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Exporting Bank Transfer Orders

Your organization's business may want to export bank transfer orders for invoices or account balances – a common means for collecting payments. These payment orders can then directly be used by banks for triggering the corresponding payment operations.

JustOn Billing & Invoice Management supports two common implementations of (interchangeable) bank transfer orders:

For open invoices whose payment method is SEPA, you use the invoice export mechanism to produce SEPA XML files for debits or credits (depending on whether the invoice states a positive or a negative amount).

You can also export SEPA Credit orders from account balances of the types Payment or Prepayment that are not assigned to an invoice. When exporting account balances, the exported balances as well as generated reverse balances (if set up to do so) are locked. Locked balances are exempt from certain business processes like (further) exports or automatic balance assignment.

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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.

For information about configuring the payment order export, see Configuring SEPA Direct Debit Export and Configuring SEPA Credit Export.

Exporting Invoice Bank Transfer Orders

Once set up, you export bank transfer orders from the invoice list view.

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When exporting bank transfer orders from invoices, JustOn determines the relevant date range automatically, ignoring any specified date range. For SEPA-compliant bank transfer orders, the Next Payment Due Date is relevant. It must be in the past or within the next 14 days from today.

  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 for which you want to export bank transfer orders, or leave all checkboxes unmarked to include all listed invoices.

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

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

    The configuration settings define the type of bank transfer orders you export (debit or credit orders).

  5. Optionally, set a specific payment date.

    By default, the Next Payment Due Date is used.

    For invoices whose Next Payment Due Date is in the past, JustOn corrects the payment date to TODAY + 2. Any manually specified payment date beyond the next 14 days from today will be corrected to be within the allowed date range.

  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.

    Force Export has no effect on invoices that have been exported previously to SEPA XML with Create Payments enabled and that are, consequently, set Paid or Settled.

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

  8. Click Continue.

    This exports the bank transfer orders for the invoices included in the current list selection and the specified date range according to the selected export configuration. Find the exported SEPA XML files 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.

    If you have selected the option Create Payments, JustOn creates balances of the type Payment or Payout, depending on the type of payment orders (debit or credit) you export, and sets the originating invoices to Paid or Settled, respectively.

    Note

    Depending on the number of processed transfer orders, the SEPA XML file size may become too large. This is why JustOn truncates the SEPA XML at about 3 MB, producing another file.

    In any case, be aware of possible limitations of the target banking system. Check with your bank how many entries are allowed per XML file and what size the XML files may take.

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.

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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.

Exporting Balance Bank Transfer Orders

Once set up, you export SEPA Credit orders from the Balances tab or from the Balances related list of an account.

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If necessary, you can configure a list view filter to display relevant balances only. Filter criteria may include the balance types (Payment or Prepayment), the amount (negative values) or the date.

  1. Open the intended balance list view.

    If exporting from the Balances tab:

    1. Open the Balances tab.
    2. Select the list view Unassigned.
    3. Select the checkboxes next to the balances you want to export, or leave all checkboxes unmarked to include all listed balances.

    If exporting from the account context:

    1. Open the account for which you want to export bank transfer orders from balances.
    2. Navigate to the Balances related list.
    3. Optionally, click View All and select the checkboxes next to the balances you want to export.
      Continuing without selection includes all balances in the export scope.

  2. Click Export.

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

  4. Set a payment date.

    By default, the balance date is used. For balances whose date is in the past, JustOn corrects the payment date to TODAY + 2.

    The payment date must be two to five days in the future. For details, ask your bank.

  5. Optionally, select or deselect the Create Reverse Balances checkbox(es).

    This overwrites the preconfigured Create Payments setting made in the export configuration.

  6. Click Continue.

    This exports the bank transfer orders for the balances included in the current list selection and the specified date range according to the selected export configuration. Find the exported SEPA XML files 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.

    If you have selected the option Create Reverse Balances, JustOn creates reverse balances for the exported balances to offset their amount.

    Note

    Depending on the number of processed transfer orders, the SEPA XML file size may become too large. This is why JustOn truncates the SEPA XML at about 3 MB, producing another file.

    In any case, be aware of possible limitations of the target banking system. Check with your bank how many entries are allowed per XML file and what size the XML files may take.

Info

The exported balances as well as the generated reverse balances are locked – the Locked field is set true, and the Locked Reason is set to SEPA Export. Locked balances are exempt from certain business processes like (further) exports or automatic balance assignment.