Managing Account Statements

To support accounting purposes, JustOn Billing & Invoice Management allows for generating account statements – reports that summarize the balances of a given account for a specific time period. PDF copies of the account statements can then be distributed to the corresponding recipients.

Account statement concepts

Account statements can have different statuses:

• Draft: New account statements have the status Draft. You can check draft account statements for correctness and edit them as necessary.
• Closed: Finalizing account statements sets them to Closed and generates the PDF account statements to be sent out.

There are two ways to create account statements:

• individually for a single account using the function Account Statement,
• for multiple accounts using the Statement Runs functionality.

After reviewing them, you can then distribute the generated account statements.

If the involved balances relate to business entities, JustOn Billing & Invoice Management groups the balances by their business entity and, consequently, creates separate account statements for each account-business entity pair. In this case, you may want to add the field Business Entity to the list of displayed fields of the Statements list view (see Modifying Page Layouts or Search Layouts) so that the business entity to which an account statement relates will immediately be visible.

When creating an account statement for balances without related business entity, JustOn Billing & Invoice Management will associate the produced account statement with the default business entity (if set).

Managing account statements involves the following tasks:

• Defining a contact role for the account statement distribution
• Creating account statements for multiple accounts
• Issuing account statement for a single account
• Editing account statements
• Finalizing account statements
• Distributing account statements

Info

For details about account statement configuration options, see Setting Up Account Statement Management.

Defining Contact Role for Account Statement Distribution

You can use contact roles to pre-populate contact and address fields when executing an account statement run. JustOn supports contact roles as defined using the custom picklist field JustOn Contact Role on the Contact object or on the Account Contact Relationship object.

For the account statement distribution, JustOn supports the following use cases:

• Invoice Contact
• Invoice Mailing Contact
• Invoice Email Contact
• Invoice Email CC Contact
• Invoice Email BCC Contact

Defining contact roles requires the field JustOn Contact Role to be available on the page layout of the Contact or Account Contact Relationship object. For details, see Enabling Contact Roles for Account Statement Distribution.

To define a contact role for a contact or account-contact relationship:

1. Open the relevant contact or account-contact relationship.

   On the contact record, change to the Details tab.

   To edit an account-contact relationship:

   • From the Related Contacts related list on an account record, click next to the relevant contact, then select Edit Relationship.
   • From the Related Accounts related list on a contact record, click next to the relevant account, then select Edit Relationship.

   For details, see Create and Edit Relationships Between Contacts and Accounts in the Salesforce Help.

2. Click next to the JustOn Contact Role field.

3. Select the intended use case from the JustOn Contact Role picklist.

4. Click Save.

   Make sure to not assign two or more contacts with the same role to an account. If this is the case, JustOn randomly picks one of them, which may produce unwanted results.

JustOn Contact Role priority

• If both JustOn Contact Role on the account–contact relationship and JustOn Contact Role on the contact are set, the role defined on the account–contact relationship (irrespective of whether it is a primary or secondary relation) has priority over the role defined on the contact.
• If JustOn Contact Role is set both on a direct and an indirect account–contact relationship, the role defined on the direct account–contact relationship (primary relation) has priority over the role defined on the indirect account–contact relationship.

• JustOn Billing & Invoice Management considers JustOn contact roles defined on primary contacts (related via a direct account–contact relationship) only.

  If you need a JustOn contact role on a secondary contact (related via an indirect account–contact relationship), you must define it on the corresponding ACR record.

• Salesforce allows time limitations and an explicit Active status for account–contact relationships. These settings, however, do not have influence on the priority of the assigned JustOn contact roles. If an account–contact relationship is valid on a given date, JustOn Billing & Invoice Management will consider the assigned contact role.

  You must make sure to not assign two or more contacts with the same role to an account. If this is the case, the system randomly picks one of them, which may produce unwanted results.

• Contact role settings on the account–contact relationship (ACR) and on the contact can complement each other, as long as they are not in conflict.

