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Managing Deposit or Pro Forma Invoices

Deposit 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 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, see Enabling Deposit Billing.

Pro forma invoices

Certain business use cases require merchants or suppliers to issue pro forma invoices. Pro forma invoices are commonly used as preliminary invoices with a quotation, for customs purposes, or to give an example of the charged prices. In that sense, the pro forma invoice is exempt from accounting or payment processes.

For details, see Enabling Pro Forma Billing.

Info

JustOn 2.47 has introduced pro forma billing with an option for deposit billing. As of JustOn 2.54, deposit billing and pro forma billing are available as separate features.

Creating Deposit or Pro Forma Invoice

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.

Note

Make sure that the intended feature is enabled. For details, see Enabling Deposit Billing or Enabling Pro Forma Billing, respectively.

  1. On the object record for which you want to create a deposit or pro forma invoice, set the field ON_Type to Deposit or Proforma, respectively.

    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).

  2. For a deposit invoice, set one of the fields ON_DepositRate or ON_DepositAmount.

    Using ON_DepositRate defines a percentage rate to calculate the requested deposit, whereas using ON_DepositAmount defines a fixed value for the deposit.

    If both a deposit rate and a deposit amount is defined, the amount takes precedence.

  3. Create the deposit or pro forma invoice for the object record.

    For an opportunity, proceed as described in Creating Invoice From an Individual Opportunity or Executing an Opportunity Invoice Run.

    For an arbitrary object, proceed as described in Creating Invoice From Individual Object or Executing a Generic Invoice Run.

    This generates the draft invoices for the corresponding objects.

Next steps:

Editing Invoices
Finalizing Invoices
Canceling Invoices

Info

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. To close a deposit or pro forma invoice, you use a custom process, which must be set up accordingly. For details, see Creating Process for Closing Deposit Invoices or Creating Process 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 object to trigger the process when the checkbox is selected.

Once the process has closed the deposit or pro forma invoice, you can create the final invoice the same way and based on the same source records as the deposit or pro forma invoice.

Info

Contact the person who has set up deposit billing or pro forma billing for your org to find out how to close deposit or pro forma invoices in your business use cases.

Next steps:

Creating Invoice From an Individual Opportunity
Executing an Opportunity Invoice Run
Creating Invoice From Individual Object
Executing a Generic Invoice Run