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Exporting Invoices

Your organization's business may require to export invoices or booking details that are to be imported by external accounting systems like DATEV, SAP or Microsoft Dynamics. Usually, these accounting systems expect specifically formatted CSV files in order to import this data, including invoice line items and tax information. To this end, JustOn Billing & Invoice Management provides a flexible CSV export mechanism. It allows you to configure and execute invoice or booking details exports according to your needs.

Info

Be aware that the invoice export is not related to invoice PDF files. To output produced PDF files, use the redistribution function.

Invoice export history

In addition to the actual export file (CSV or SEPA XML, according to the applied export setting), the export operation produces an Invoice Export History record for each exported invoice. The history holds the following information:

  • Export time
  • Effective payment due date (for installment invoices)
  • File name and link to the exported file
  • Flag stating whether a payment balance has been created
  • Flag that controls whether to prevent repeated exports

  • Flag stating whether an invoice has been exported more than once (forced export)

    The Times Exported field on the invoice shows the export count.

For information about configuring the CSV export, see Configuring Invoice CSV Export.

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.

Executing Export

You export invoices from the invoice list view.

  1. Navigate to the Invoices list in the invoice run view, or open the Invoices tab and select an appropriate list view.

    The list view Recently Viewed does not display the Export button.

  2. Select the checkboxes next to the invoices you want to export, or leave all checkboxes unmarked to include all listed invoices.

  3. Click to open the action menu, then select Export.

  4. Specify the export period as required.

    This limits the export to invoices of the specified date range.

    Leaving the start and end dates blank includes all invoices in the current list selection.

  5. Select the export configuration settings you want to apply.

  6. Optionally, select or deselect the Create Payments checkbox(es).

    This overwrites the preconfigured setting made in the export configuration.

  7. Optionally, select or deselect the Force Export checkbox(es).

    This allows to export invoices more than once.

    Use this option with extreme care. Multiple exports may cause errors or incorrect operation of the target system.

  8. Click Continue.

    This exports the invoices included in the current list selection and the specified date range according to the selected export configuration to a CSV file.

    If you have selected the option Create Payments, JustOn creates payment balances and sets the originating invoices to Paid or Settled, respectively.

    Find the exported file in the target as defined by the selected export configuration, or, if not specified, on Salesforce's Files tab in the group Owned by me.

Note

To avoid Salesforce database errors, make sure to execute the invoice export at most once a day.

Reviewing Export Results

In addition to the actual export file (CSV or SEPA XML, according to the applied export setting), the export operation produces an Invoice Export History record for each exported invoice. The history holds the following information:

  • Export time
  • Effective payment due date (for installment invoices)
  • File name and link to the exported file
  • Flag stating whether a payment balance has been created
  • Flag that controls whether to prevent repeated exports

  • Flag stating whether an invoice has been exported more than once (forced export)

    The Times Exported field on the invoice shows the export count.

Info

The invoice export history is available as of JustOn 2.63.

Previously exported invoices are ignored if the field Exported (Deprecated) is not empty.

The Invoice Export History records are accessible via the Invoice Export History related list on the invoice:

  1. Navigate to the Invoices list in the invoice run view or open the Invoices tab.
  2. Click the invoice number to open the invoice's detail view.

  3. From the Related List Quick Links, select Invoice Export History.

    This displays the export history entries for the current invoice.

  4. Click the name of an invoice export history record to view the export details.

Note

Make sure to not delete Invoice Export History records unintentionally. For certain CSV and all SEPA export configurations, these records are used to prevent a repeated export of an invoice.