• For compatibility reasons, JustOn Billing & Invoice Management still supports existing Salesforce Classic Account Contact Roles. If available, they take general precedence over the values set in the JustOn Contact Role fields on the contact or the account–contact relationship.

To keep control simple, use JustOn contact roles either on contacts or on account-contact relationships only. If you decide to use account-contact relationships, JustOn recommends to use JustOn contact roles on account-contact relationships for more flexibility.

The examples in JustOn Contact Role Priority illustrate the behavior.

Creating Account Statements for Multiple Accounts

Using the Statement Runs functionality, you can create account statements for multiple accounts.

Note

The account statement creation requires either an account-specific template (referred to using the ON_Template field on the account), the template specified on the related business entity, or the default template (named Default) – all with an associated Account Statement template detail.

Info

If the involved balances relate to business entities, the statement run creates separate account statements for each account-business entity pair. If required, you can restrict the account statement creation to certain business entities using account statement filters.

For balances that do not relate to a business entity, the statement run also creates a separate account statement.

1. Open the Statement Runs tab.
2. Click New.

3. Open the Account Statement Run sub-tab.

   
   Invoking an account statement run

4. Specify the period start and end as required.

5. If applicable, select the account statement filter as required.

6. Click Start.

   This creates account statements for all accounts that have balances produced in the selected period. If you have set a contact role for the relevant account contact for the use case Invoice Contact, JustOn pre-populates the address fields of the resulting account statements.

Creating Account Statement for Single Account

If set up accordingly, you can individually generate an account statement for a single account.

Note

The account statement creation requires either an account-specific template (referred to using the ON_Template field on the account), the template specified on the related business entity, or the default template (named Default) – all with an associated Account Statement template detail.

In addition, make sure that the button Account Statement is available. For details, see Enabling Account Statement Generation for Single Accounts.

1. Navigate to the account for which you want to create an account statement.
2. Click to open the action menu, then select Account Statement.
3. Specify the period start and end as required.

4. If applicable, select the business entities for which you want to create the account statement.

   Be aware of the following specifics:

   • If the involved balances relate to business entities, the balances of the specified period are grouped by business entity, which are listed in a table (showing relevant business entity details and the number of related balances).
   • If there are no balances related to a business entity, the business entity is disabled and is not available for selection.
   • If at least one balance of the specified period does not relate to a business entity, the table shows the additional line "No business entity set".
   • If there are no related business entities or only one Business Entity custom setting is configured, the dialog does not show the business entity table.

5. Click Create.

   This creates a separate account statement for each selected business entity for the current account. The page shows shows the operation progress.

   With one business entity selected, only one account statement is created, and you are redirected to this account statement. If multiple business entities are selected, you are redirected to the statement list.

   If you have set a contact role for the relevant account contact for the use case Invoice Contact, JustOn pre-populates the address fields of the resulting account statement.

Editing Account Statement

After creating account statements, you can modify account statement details like basic data, addresses, distribution instructions, texts, etc.

1. Open the account statements list.

   To access the account statements list, click the statement run name in the Statement Runs tab, or open the Statements tab.

2. Click Edit in the row of the account statement you want to modify.

   Alternatively, you can click the account statement name to open the account statement and then click Edit in the detail view.

3. Modify the data as required.

4. Click Save.

Finalizing Account Statements

Finalizing account statements sets them to Closed and generates the PDF account statements to be sent out.

Note

Once an account statement is set Closed, you can no longer change or delete it.

You can finalize

• a single account statement individually from its detail view, or
• multiple account statements from the Statements list on the statement run detail view.

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

Info

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.

Individually Finalizing an Account Statement

To finalize a single statement individually from its detail view:

1. Navigate to the Statements list in the statement run view or open the Statements tab.
2. Click the statement name to open the statement's detail view.

3. Click Finalize.

   This launches a screen flow for the finalization.

