Manually Creating Invoices

Info

Generally, invoices are supposed to be created with an invoice run on a regular basis.

You can, however, manually

• generate an individual invoice from scratch,
• generate an invoice from a subscription,
• if set up accordingly, generate an invoice from any object, or
• if set up accordingly, generate an invoice from an opportunity,
• clone an invoice.

Manually Generating an Individual Invoice

Manually creating an individual invoice requires the following parameters to be set:

Parameter	Description
Account	Specifies the account to which the invoice will be related
Template	Specifies the invoice template used to render PDF copies of the invoice

The contact details are optional.

To generate an individual invoice:

1. Open the Invoices tab.
2. Click New.

3. Specify the details as required.

   Mandatory parameters include the account and the template.

4. Optionally, select an invoice type.

   The available types include Proforma, Deposit and Final. Proceeding without selecting a specific type produces a "regular" invoice.

   Be aware that the invoice types Proforma, Deposit and Final must be available in the invoice type picklist. If this is not the case, add them to the value picklist for the Type field of the Invoice object. For details, see Modifying Picklist Values.

   When selecting the invoice type Deposit, you are prompted to set either a deposit amount or a deposit rate.

5. Click Create.

   This generates the draft invoice.

6. Add invoice line items as required.

   For details, see Adding Invoice Line Items.

   Be aware that creating an individual invoice may produce errors if another, parallel invoice creation process is currently using the same source record.

Next steps:

Editing Invoices
Finalizing Invoices
Canceling Invoices

Creating Invoice From an Individual Subscription

Creating invoices from subscriptions requires the following parameters to be set:

Parameter	Description
Period Start	Used to determine valid items or transactions (invoicing period start date)
Period End	Used to determine valid items or transactions (invoicing period end date)
Invoice Date	Specifies the invoice date, defaults to the current date if left blank
Filter	Specifies the filter(s) to be applied

In addition to the parameters, there is a list of the active subscription items.

To generate an invoice from a subscription:

1. Open the subscription for which you want to create an invoice.
2. Click New Invoice.
3. Set the period start, period end and invoice date as required.
4. Select the subscription items to be included in the invoice.

5. Click Continue.

   This generates the draft invoice without considering the status and the validity period of the subscription.

   Be aware that you cannot create an invoice from a subscription while an invoice run is in progress.

Info

Usage data billing requires the (continuous) invoice run using the transaction filter, triggered either manually or as a scheduled job. Manually generating an invoice from the target subscription (using the New Invoice button) does not invoke the transactional billing.

Next steps:

Editing Invoices
Finalizing Invoices
Canceling Invoices

Creating Invoice From Individual Object

Note

Make sure that the generic invoice run is enabled, and that the button to invoke the invoice creation from the source object is available. For details, see Billing Arbitrary Objects.

To generate an invoice from an accordingly configured object:

1. Navigate to the object record for which you want to create an invoice.
2. Click New Invoice.

3. Select the custom invoice run filter.

   Be aware that individually creating an invoice from a single source record does not evaluate the filter condition (which is used to define the set of involved records on batch processing).

   If your source object is configured to be billed on a recurring basis, you are prompted to set a date range to limit the records based on their service date.

   If you start the invoice generation from a parent object, you are presented the following options:

   • A list for selecting the applicable filters

     If you select multiple filters, JustOn hides the other options.

     
     Selecting multiple filters

   • If the source object is configured to be billed on a recurring basis, a date range to limit the records based on their service date

     
     Selecting a filter for recurring billing

   • If the source object is configured to be billed once, a list of source records that link to the current parent record

     You can (de)select individual records. If more than 50 records are in the scope, JustOn will not display the list, but directly process all related records.

     
     Selecting a filter for one-time-billing

4. Click Continue.

   This generates the draft invoice, including all relevant data available from the source record and via the related account.

   Be aware that creating an individual invoice may produce errors if another, parallel invoice creation process is currently using the same source record.

Next steps:

Editing Invoices
Finalizing Invoices
Canceling Invoices

Creating Invoice From an Individual Opportunity

Note

Make sure that opportunity billing is enabled and the button New Invoice is available. For details, see Enabling Opportunity Billing.

Creating invoices from opportunities requires the following parameters to be set:

Parameter	Description
Period Start	Used to determine valid items or transactions (invoicing period start date)
Period End	Used to determine valid items or transactions (invoicing period end date)
Invoice Date	Specifies the invoice date, defaults to current date if left blank
Account	Specifies the account (if the opportunity is not assigned to an account)

In addition to the parameters, there is a list of the opportunity products that match the following criteria:

• the product is not invoiced or associated to a draft invoice
• the service period is empty or the service period is between the specified start date and end date

Opportunity products that have been invoiced already are summarized in a separate list, which is is collapsed by default. Note that invoicing these products again may produce erroneous invoices and account balances.

To generate an invoice from an opportunity:

1. Navigate to the opportunity for which you want to create an invoice.
2. Click New Invoice.
3. Set the period start, period end and invoice date as required.
4. Select the opportunity products to be included in the invoice.

5. Click Continue.

   This generates the draft invoice.

   Be aware that you cannot create an invoice from an opportunity while an invoice run is in progress.

Info

In addition to manually creating an invoice from an individual opportunity, you can execute an opportunity invoice run to process multiple opportunities at once.

Next steps:

Editing Invoices
Finalizing Invoices
Canceling Invoices