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Distributing Invoices

Finalized invoices, that is, those that are Open and due for payment, are supposed to be distributed to the recipients.

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You can also use the View functionality to display and print the invoice PDF documents individually, and then mail the hard copy.

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 Invoice PDF Documents

By default, JustOn supports the distribution of the generated invoice PDF documents via email. For information about what is contained in the email, like subject, text body, etc., see Email Contents.

There are various options for emailing the PDF documents:

  • sending all or selected invoices from the Invoices list in the invoice run view or the Invoices tab, or
  • sending an invoice individually from its detail view.

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

Note

For an invoice to be considered in the email distribution, the checkbox Email Invoice must be selected.

Email statuses

JustOn stores the email distribution status in the field Email Status on the invoice. There are the following statuses:

Email Status Description
Unsent The default status: the invoice has not been sent yet.
Queued The invoice email is put in the queue for being sent by the corresponding job. Is set after the user has clicked Send.
Sent The email has been successfully sent by the email job.
Error The email has not been sent because of an error. The error message is written to the field Email Error.
The email job tries to resend the invoice email on its next run.
Email attachments

During the generic invoice run, JustOn can link documents that are associated to (parent or child) source records with the resulting invoice. The linked documents are then attached to the invoice upon distribution (emailing, etc.) and sent to the corresponding recipient.

When selecting attachments, be aware of the email size limit imposed by Salesforce. If set up accordingly, the maximum size of one email is 25 MB, which includes the body, headers and attachments (see General email limits in the Salesforce Help). That is, an email with a 25 MB attachment will exceed this limit and would, consequently, not be processed.

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To help tracking the invoice distribution, JustOn creates a history task for sent invoice emails. These tasks are created as Activity records on the related invoice. For details, see Controlling Email Tracking Options.

Sending Multiple Invoice PDF Documents

  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 Send button.

  2. On the Invoices tab, select the checkboxes next to the invoices you want to send, or leave all checkboxes unmarked to include all listed invoices.

  3. Click to open the action menu, then select Send.
  4. Optionally, specify the additional distribution options.

    • BCC me: If selected, sends a blind carbon copy to the current user.
    • Send the emails immediately: If selected, sends out the emails immediately.

      If left unselected, JustOn queues the emails and sends them using a scheduled job (at 03:00 every day by default).

  5. Click Continue to confirm and complete the operation.

    This sends the selected, or all, respectively, invoices to all accounts that have an invoice email recipient defined.

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In case you must resend multiple invoice emails, make sure to reset the email status to Unsent before trying to send them again.

Sending Single Invoice

  1. Navigate to the Invoices list in the invoice run view or open the Invoices tab.
  2. Click the ID of the invoice you want to send.
  3. Click Send.

    For draft invoices, you are prompted the option to finalize the invoice.

  4. Click Continue.

  5. Edit the email details as necessary.

    The email is pre-populated with the configured email contact (if available) and the contents as defined in the template (see Email Contents).

  6. Click Send.

    This sends the current invoice immediately to the specified recipients.

In Salesforce Lightning, you can manually create a public link to the invoice PDF on the Files tab.

  1. Open the Files tab.
  2. In the row of the invoice PDF you want to share, open the actions menu and select Public Link.

    Files that have been uploaded to cloud storage services are not longer available on the Files tab.

  3. In the Public Link Sharing dialog box, click Create Link.

    You can then copy the link and email it to any recipient using your standard email app.

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You can have JustOn create public file links automatically. For details, see Setting Up Public Link Generation.

Redistributing Invoice PDF Documents

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 invoice PDF documents:

Note

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

  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 Distribute PDF button.

  2. On the Invoices tab, select the checkboxes next to the invoices you want to redistribute to a file distribution target, or leave all checkboxes unmarked to include all listed invoices.

  3. Click to open the action menu, then select 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 Invoice PDF Documents

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

  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 Download ZIP button.

  2. On the Invoices tab, select the checkboxes next to the invoices you want to download, or leave all checkboxes unmarked to include all listed invoices.

  3. Click to open the action menu, then select 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.

Sending E-Invoices

As of version 2.46, JustOn can send electronic invoices to the Basware Network Services, through which they are distributed to the recipients.

Note

Make sure that the Basware integration is properly configured and the button Send E-Invoice is available. For details, see Setting Up Invoice Distribution With Basware.

Sending Multiple E-Invoices

To send e-invoices from the invoices 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 Send E-Invoice button.

  2. On the Invoices tab, select the checkboxes next to the invoices you want to send, or leave all checkboxes unmarked to include all listed invoices.

  3. Click to open the action menu, then select Send E-Invoice.

    This sends the electronic invoices whose Basware status is not Finished as well as their attached documents to Basware for distribution.

Sending Single E-Invoice

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You can send a single invoice to Basware if one of the following conditions is met:

  • The invoice has not been sent yet, that is, the Basware status is not Finished.
  • The invoice has been sent, but Basware rejected it for technical reasons. Be aware that to retrieve notifications and to allow for resubmitting failed transfers, you need to enable the notification retrieval.

To send an e-invoice from a single invoice:

  1. Open the invoice you want to transfer to Basware.

    You can send invoices in the statuses Open, Paid and Settled.

  2. Click Send E-Invoice.

  3. Click Continue to confirm and complete the operation.

    This sends the selected electronic invoice to Basware for distribution.

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For information about the Basware integration and its basic concepts, see Basware Integration Concepts.