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Managing Deposit or Pro Forma Invoices

Deposit invoices

Certain business use cases require merchants or suppliers to ask their customers for advance payments. To this end, JustOn allows for creating deposit invoices.

Businesses issue deposit invoices before any goods or services are supplied, usually with the intention to secure a sale. The deposit (or down payment) is a partial amount or a percentage of the total amount, which is to be paid up front. After the sale is completed, the deposit invoice is closed and the final invoice is issued.

For details on deposit invoices in JustOn, the usual workflow, their structure, etc., see Deposit Invoices.

Pro forma invoices

Certain business use cases require merchants or suppliers to issue statements that specify the value of a sale transaction without being an actual payment request. To this end, JustOn allows for creating pro forma invoices.

For details on pro forma invoices in JustOn, the usual workflow, etc., see Pro Forma Invoices.

Creating Deposit or Pro Forma Invoice

Deposit invoices or pro forma invoices are of the type Deposit or Proforma, respectively. There are two ways to set the type, depending on the way you create the invoices:

Manually Creating Individual Invoice

When manually creating an invoice from scratch, you select either Deposit or Proforma on the New Invoice page.

  1. Create a new invoice from scratch.

    Proceed as described in Manually Generating an Individual Invoice.

  2. In the Type field, select the intended invoice type.

    Select either Deposit or Proforma.

  3. Click Create.

    This creates the draft deposit invoice or pro forma invoice.

Generating Invoice From Source Records

The creation of a deposit invoice or a pro forma invoice is controlled using the ON field ON_Type on the source object, which can be an opportunity or an arbitrary object.

Note

Make sure that the intended feature is enabled. For details, see Enabling Deposit Invoices or Enabling Pro Forma Invoices, respectively.

  1. On the object record for which you want to create a deposit or pro forma invoice, set the field ON_Type to Deposit or Proforma, respectively.

    The source object can be any object when using the generic invoice run for billing arbitrary objects.

  2. For a deposit invoice, set one of the fields ON_DepositRate or ON_DepositAmount.

    Using ON_DepositRate defines a percentage rate to calculate the requested deposit, whereas using ON_DepositAmount defines a fixed value for the deposit.

    If both a deposit rate and a deposit amount is defined, the amount takes precedence.

  3. Create the deposit or pro forma invoice for the object record.

    Proceed as described in Creating Invoice From Individual Object or Executing a Generic Invoice Run.

    This generates the draft invoices for the corresponding objects.

Next steps:

Finalizing Invoices
Distributing Invoices
Canceling Invoices

Info

A deposit invoice is subject to the usual invoice proceedings and business processes, including payment plans and installments, finalization, payment registration and the corresponding balance generation.

If your business, in addition, requires issuing reminders for deposit invoices, you must explicitly enable this option. For details, see Enabling Dunning Reminders for Deposit Invoices.

Closing Deposit or Pro Forma Invoice

You must close the deposit or pro forma invoice before you can create the final invoice. There are two ways to do so:

  • Using the Close button on an individual invoice
  • Using a custom process to be triggered from a source record

Info

How to proceed depends on your business use cases and the corresponding data structure in your org. Contact the person who has set up deposit invoicing or pro forma invoicing to find out how to close deposit or pro forma invoices.

Closing Individual Invoice

To close a single deposit invoice or pro forma 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 Close, then click Continue to confirm and complete the operation.

    This closes the current deposit or pro forma invoice and clears the custom fields ON_Invoice, ON_Type and ON_LastInvoiceRun on all related source records to allow generating the final invoice.

Closing From Source Records

To close a deposit or pro forma invoice from source records, you use a custom flow, which must be set up accordingly. For details, see Creating Flow for Closing Deposit Invoices or Creating Flow for Closing Pro Forma Invoices, respectively.

The process criteria that start the execution depend on your use cases. For example, you can use a custom checkbox field Close Deposit Invoice or Close Pro Forma Invoice on the source record to trigger the process when the checkbox is selected.

Once the deposit or pro forma invoice is closed, you can create the final invoice the same way and based on the same source records as the deposit or pro forma invoice.

How to void a deposit invoice?

Deposit invoices do usually not constitute a legally binding payment request. In case of errors, however, you may still need to void an issued deposit invoice before creating a corrected one. To this end, you manually close the incorrect deposit invoice.

To do so:

  1. Allow modifications to invoices after finalization.

    Activate the corresponding global setting Allow Invoice Changes in Status Open.

    Use this feature with caution, ideally, during the project setup phase or for troubleshooting purposes only. It is not intended to be used in the day-to-day business. Make sure to deactivate this setting as soon as the intended modification is complete.

  2. Open the deposit invoice you want to close.

  3. From the Status picklist, select Closed.
  4. Click Save.

  5. Disallow modifications to open invoices.

    Deactivate the global setting Allow Invoice Changes in Status Open.

You can now proceed to

  • Remove the link to the incorrect, now closed deposit invoice from the source record, and
  • Create a new, correct deposit invoice.