Managing Account Statements

To support accounting purposes, JustOn allows for generating account statements. An account statement represents a report that summarizes the balances of a given account for a specific time period. PDF copies of the account statements can then be distributed to the corresponding recipients.

Account statements can have different statuses.

  • Draft: New account statements have the status Draft. You can check draft account statements for correctness and edit them as necessary.
  • Closed: Finalizing account statements sets them to Closed and generates the PDF account statements to be sent out.

Managing account statements involves the following tasks:

Info

For details about account statement configuration options, see Setting Up Account Statement Management.

Creating Account Statements for Multiple Accounts

Using the Statement Runs functionality, you can create account statements for multiple accounts.

  1. Open the Statement Runs tab.
  2. Click New.
  3. Open the Account Statement Run sub-tab.

    acc_statem_run
    Invoking an account statement run

  4. Specify the period start and end as required.

  5. If applicable, select the account statement filter as required.
  6. Click Start.

    This creates account statements for all accounts that have balances produced in the selected period.

Info

JustOn pre-populates the address fields of the resulting account statements if you have set up contact roles with address data for the accounts and a corresponding contact role mapping for the use case Invoice Contact.

Creating Account Statement for Single Account

If set up accordingly, you can individually generate an account statement for a single account.

Note

Make sure that the button Account Statement is available. For details, see Enabling Account Statement Generation for Single Accounts.

  1. Navigate to the account for which you want to create an account statement.
  2. Click to open the action menu, then select Account Statement.
  3. Specify the period start and end as required.
  4. Click Continue.

    This creates a single account statement for the current account.

Info

JustOn pre-populates the address fields of the resulting account statements if you have set up contact roles with address data for the accounts and a corresponding contact role mapping for the use case Invoice Contact.

Editing Account Statement

After creating account statements, you can modify account statement details like basic data, addresses, distribution instructions, texts, etc.

  1. Open the account statements list.

    To access the account statements list, click the statement run name in the Statement Runs tab, or open the Statements tab.

  2. Click Edit in the row of the account statement you want to modify.

    Alternatively, you can click the account statement name to open the account statement and then click Edit in the detail view.

  3. Modify the data as required.

  4. Click Save.

Finalizing Account Statements

Finalizing account statements sets them to Closed and generates the PDF account statements to be sent out.

Note

Once an account statement is set Closed, you can no longer change or delete it.

  1. Open the Statement Runs tab.
  2. Click the name of the statement run that has produced the account statements you want to finalize.
  3. Select the checkboxes next to the account statements you want to finalize.

    Proceeding without selection includes all account statements.

  4. Click Finalize.

    This sets all selected account statements to the status Closed and generates the PDF account statements to be sent out.

Info

Find the produced files on Salesforce's Files tab in the group Owned by me, if not configured otherwise (see File Distribution).

Note

As of JustOn 2.49, Salesforce Files is the default location for storing produced files. For accessing and using file-related JustOn features, make sure that the the Salesforce features Content Deliveries and Salesforce CRM Content are enabled.

Emailing Account Statements

JustOn supports the distribution of the generated account statement PDF documents via email. There are various options for emailing the PDF documents:

  • sending all or selected account statements from the account statements list, or
  • sending an account statement individually from its detail view.

Info

Be aware that the emails are not sent immediately. Instead, JustOn queues the emails and sends them at 03:00 every day by default.

Sending Multiple Account Statement Documents

  1. Open the account statements list.

    To access the account statements list, click the statement run name in the Statement Runs tab, or open the Statements tab.

  2. Select the checkboxes next to the account statements you want to send, or leave all checkboxes unmarked to include all listed account statements in the distribution.

  3. Click Email.
  4. Optionally, select the option to send a BCC to you, or the option to send the emails immediately.
  5. Click Continue to confirm and complete the operation.

    This queues the email distribution of the selected, or all, respectively, account statements to the corresponding accounts.

Sending Individual Account Statement

  1. Open the account statements list.

    To access the account statements list, click the statement run name in the Statement Runs tab, or open the Statements tab.

  2. Click the account statement name to open the detail view.

  3. Click Send Dunning, then Continue to confirm the operation.
  4. Optionally, adjust the email recipients or the email text as required.
  5. Click Send.

    This sends the current account statement to the defined email recipient immediately.

Redistributing Account Statements

Certain business use cases may require (re-)distributing existing PDF documents to a file distribution target, for example, in case the automatic distribution has failed or there is a new file distribution target to be populated. To this end, JustOn provides the custom button Distribute PDF. You can select records from list views and then use this button to distribute the corresponding PDF files to a (configurable) file distribution target.

Note

Use the redistribution function with caution. JustOn does not check the selected file distribution target for existing files, so distributing the same files to the same targets produces duplicates, which may consequently have unwanted effects.

To (re-)distribute account statement PDF documents:

Note

Make sure that the PDF redistribution is enabled. For details, see Enabling PDF Redistribution.

  1. Open the account statements list.

    To access the account statements list, click the statement run name in the Statement Runs tab, or open the Statements tab.

  2. Select the checkboxes next to the account statements you want to redistribute to a file distribution target, or leave all checkboxes unmarked to include all listed account statements.

  3. Click Distribute PDF.
  4. Select the file distribution target.
  5. Optionally, select the option to consider draft folders and draft documents only.
  6. Click Continue.

    This starts a job that regenerates the corresponding PDF files and stores them in the selected location.

Downloading Account Statements

Certain business use cases may require you to download account statements. To this end, JustOn provides a custom button that allows you to select records from the statement run list view and download the corresponding PDF files to a ZIP file.

  1. Open the account statements list.

    To access the account statements list, click the statement run name in the Statement Runs tab, or open the Statements tab.

  2. Select the checkboxes next to the account statements you want to download, or leave all checkboxes unmarked to include all listed account statements.

  3. Click Download ZIP.
  4. Optionally, select a specific file name pattern.

    The corresponding picklist shows the item Automatic Filename as well as the file name patterns as defined in PDF Name settings.

  5. Click Start.

    This starts a job that collects and, if necessary, regenerates the corresponding PDF files and writes them to a ZIP file.

    Depending on the number of involved records, the job may freeze without indicating an error. In this case, cancel the current execution and repeat the operation with a smaller number of records to process.

  6. When the process has completed, click Download ZIP.

    This opens the dialog for saving the ZIP file to your computer.