Finalizing Invoices

New invoices have the status Draft. You can check draft invoices for correctness and edit them as necessary. If you approve of a draft invoice, you Finalize it. This process

• sets the status to Open, making the invoice effective, that is, due for payment (and unalterable),
• sets the invoice date (if not defined beforehand on invoice creation or using Preferred Invoice Date on subscriptions),
• sets a unique final invoice number based on the configured invoice counter (see Counters and Number Ranges), and

• creates PDF documents.

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

For details, see Finalization.

You can finalize

• a single invoice individually from its detail view,
• selected invoices from the invoice list view (on the Invoices tab or the invoice run detail view), or
• all listed draft invoices at once.

Info

Integrating JustOn Billing & Invoice Management with JustOn Cash Management requires users who finalize invoices are assigned the permission set JustOn Payments Read/Write.

Note

Once an invoice is finalized, you can no longer change it.

Individually Finalizing an Invoice

To finalize a single invoice individually from its detail view:

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. Click Finalize.

   This launches a screen flow for the finalization.

   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).

4. Click Finalize to confirm and start the operation.

   This executes the finalization process, setting the status Open for the current invoice 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 invoice.

How do the changes made to the individual invoice finalization impact my workflow?

JustOn Billing & Invoice Management v2.86 has reworked the invoice finalization. It now executes the complete finalization batch chain, irrespective of whether being started from the invoice list view or from the invoice detail view.

Be aware that as a consequence of this change, the individual invoice finalization – triggered from the detail view of an invoice – takes more time as compared to the previous behavior.

In addition, the individual invoice finalization now involves certain operations that may impact the expected result, namely

• Offsetting invoices or credits with non-related credits or invoices using automatic settlement

  If you do not want the automatic settlement to take place by default, make sure that the corresponding settings are not enabled – that is, in your org's Global Settings, the Settle Credits or Settle Invoices checkboxes must not be selected.

• Reducing the payment amount through automatically assigning available ("free") balances on the account

  You can disable the automatic assignment on balance level or invoice level

  • Selecting the checkbox No Auto Assignment on the balance
  • Adding and selecting the custom checkbox field ON_NoAutoBalanceAssignment on the invoice

As an alternative to the individual configuration options, you can override the default finalization batch chain. To this end, create a Custom Batch Chain setting, excluding the SettleInvoicesBatchHelper and BatchAssignBalancesHelper Apex classes.

Next steps:

Distributing Invoices

Finalizing Selected Invoices

To finalize selected 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 Finalize button.

2. Select the checkboxes next to the invoices you want to finalize.

   Marking the checkbox in the table header selects all invoices listed on the current list view page.

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

4. Click Continue to confirm and complete the operation.

   This sets the status Open for the selected invoices 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).

Next steps:

Distributing Invoices

Finalizing All Invoices

To finalize all listed draft invoices at once:

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 Finalize button.

2. Click to open the action menu, then select Finalize without prior selection.

3. Click Continue to confirm and complete the operation.

   This sets the status Open for all draft invoices listed in the current invoice run view or in the Invoices tab 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).

Next steps:

Distributing Invoices