Preparing E-Invoice Data

← Managing E-Invoices

Before creating or sending electronic invoices, you have to make sure that all required data on invoices, invoice line items and your business entity is available.

Summary

The minimum required data includes:

Object	Required Fields
Invoice	Invoice No. E-Invoice Format Date Business Entity Buyer Reference Account Name Billing City Billing Postal Code Billing Street Billing Country Code E-Invoice Recipient Address E-Invoice Recipient Scheme Id Payment Method
Invoice Line Item	Sequence Quantity Unit Unit Code Unit Price Tax Rate
Business Entity	Company Tax ID City Postal Code Country Code Phone Email Sender IBAN E-Invoice Sender Address E-Invoice Sender Scheme Id

The payment method is not mandatory for producing valid e-invoice files. However, JustOn recommends to specify a payment method so that the e-invoice recipient receives any necessary payment details. Be aware that if you use the payment method SEPA, you must provide the required IBAN (either specifying a Requested Payment Instrument on the invoice when integrating with JustOn Cash Management, using a payment instrument in JustOn Billing & Invoice Management, or directly from the Bank Account field on the invoice).

Be aware that some jurisdictions, specific use cases or e-invoice recipients may require additional information, which you will then have to provide in corresponding fields.

For details about the e-invoice fields that JustOn Billing & Invoice Management can set by default, refer to E-Invoice Data Mapping.

Preparing your source data for e-invoice generation usually involves:

• Creating and reviewing a test invoice
• Finalizing the test invoice to create the e-invoice XML file
• Reviewing the status fields and the validation report
• Providing additional information

Creating Test Invoice

Since it is not possible to create an e-invoice file from a draft invoice, JustOn recommends to use test data to create and finalize an invoice for testing purposes.

1. Review your business entity data, tax rules and quantity unit settings.

   Make sure that required e-invoice sender information, tax rate and VAT category code as well as unit code are available (see E-Invoice Preconditions).

2. Create a test account and test source data (subscription or custom object record).

   Make sure that the source data is complete, including the e-invoice format, business entity, conditions for determining the tax rule, etc.

3. Execute an invoice run to create the test invoice.

   For details, see Executing an Invoice Run.

4. Review the produced draft invoice.

   For details, see Checking Invoice Run Result and Reviewing Draft Invoices.

Finalizing Test Invoice

In order to actually create the e-invoice XML file, you must finalize your test invoice.

1. Open the produced test invoice.

2. Click Finalize.

   This launches a screen flow for the finalization, which involves the e-invoice creation.

   Note

   Users who create e-invoices must be allowed to access to the connected app JustOn Platform (see Enabling App Access for JustOn Platform) and the Salesforce API (see Enabling Salesforce API Access).

   In addition, users who finalize single invoices individually from their detail view must be allowed to execute flows via a permission set or a profile (see Enabling Access for New Users).

3. Click Finalize to confirm and start the operation.

   This executes the finalization process, which creates the e-invoice XML file.

   The screen flow shows the operation progress. After completion, clicking Close & Refresh returns you to the updated detail view of the current invoice.

Reviewing E-Invoice Status

After creating the e-invoice, you review the result: the status fields E-Invoice Status,E-Invoice Provider Status and E-Invoice Error on the invoice as well as the attached validation report.

Reviewing Status Fields

1. Open the detail view of the invoice whose e-invoice status you want to review.

2. Review the relevant status fields to identify possible issues.

   The following fields hold e-invoice status information:

   E-Invoice Status

   Indicates the result of the e-invoice creation.

   Status	Description
   Not created	Indicates invoices that have not been processed to create an e-invoice file.
   Validation Error	The e-invoice validation has failed. The validation report is attached to the invoice record.
   Created	The e-invoice has been successfully created and validated. The e-invoice XML file is attached to the invoice record.
   Created With Warnings	The e-invoice has been successfully created, but the validation has produced warnings. The e-invoice XML file and the validation report are attached to the invoice record.
   Distribution Error	Transferring the e-invoice to the distribution provider has failed.
   In Peppol Queue	The e-invoice has been successfully transferred to the distribution provider.

   E-Invoice Provider Status

   Tracks the lifecycle of the e-invoice with the distribution provider.

   Status	Description
   Queued	The e-invoice is ready to be sent to the recipient.
   Validation Error	The e-invoice validation has failed.
   Conversion Error	The e-invoice conversion (to a specific recipient format) has failed.
   Send Error	Sending the e-invoice to the recipient has failed.
   Sent	The e-invoice has been sent to the recipient.
   Receiver Error	Receiving the e-invoice by the recipient has failed.
   Received	The e-invoice has been received by the recipient.

   E-Invoice Error

   Shows detailed error information produced by JustOn Billing & Invoice Management while creating or processing the e-invoice XML file.

Reviewing Validation Report

In case of warnings or errors during the e-invoice creation, JustOn Billing & Invoice Management attaches a validation report to the invoice record. Typically, this HTML file indicates data quality issues like missing fields, wrong data formats, etc.

Info

Be aware that your administrator may have disabled the validation report for warnings.

To review the validation report:

1. Open the detail view of the invoice whose e-invoice status you want to review.

2. In the Notes & Attachments related list, click the name of the validation report (einvoice_<invoice-date>_<invoice-number>_<einvoice-format>_validation_report).

   Depending on your browser settings, this immediately displays the file or prompts you to download it.

3. Review the error report to identify the data quality issues.

   Use this information to correct the invoice data. For reference purposes, see E-Invoice Data Mapping.

Providing Additional Information

Some jurisdictions, specific use cases or e-invoice recipients may require additional information in the e-invoice file that is not available be default. In this case, you have to provide the relevant data in the corresponding fields.

1. Check whether JustOn Billing & Invoice Management supports the relevant data for e-invoices.

   For details, see E-Invoice Data Mapping.

2. If supported, ask your administrator to create an ON field on the invoice source object to hold the required data.

3. Provide the required source data.

   On invoice run, the ON field mechanism will copy the given information to the invoice. On finalization, it will be written to the e-invoice XML file.