4. Click Finalize to confirm and start the operation.

   This executes the finalization process, setting the current statement to the status Closed and generating 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).

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

Finalizing Multiple Account Statements

To finalize multiple statements from the Statements list:

1. Open the Statement Runs tab.
2. Click the name of the statement run that has produced the statements you want to finalize.

3. Select the checkboxes next to the statements you want to finalize.

   Proceeding without selection includes all statements.

4. Click Finalize.

   This sets all selected statements to the status Closed 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).

Emailing Account Statements

JustOn Billing & Invoice Management supports the distribution of the generated account statement PDF documents via email. There are various options for emailing the PDF documents:

• sending all or selected account statements from the account statements list, or
• sending an account statement individually from its detail view.

Info

Be aware that the emails are not sent immediately. Instead, JustOn queues the emails and sends them at 03:00 every day by default.

Sending Multiple Account Statement Documents

1. Open the account statements list.

   To access the account statements list, click the statement run name in the Statement Runs tab, or open the Statements tab.

2. Select the checkboxes next to the account statements you want to send, or leave all checkboxes unmarked to include all listed account statements in the distribution.

3. Click Email.
4. Optionally, select the option to send a BCC to you, or the option to send the emails immediately.

5. Click Continue to confirm and complete the operation.

   This queues the email distribution of the selected, or all, respectively, account statements to the corresponding accounts.

Sending Individual Account Statement

1. Open the account statements list.

   To access the account statements list, click the statement run name in the Statement Runs tab, or open the Statements tab.

2. Click the account statement name to open the detail view.

3. Click Send Dunning, then Continue to confirm the operation.
4. Optionally, adjust the email recipients or the email text as required.

5. Click Send.

   This sends the current account statement to the defined email recipient immediately.

Redistributing Account Statements

Certain business use cases may require (re-)distributing existing PDF documents to a file distribution target, for example, in case the automatic distribution has failed or there is a new file distribution target to be populated. To this end, JustOn Billing & Invoice Management provides the custom button Distribute PDF. You can select records from list views and then use this button to distribute the corresponding PDF files to a (configurable) file distribution target.

Note

Use the redistribution function with caution. JustOn Billing & Invoice Management does not check the selected file distribution target for existing files, so distributing the same files to the same targets produces duplicates, which may consequently have unwanted effects.

To (re-)distribute account statement PDF documents:

Make sure that the PDF redistribution is enabled. For details, see Enabling PDF Redistribution.

1. Open the account statements list.

   To access the account statements list, click the statement run name in the Statement Runs tab, or open the Statements tab.

2. Select the checkboxes next to the account statements you want to redistribute to a file distribution target, or leave all checkboxes unmarked to include all listed account statements.

3. Click Distribute PDF.
4. Select the file distribution target.
5. Optionally, select the option to consider draft folders and draft documents only.

6. Click Continue.

   This starts a job that regenerates the corresponding PDF files and stores them in the selected location.

Downloading Account Statements

Certain business use cases may require you to download account statements. To this end, JustOn provides a custom button that allows you to select records from the statement run list view and download the corresponding PDF files to a ZIP file.

1. Open the account statements list.

   To access the account statements list, click the statement run name in the Statement Runs tab, or open the Statements tab.

2. Select the checkboxes next to the account statements you want to download, or leave all checkboxes unmarked to include all listed account statements.

3. Click Download ZIP.

4. Optionally, select a specific file name pattern.

   The corresponding picklist shows the item Automatic Filename as well as the file name patterns as defined in PDF Name settings.

5. Click Start.

   This starts a job that collects and, if necessary, regenerates the corresponding PDF files and writes them to a ZIP file.

   Depending on the number of involved records, the job may freeze without indicating an error. In this case, cancel the current execution and repeat the operation with a smaller number of records to process.

6. When the process has completed, click Download ZIP.

   This opens the dialog for saving the ZIP file to your computer.