Skip to content

Managing Balances

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

Info

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

Balance Refund

Manually Creating Balances

Info

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 section, click New Balance.
  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 section, click New Balance.
  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 in the row of the invoice line item you want to remove, then click 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. On the Invoices tab, 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 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 Unassigned Payment Balance

Depending on your org's payment provider integration, you can have the payment amount of unassigned balances returned completely or partially to the customer.

Note

You can refund a payment balance if

  • The payment method for the balance is set to Direct Debit.
  • The balance is unassigned from the invoice.
  1. Open the balance you want to refund.
  2. Click Refund.
  3. Optionally, adjust the amount to be refunded.
  4. Click Continue to confirm and complete the operation.

    If supported by your org's payment provider integration, this returns the specified amount to the customer. In JustOn, this creates a balance record of the type Refund for the account.

Next steps:

Setting Up Balance Management Options

Return to JustOn Operation.