Best Practice: JustOn for Salesforce CPQ

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

Info

Be aware that Salesforce CPQ is not just a tool but an integral approach to cover intricate sales scenarios with complex product and pricing configurations.

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.

CPQ_integration
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.

JustOn Configurator package for Salesforce CPQ

The JustOn Configurator includes a configuration package to set up JustOn Billing & Invoice Management for Salesforce CPQ.

It configures the standard objects Asset and CPQ Subscription to be invoiced with JustOn. Namely, the package adds the following artifacts:

Invoicing fields on Asset and CPQ Subscription
Field set for the New Invoice page (on OrderItem)
Permission set for all fields
New Invoice buttons on Account and Contract

To complete the setup, you must, after deploying the package:

Assign the permission set to all JustOn users
Modify the ON_Template formula on Asset and CPQ Subscription to include the template to be used

Asset configuration

Field	Data Type	Description	Content
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.	`AccountId`
ON_InvoiceBuildError	Text(255)	Shows errors that occurred during the last invoice run.
ON_Invoice	Lookup(Invoice)	The invoice that resulted from this record.
ON_IsItem	Checkbox	Forces JustOn to use this object as the source for both the invoice and the invoice line items.	`True`
ON_LastInvoiceRun	Lookup(InvoiceRun)	Shows the last invoice run that has processed this object.
ON_Quantity	Formula(Number)	The quantity to be billed for this invoice line item.	`Quantity` (standard Asset field)
ON_ServiceDate	Formula(Date)	The record will be invoiced when the date is null or within the service period of the invoice run.	`SBQQ__QuoteLine__r.SBQQ__StartDate`
ON_Template	Formula(Text)	Specifies the Salesforce ID of the related template.	ID of the template to use
ON_Title	Formula(Text)	The name or short description of the invoice line item.	`Name` (standard Asset field)
ON_UnitPrice	Formula(Currency)	Either the net or gross price of one unit of this item.	`Price` (standard Asset field)

CPQ Subscription configuration

Field	Data Type	Description	Content
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.	`SBQQ__Account__c`
ON_BillingPeriod	Formula(Number)	Defines the time interval (in days, months or years) after which the item is considered in the invoice run.	`SBQQ__QuoteLine__r.SBQQ__Quote__r.SBQQ__SubscriptionTerm__c`
ON_BillingType	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`.	`Recurring`
ON_BillingUnit	Formula(Text)	Defines the time unit for the billing period to be displayed on the invoice and which is used for the price calculation of the billing period. Supported values are `Day`, `Month` and `Year`.	`Month`
ON_InvoiceBuildError	Text(255)	Shows errors that occurred during the last invoice run.
ON_Invoice	Lookup(Invoice)	The invoice that resulted from this record.
ON_IsItem	Checkbox	Forces JustOn to use this object as the source for both the invoice and the invoice line items.	`True`
ON_LastInvoiceRun	Lookup(InvoiceRun)	Shows the last invoice run that has processed this object.
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.
ON_Quantity	Formula(Number)	The quantity to be billed for this invoice line item.	`SBQQ__Quantity__c`
ON_ServiceDate	Formula(Date)	The record will be invoiced when the date is null or within the service period of the invoice run.	`null`
ON_StartDate	Formula(Date)	The start date from which this item is active (may be empty).	`SBQQ__StartDate__c`
ON_EndDate	Formula(Date)	The date until which this item is active (may be empty).	`null` or `SBQQ__EndDate__c`
ON_Template	Formula(Text)	Specifies the Salesforce ID of the related template.	ID of the template to use
ON_Title	Formula(Text)	The name or short description of the invoice line item.	`SBQQ__QuoteLine__r.SBQQ__ProductName__c`
ON_UnitPrice	Formula(Currency)	Either the net or gross price of one unit of this item.	`SBQQ__NetPrice__c / SBQQ__ProrateMultiplier__c` or monthly unit price

Permission Set

JustOn_CPQ_Permissions

Buttons

Account.New_Invoice
Contract.New_Invoice

Field Sets

OrderItem.GenericInvoiceRun

Filter

Name	Target	Parent Relationship	Use Case
`Asset`	`Asset`	`{"AccountId": "Account"}`	`Generic`
`CPQ Subscription`	`SBQQ__Subscription__c`	`{"ON_Account__c": "Account" , "SBQQ__Contract__c": "Contract"}`	`Generic`

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:

Navigate to the fields list of the source object.

Create at least the following new fields.

API Name	Data Type	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, `AccountId`.
ON_Template	Formula (Text)	Specifies the Salesforce ID or name 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. If the produced invoice is canceled, the object records become subject to the invoice run again.
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:

Navigate to the fields list of the source object.

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, `AccountId`.
ON_Template	Formula (Text)		Specifies the Salesforce ID or name 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. If the produced invoice is canceled, the object records become subject to the invoice run again.
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 Billing.

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.

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 Filters.
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

Name	Target	Use Case
CPQSubscriptions	SBQQ__Subscription__c	Generic
Assets	Asset	Generic