Best Practice: JustOn for Salesforce CPQ

JustOn for CPQ integrates JustOn Billing & Invoice Management with Salesforce CPQ, the Configure, Price, Quote software from Salesforce.

Salesforce CPQ uses assets for one-time products. For recurring items, it produces contracts and CPQ subscriptions.

To allow for automatic billing, the assets as well as the CPQ subscriptions are configured to hold the required invoicing data. Consequently, JustOn for CPQ employs the generic invoice run to generate invoices from both the assets and the CPQ subscriptions.

Solution Outline

In broad strokes, the solution works as follows:

(1) Salesforce CPQ and JustOn are installed in your org.

(2) From your quotes with quote lines, you create orders with order items.

(3) For one-time products, Salesforce CPQ creates assets based on the corresponding order items. On top of the assets, you set up the generic invoice run.

(4) For recurring items, Salesforce CPQ creates contracts and CPQ subscriptions out of the corresponding orders and order items. Based on the CPQ subscriptions, you set up the generic invoice run for recurring items.

(5) With your accordingly set up CPQ solution, a new or modified quote generates a new order item, which then produces either a new asset or a new CPQ subscription - depending on the type of product involved.

(6) Using the generic invoice run, JustOn will directly produce invoice line items from the new assets or new CPQ subscription.

Integrating JustOn's advanced billing with Salesforce CPQ

Integrating the JustOn's generic invoice run with Salesforce CPQ involves at least the following configuration tasks:

• Adding custom fields to the Asset object to control the invoice creation
• Adding custom fields to the CPQ Subscription object to control the invoice creation for recurring items
• Creating corresponding generic invoice run filters

Once set up as outlined, you execute the generic invoice run to create invoices from your assets and CPQ subscriptions.

Configuring Asset

The asset will be the single source object for both the invoice and the (one-time) invoice line items, as described in Single Objects. The invoicing process requires a number of ON fields on the asset:

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

2. Create at least the following new fields.

   API Name	Data Type	Controlling Field	Description
   ON_Account	Formula (Text)		Specifies the Salesforce account ID or external ID. The formula uses the API name of the field that links the object to the account, for example, TEXT(AccountId).
   ON_Template	Formula (Text)		Specifies the Salesforce ID of the related template.
   ON_ServiceDate	Formula (Date) Formula (Date/Time)		The record will be invoiced when the date is null or within the service period of the invoice run. The formula return type depends on the source field.
   ON_Invoice	Lookup (Invoice)		The invoice that resulted from this record.
   ON_LastInvoiceRun	Lookup (Invoice Run)		Shows the last invoice run that has processed this object.
   ON_InvoiceBuildError	Text (255)		Shows errors that occurred during the last invoice run.
   ON_IsItem	Formula (Checkbox)		Forces JustOn to use this object as the source for both the invoice and the invoice line items. The formula is true.
   ON_Title	Formula (Text)		The name or short description of the invoice line item.
   ON_Quantity	Formula (Number)		The quantity to be billed for this invoice line item. Using a formula, you can, if required, set the quantity 0 to exclude records from being invoiced if certain conditions are true. Assume, for example, a checkbox Billable - to exclude records where the checkbox is not selected, you can use a formula like: IF(Billable = 'false', 0 , Quantity)
   ON_UnitPrice	Formula (Currency)		Either the net or gross price of one unit of this item.

   For more information, see Setting Up Single Object.

Configuring CPQ Subscription

The CPQ subscription will be the single source object for both the invoice and the (recurring) invoice line items, as described in Single Objects. As with assets, the invoicing process requires a number of ON fields on the CPQ subscription. To cover the recurring use case, however, you need additional fields that hold the specific recurring billing information:

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

2. Create at least the following new fields.

   API Name	Data Type	Controlling Field	Description
   ON_Account	Formula (Text)		Specifies the Salesforce account ID or external ID. The formula uses the API name of the field that links the object to the account, for example, TEXT(AccountId).
   ON_Template	Formula (Text)		Specifies the Salesforce ID of the related template.
   ON_ServiceDate	Formula (Date) Formula (Date/Time)		The record will be invoiced when the date is null or within the service period of the invoice run. The formula return type depends on the source field.
   ON_Invoice	Lookup (Invoice)		The invoice that resulted from this record.
   ON_LastInvoiceRun	Lookup (Invoice Run)		Shows the last invoice run that has processed this object.
   ON_InvoiceBuildError	Text (255)		Shows errors that occurred during the last invoice run.
   ON_IsItem	Formula (Checkbox)		Forces JustOn to use this object as the source for both the invoice and the invoice line items. The formula is true.
   ON_Title	Formula (Text)		The name or short description of the invoice line item.
   ON_Quantity	Formula (Number)		The quantity to be billed for this invoice line item. Using a formula, you can, if required, set the quantity 0 to exclude records from being invoiced if certain conditions are true. Assume, for example, a checkbox Billable - to exclude records where the checkbox is not selected, you can use a formula like: IF(Billable = 'false', 0 , Quantity)
   ON_UnitPrice	Formula (Currency)		Either the net or gross price of one unit of this item.
   Billing Type	ON_BillingType	Picklist Formula (Text)	Specifies the billing behavior. Supported values for recurring items include Recurring or Recurring Prorated. If the field does not exist or is empty, it defaults to the billing type One-Time.
   Next Service Period Start	ON_NextInvoice	Date	Specifies the next billing date. If no value is defined, it will be substituted by the maximum of the invoice run start date, subscription start date or item start date. When the invoice is set Open, it is incremented to the current invoice line item's service period end date + 1 day
   Start Date	ON_StartDate	Date Formula (Date)	The start date from which this item is active (may be empty)
   End Date	ON_EndDate	Date Formula (Date)	The date until which this item is active (may be empty)

   For more information, see Setting Up Single Object and Configuring Recurring Items.

Info

You can set up JustOn to allow for starting the generic invoice run from a parent of the actual source object. Following the outlined solution, you can configure the Contract object to allow for invoicing all CPQ subscriptions that belong to a given contract. For details, see Enabling Invoice Run From Parent.

Creating Generic Invoice Run Filters

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

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 Filters.

3. Create the following filters.

   Name	Target	Use Case
   CPQSubscriptions	SBQQ__Subscription__c	Generic
   Assets	Asset	Generic

   For additional information, see Creating Invoice Run Filter. For help about creating filters, see Filters.

Executing Invoice Run

Once set up, there are multiple ways to invoke the invoice creation process:

• Manual execution from the Invoice Runs tab, as described in Executing a Generic Invoice Run
• Manual execution from the Asset or CPQ Subscription (optionally, Contract) detail page, following the setup described in Adding Invoice Build Button
• Automatic execution on a regular basis, as described in Scheduling Invoice Run