Managing Deposit or Pro Forma Invoices
Certain business use cases require merchants or suppliers to ask their customers for advance payments. To this end, JustOn allows for creating deposit invoices.
Businesses issue deposit invoices before any goods or services are supplied, usually with the intention to secure a sale. The deposit (or down payment) is a partial amount or a percentage of the total amount, which is to be paid up front. After the sale is completed, the deposit invoice is closed and the final invoice is issued.
For details on deposit invoices in JustOn, the usual workflow, their structure, etc., see Deposit Invoices.
Pro forma invoices
Certain business use cases require merchants or suppliers to issue statements that specify the value of a sale transaction without being an actual payment request. To this end, JustOn allows for creating pro forma invoices.
For details on pro forma invoices in JustOn, the usual workflow, etc., see Pro Forma Invoices.
JustOn 2.47 has introduced pro forma invoices with an option for deposit invoicing. As of JustOn 2.54, deposit invoices and pro forma invoices are available as separate features.
Creating Deposit or Pro Forma Invoice
Deposit invoices or pro forma invoices are of the type
Proforma, respectively. There are two ways to set the type, depending on the way you create the invoices:
- When manually creating an invoice from scratch, you can select the invoice type.
- When creating invoices from accordingly configured objects, the invoice type setting is controlled using the ON field
ON_Typeon the source object.
Manually Creating Individual Invoice
When manually creating an invoice from scratch, you select either
Proforma on the New Invoice page.
Create a new invoice from scratch.
Proceed as described in Manually Generating an Individual Invoice.
Typefield, select the intended invoice type.
This creates the draft deposit invoice or pro forma invoice.
Generating Invoice From Source Records
The creation of a deposit invoice or a pro forma invoice is controlled using the ON field
ON_Type on the source object, which can be an opportunity or an arbitrary object.
Make sure that the intended feature is enabled. For details, see Enabling Deposit Invoices or Enabling Pro Forma Invoices, respectively.
On the object record for which you want to create a deposit or pro forma invoice, set the field
The source object can be an opportunity (when using opportunity billing) or any other object (when using the generic invoice run for billing arbitrary objects).
For a deposit invoice, set one of the fields
ON_DepositRatedefines a percentage rate to calculate the requested deposit, whereas using
ON_DepositAmountdefines a fixed value for the deposit.
If both a deposit rate and a deposit amount is defined, the amount takes precedence.
Create the deposit or pro forma invoice for the object record.
For an arbitrary object, proceed as described in Creating Invoice From Individual Object or Executing a Generic Invoice Run.
For an opportunity, proceed as described in Creating Invoice From an Individual Opportunity or Executing an Opportunity Invoice Run.
This generates the draft invoices for the corresponding objects.
A deposit invoice is subject to the usual invoice proceedings and business processes finalization, payment registration and the corresponding balance generation.
If your business, in addition, requires issuing reminders for deposit invoices, you must explicitly enable this option. For details, see Enabling Dunning Reminders for Deposit Invoices.
Closing Deposit or Pro Forma Invoice
You must close the deposit or pro forma invoice before you can create the final invoice. There are two ways to do so:
- Using the Close button on an individual invoice
- Using a custom process to be triggered from a source record
How to proceed depends on your business use cases and the corresponding data structure in your org. Contact the person who has set up deposit invoicing or pro forma invoicing to find out how to close deposit or pro forma invoices.
Closing Individual Invoice
To close a single deposit invoice or pro forma invoice individually from its detail view:
- Navigate to the Invoices list in the invoice run view or open the Invoices tab.
- Click the invoice number to open the invoice's detail view.
Click Close, then click Continue to confirm and complete the operation.
This closes the current deposit or pro forma invoice and clears the custom fields
ON_LastInvoiceRunon all related source records to allow generating the final invoice.
Closing From Source Records
To close a deposit or pro forma invoice from source records, you use a custom flow, which must be set up accordingly. For details, see Creating Flow for Closing Deposit Invoices or Creating Flow for Closing Pro Forma Invoices, respectively.
The process criteria that start the execution depend on your use cases. For example, you can use a custom checkbox field
Close Deposit Invoice or
Close Pro Forma Invoice on the source record to trigger the process when the checkbox is selected.
Once the deposit or pro forma invoice is closed, you can create the final invoice the same way and based on the same source records as the deposit or pro forma invoice.