Managing Balances

Invoices, credits, payments, refunds, dunning fees etc. create balance records. Consequently, balances show debits and credits for each account.

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Generally, JustOn creates balances automatically with specific operations, for example, finalizing invoices, assigning payment entries, etc. Certain business use cases, however, may require balances to be created manually, like pre-payments or payouts.

For information about the data saved with balance records, refer to the Balance object reference.

Balance concepts

Balances are associated to the account in a master-detail relationship.

JustOn adds up the balance records for invoices and for accounts, thus creating invoice balances and account balances.

  • The account balance is the sum of all balances for a particular account. A positive amount is considered a debit, and a negative amount is considered a credit.
  • The invoice balance is the sum of all balances for a particular invoice. If this sum is 0, the invoice is considered Paid; if the sum is not zero, the invoice is set Open.

The balance aggregation affects the following fields:

Object Affected Field Field Type Description
Account Balance Roll-Up Summary (SUM Balance.Amount) Shows the sum of all balances associated to this account. A positive amount is considered a debit, and a negative amount is considered a credit.
Invoice Balance Currency (16,2) The sum of all balances for this invoice. An invoice is considered paid or settled when the balance is zero.
Status Picklist The main invoice status, is set Open when the balance is not zero, is set Paid when the balance is zero.
Payment Date Date The date on which the payment for this invoice has been received completely. Is cleared when the balance is not zero, is set to the date of the last balance record when the balance is zero.

Think of the following example: A customer has made a pre-payment for an ordered product, and a user registers this, creating a balance record of the type Prepayment. Pre-payments (or any other existing balance records) are considered accordingly upon invoice creation. When the invoice is finalized (its status set Open), JustOn generates a balance record of the type Invoice. The balance record amount equals the grand total amount of the invoice. Then, the user registers the final payment with the invoice, generating a record of the type Payment. The invoice balance records may look like this:

Balance Record Amount Date Description
Prepayment -10 € 2017-03-02 Received a pre-payment of 10 € from the customer
Invoice 25 € 2017-03-27 Set the invoice Open with a grand total of 25 € and a payment due date of 2017-03-27
Payment -15 € 2017-03-31 Received the outstanding 15 € from the customer

The invoice is set Paid (-10 + 25 -15 = 0) with a payment date of 2017-03-31.

Related information:

Standard Balance Types

Automatic Balance Assignment

Prepaid Balance

Balance Settlement

Balance Overpayment

Balance Write-off

Payment Balance Refund

Accessing Balances

Balances are associated to an account and may be registered with an invoice. This is why you usually access balances from these contexts - via the Balances related list on the account or on the invoice.

Certain business cases, however, may require accessing balances without respect to their contexts. To this end, JustOn provides the Balances tab.

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The Balances tab is available as of JustOn 2.61. If you have upgraded JustOn from an earlier version, you must specifically allow accessing the new tab.

The Balances tab provides multiple list views of all Balance records. By default, the following list views are available:

List View Name Description
All Displays all existing balances
Payments Displays all balances of type Payment or Prepayment
Payouts Displays all balances of type Payout or Refund
Unassigned Displays all balances which are not assigned to an invoice and which are not locked
SEPA Validation Error Displays all balances with an existing SEPA Validation Error (failed account balance export)

Manually Creating Balances

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Generally, JustOn creates balances automatically with specific operations, for example, finalizing invoices, assigning payment entries, etc. Certain business use cases, however, may require balances to be created manually, like pre-payments or payouts.

You can create balances in two contexts: either via an account or via an invoice. When starting from an invoice, the new balance is immediately assigned to this invoice.

Creating Balance on Account

To create a balance starting from an account:

  1. Open the account for which you want to create a new balance.
  2. In the Balances related list, click New.
  3. Specify the details as necessary.

    The mandatory details include account, date and amount.

    Note that a positive amount is considered a debit, and a negative amount is considered a credit from the account's view.

  4. Click Save.

    This creates the new balance record, making it available for assignment to any draft or open invoice of the current account.

Creating Balance on Invoice

To create a balance starting from an invoice:

  1. Open the invoice for which you want to create a new balance.
  2. In the Balances related list, click New.
  3. Specify the details as necessary.

    Note that the balance amount is pre-filled with the open payment amount.

  4. Click Save.

    This creates the new balance record and immediately applies it to the current invoice balance.

Deleting Balance Records

You can delete incorrect balance records or balance records that have been erroneously created or rendered obsolete.

  1. Open the balance you want to delete.
  2. Click Delete, then Continue to confirm and complete the operation.

Manually Controlling Assignments

You can manually assign existing balances to draft or open invoices, or, in case of incorrectly assigned balances, revoke the assignment.

