifically created for contra accounts cannot be split along centers.