Billing Document Fields

The Billing Document object is a core component of FinancialForce Foundations. Other FinancialForce applications use this object and add fields, buttons, and functionality to it.

Standard Items

Here is a description of the Billing Document fields and buttons that are part of FinancialForce Foundations.

Fields

Key: * – Mandatory field; R – Read-only.

The number indicates the number of characters that are allowed in this text field, where appropriate.

Field Name

    

Description

Account

 *  

Salesforce Account to which this billing document relates.

Note:

The Billing and Shipping Address are initially set from the selected account. If you change the account for a draft billing document you are prompted to keep the existing billing and shipping address or update them to the billing and shipping address of the selected account.
Allow Rebilling     This checkbox is set by the Convert to Credit Note process. It indicates whether the credit note allows rebilling. Do not edit this checkbox manually.
Analysis Item     Used to sub-analyze billing documents. An analysis item is created by the user and can be used to represent a number of different business concepts, for example, Region, Group or Project. A Foundations billing document has four Foundations analysis item fields numbered 1 to 4.
Billing Account   255

Name of the account to appear on the billing document as the account being billed.

Note:

You can edit this field while the Status of the billing document is Draft however, changing the billing account does not change the billing address fields on the billing document.
Billing Address Validated    

Indicates whether the Billing Address has been validated successfully against the addresses in Avalara AvaTax
Billing Street     Billing address of this billing document. To view or edit these fields on the enhanced Billing Document Detail page, click Address Information.
Billing City   40
Billing State/Province   20
Billing Zip/Postal Code   20
Billing Country   40

Company

 

 

Company to which this billing document relates.
Completion Process Tracking R   Lookup to the billing document completion status record to which the billing document currently relates.
Conga Email Status     This picklist is only available if the FinancialForce Conga Integration for Billing Documents is installed and configured on the org. If the billing document is one of many emailed from the list view or via a query (in bulk), the Conga Integration sets this status to Sent. If the billing document is emailed individually from its detail page, this status is not changed.
Conga Print Status     This picklist is only available if the FinancialForce Conga Integration for Billing Documents is installed and configured on the org. If the billing document is one of many printed from the list view or via a query (in bulk), the Conga Integration sets this status to Printed. If the billing document is printed individually from its detail page, this status is not changed.
Creating Tax Breakdown Records     Indicates that tax breakdown records relating to the billing document are currently being created by a FinancialForce process. This checkbox is selected automatically when a FinancialForce process is creating tax breakdown records. During this time, you cannot recalculate tax with Avalara. This field is used by internal processes and is not displayed on Billing Document page layouts by default.
Credit Note Reason     For credit note documents, the reason for raising the credit note. This field is also available on invoice documents because you might want to specify a reason on negative invoices. This is a custom picklist so you can update the values to suit your needs.

Currency

    

Currency of the billing document.

Note:

If the billing document contains line items you cannot change the currency using a native page layout in Salesforce classic.

Customer Reference

   255

External customer reference.
Date Issued     The date on which the billing document was sent to the customer.

Description

   255

Description of the billing document.
Discount Total     The total discount of all billing document line items that belong to this billing document.

Document Date

 *  

Date on which the document was created.

Document Due Date

    

Date on which payment is expected. The due date cannot be earlier than the document date. If this field is left blank on an invoice, the due date is calculated from credit terms. Credit terms held on account take precedence over credit terms held on company; if none exist on either account or company the due date is set to the document date. If this field is left blank on a credit note, the due date is set to the document date.

Document Number

    Number of the billing document.

Document Status

    

Status of the billing document: Draft, Ready for Review, Discarded, Superseded, or Complete.

The Ready for Review status only applies to credit notes created by the Convert to Credit Note process when Billing Central is configured to allow credit notes to be reviewed.

Warning:

You must never change a billing document's status manually. The status is changed automatically by processes in Foundations and Billing Central. This ensures that associated processes, such as system messaging and validations, are triggered correctly. We recommend that your administrator sets field-level security on the Document Status field to make it read-only to all profiles except System Administrator.
Document Source    

Indicates where the billing document originates from. The possible values are:

  • Services - automatically set if the document was created from a billing event using the Billing Events integration.
  • Subscriptions - automatically set if the document was created from a billing contract.
  • Order Management - automatically set if the document was created from an SCM invoice or a credit invoice using the SCM to Billing Central integration for Consolidated Invoicing.

Document Total

    

Total value of all the billing document line items on this billing document to two decimal places.

Document Type

 *  

Indicates whether the document is an invoice or a credit note.

