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Finalizing Invoices

New invoices have the status Draft. You can check draft invoices for correctness and edit them as necessary. If you approve of a draft invoice, you Finalize it. This process

  • sets the status to Open, making the invoice effective, that is, due for payment (and unalterable),
  • sets the invoice date (if not defined beforehand on invoice creation or using Preferred Invoice Date on subscriptions),
  • sets a unique final invoice number based on the configured invoice counter (see Counters and Number Ranges), and

  • creates PDF documents.

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

Info

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 Salesforce features Content Deliveries and Salesforce CRM Content are enabled.

You can finalize

  • a single invoice individually from its detail view,
  • selected invoices from the invoice list view (on the Invoices tab or the invoice run detail view), or
  • all listed draft invoices at once.

In order to apply the correct tax, make sure that the invoice line items have set a correct service period or, as a fallback, the invoice has set a correct date.

Note

Once an invoice is finalized, you can no longer change it.

Invoice finalization steps

The steps that JustOn executes on invoice finalization differ depending on whether you start the finalization batch chain from the invoice list view or an individual finalization from an invoice detail view. Note, besides, that Salesforce allocates more computing resources to batch processes.

Involved Steps Finalization Batch Chain From List View Single Finalization From Detail View
Retrieve external taxes
Build transaction tables (for missing records)
Settle invoices
Assign balances
Finalize invoices
Finalize external taxes
Create installments
Create PDFs
Create transaction CSVs
Payment collection
Is executed if there are payment instruments available for the corresponding account, which requires a payment provider integration via the Self-Service Portal.

Individually Finalizing an Invoice

To finalize a single invoice individually from its detail view:

  1. Navigate to the Invoices list in the invoice run view or open the Invoices tab.
  2. Click the invoice number to open the invoice's detail view.

  3. Click Finalize, then click Continue to confirm and complete the operation.

    This sets the status Open for the current invoice and generates the corresponding PDF document. Find the produced file on Salesforce's Files tab in the group Owned by me, if not configured otherwise (see File Distribution).

    Make sure to keep the current browser window/tab open until the process has finished and you are presented the invoice detail view again. Closing the window/tab while the process is running may result in an inconsistent state of data or may not produce the PDF file.

Next steps:

Distributing Invoices

Finalizing Selected Invoices

To finalize selected invoices from the invoice 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 Finalize button.

  2. Select the checkboxes next to the invoices you want to finalize.

    Marking the checkbox in the table header selects all invoices listed on the current list view page.

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

  4. Click Continue to confirm and complete the operation.

    This sets the status Open for the selected invoices and generates the corresponding PDF documents. Find the produced files on Salesforce's Files tab in the group Owned by me, if not configured otherwise (see File Distribution).

Next steps:

Distributing Invoices

Finalizing All Invoices

To finalize all listed draft invoices at once:

  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 Finalize button.

  2. Click to open the action menu, then select Finalize without prior selection.

  3. Click Continue to confirm and complete the operation.

    This sets the status Open for all draft invoices listed in the current invoice run view or in the Invoices tab and generates the corresponding PDF documents. Find the produced files on Salesforce's Files tab in the group Owned by me, if not configured otherwise (see File Distribution).

Next steps:

Distributing Invoices