Manually Assigning Balances to Multiple Invoices

To assign free account balances to multiple invoices from a list view:

  1. Navigate to the Invoices list in the invoice run view, or open the Invoices tab and select an appropriate list view.

    The list view Recently Viewed does not display the Assign Balances button.

  2. Select the checkboxes next to the invoices you want to include in the balance assignment, or leave all checkboxes unmarked to include all listed invoices in the assignment.

  3. Click to open the action menu, then select Assign Balances.
  4. Click Continue to confirm and complete the operation.

    This assigns all free account balances to draft or open invoices of the corresponding accounts.

Manually Assigning Balance to Invoice

  1. Open the Invoices tab.
  2. Click the ID of the invoice you want to modify to open the detail view.
  3. Click Register Payment.

    This shows a list of unassigned balances.

    If there are no balances available, you are presented the dialog for creating a balance.

  4. Select the balance you want to assign to the current invoice, and click Assign.

    This assigns the selected balance to the current invoice, applying the balance amount and thus reducing the payment amount or, if balanced out completely, setting the invoice Paid.

Manually Unassigning Balance From Invoice

  1. Open the Invoices tab.
  2. Click the ID of the invoice you want to modify to open the detail view.
  3. In the Balances section, click the ID of the balance you want to unassign.
  4. Click Unregister Payment, then click Continue to confirm and complete the operation.

    This revokes the assignment of the selected balance to the current invoice, removing the balance amount from the invoice balance.

Refunding Payment

Using the payment page shipped with the JustOn Self-Service Extension, businesses can provide their customers the option to directly pay their invoices. To this end, the JustOn Self-Service Extension can integrate with payment service providers.

Depending on your payment service provider integration, you can use JustOn's balance management functionality to directly refund a payment made via the payment page of the JustOn Self-Service Extension.

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As of JustOn 2.60 and JustOn Self-Service 1.44, the payment refund is available with the Stripe integration.

Refunding a payment balance directly returns the specified amount to the customer. In JustOn, this operation creates a balance record of the type Refund for the account.

Note

In order to refund a payment, the following conditions must be met:

  • The type of the balance is Payment.
  • The payment has been made via the payment provider Stripe.
  • There is no pending Stripe refund.
  • There is no previously failed refund for the selected payment.
  • The payment is not yet fully refunded.
  1. Open the balance you want to refund.
  2. Click Refund.
  3. Optionally, adjust the amount to be refunded.

    If there is already a partial refund for the payment balance, the Refund page shows the total refunded amount and the available refund amount.

  4. Optionally, select a refund reason.

    The following refund reasons are available:

    • None
    • Duplicate
    • Fraudulent
    • Requested by the Customer

    If you believe the charge to be fraudulent, specifying fraudulent as the reason will add the associated card and email to your Stripe block lists, and will also help Stripe to improve their fraud detection algorithms.

  5. Click Refund Payment to confirm and complete the operation.

    This starts the refund process and returns you to the original payment balance.

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Allow some minutes for the refund to be processed by the payment service. On successful completion, JustOn creates a refund balance. In case of errors, JustOn creates a corresponding payment entry.

For details about a payment transaction, possible errors, etc., click Show Transaction in Stripe Dashboard.

For details about the refund handling, see Stripe Refund Handling.

Exporting Bank Transfer Orders from Balances

  1. Select the list view Unassigned.
  2. Select the checkboxes next to the balances you want to export, or leave all checkboxes unmarked to include all listed balances.
  3. Click to open the action menu, then select Export.

    export_payment
    Exporting account balance data

  4. Specify the export period as required.

    This limits the export to balances of the specified date range.

    Leaving the start and end dates blank includes all balances in the current list selection.

  5. Select the export configuration settings you want to apply.

    The configuration settings define the type of bank transfer orders you export (debit or credit orders).

  6. Set a payment date.

    The payment date must be two to five days in the future. For details, ask your bank.

  7. Optionally, select or deselect the Create Reverse Balances checkbox(es).

    This overwrites the preconfigured Create Payments setting made in the export configuration.

  8. Click Continue.

    This exports the bank transfer orders for the balances included in the current list selection and the specified date range according to the selected export configuration.

    If you have selected the option Create Reverse Balances, JustOn creates reverse balances for the exported balances to offset their amount.

    The exported balances as well as the generated reverse balances are locked - the Locked field is set true, and the Locked Reason is set to SEPA Export. Locked balances are exempt from certain business processes like (further) exports or automatic balance assignment.

Next steps:

Setting Up Balance Management Options

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