Engagement

 

 

EngagementClosed Represents a single customer engagement that can include diverse revenue streams. It links together related products for a customer within a given time frame, such as professional services, subscriptions, and goods. to which the billing document relates. Automatically populated when the billing document is created from:

  • Billing contracts that are linked to an engagement.
  • Billing events related to projects that are linked to an engagement, using the Billing Events integration.
  • SCM invoices and credit invoices related to sales orders that are linked to an engagement, using the SCM to Billing Central integration for Consolidated Invoicing.
External Document Number     The external document number is a unique identifier for the document. It can be used as a reference for parties external to the originating company. The external document number is generated using Foundations sequencing.
External Tax Status    

If the billing document's tax is calculated using Avalara AvaTax, this is the status of the calculation. The possible values are:

  • Not Calculated
  • Calculated
  • Finalized - the tax value has been committed to Avalara AvaTax. A transaction now exists in Avalara AvaTax.
  • Voided - the transaction in Avalara AvaTax has been canceled. Typically this will be because the billing document has been discarded.

The status resets from "Calculated" to "Not Calculated" if you calculate the document's tax using FinancialForce instead of Avalara AvaTax, or if you make any of the changes that also cause the document's Tax Calculated checkbox to be cleared.
Footer Text     Rich textClosed Text that contains formatting, hyperlinks and URLs to images. to be included in the footer of the billing document PDFClosed Portable Document Format. If you do not enter any text, the default text from the Default Document Text is used.
Header Text     Rich text to be included in the header of the billing document PDF. If you do not enter any text, the default text from the Default Document Text is used.
Net Total     The total net value of all billing document line items that belong to this billing document. This field shows the discounted total and is calculated using the formula: (Quantity x Unit Price) - Discount.
Number of Billing Document Line Items R   Number of billing document line items associated with this billing document.
Related Document     Lookup to the related billing document or credit note. This field is populated when you convert an invoice billing document to a credit note billing document. The field is populated on both the original billing document and the credit note billing document
Reporting Document Total     Total value of all the billing document line items on this billing document based on the Document Type. If the document is an invoice, the value is the same as the Document Total. If the document is a credit note, the value is calculated using the formula: Document Total * -1.
Shipping Account   255

Name of the account to appear on the billing document as the Shipping Account.

Note:

While the Status of the billing document is Draft, you can edit this field, but this does not change the shipping address fields on the billing document.
Shipping Address Validated     Indicates whether the Shipping Address has been validated successfully against the addresses in Avalara AvaTax.
Shipping Street     Shipping Address for this billing document. To view or edit these fields on the enhanced Billing Document Detail page, click Address Information.
Shipping City   40
Shipping State/Province   20
Shipping Zip/Postal Code   20
Shipping Country   40
Tax Calculated    

Indicates that tax has been calculated for the billing document.

This checkbox is automatically selected after tax has been calculated using FinancialForce or Avalara AvaTax.

If you make any of the following changes after calculating tax, the checkbox is automatically deselected to indicate that you must calculate tax again:

  • Add a new line item to the billing document.

  • Change a field related to tax on the billing document header. These fields include:
    • Account
    • Company
    • Currency
    • Document Date
    • Document Type
    • Billing and Shipping Address fields
  • Change a field related to tax on an existing line item linked to the billing document. These fields include:
    • Discount Total
    • Net Value Before Discount
    • Net Value Override
    • Product or Service
    • Quantity
    • Unit Price

    • Address fields, such as Shipping Account and shipping address fields, Company Site, and Enter Shipping Address Manually

      Note: If your Billing Document Line Item object contains a lookup to Contact with the API name Ship_To__c, changing this can also change the shipping address.
Tax Point Date     For future use.
Tax Value Total     The total tax value of all billing document line items that belong to this billing document.

Validated Billing Street

R

  

Validated billing address in Avalara AvaTax.

Validated Billing City

Validated Billing State / Province

Validated Billing Zip / Postal Code

Validated Billing Country

Validated Shipping Street

R

  

Validated shipping address in Avalara AvaTax.

Validated Shipping City

Validated Shipping State / Province

Validated Shipping Zip / Postal Code

Validated Shipping Country

Buttons

Button Name

Description

Calculate Tax

Calculates tax for billing documents with the status "Draft" or "Ready for Review".
Delete Enables you to delete billing documents with the status "Draft" or "Ready for Review".

Edit

Enables the fields for editing on the current billing document.
Refresh Addresses Updates the billing and shipping addresses on the billing document and associated line items to match the addresses on related source records. For more information, see Refreshing Addresses on Billing Documents.

Applications That Add Fields to the Billing Document Object

Several FinancialForce applications add fields to the Foundations Billing Document object. For more information about how other FinancialForce applications use this object, follow the relevant links.

Application

Further Information
FinancialForce Accounting Billing Document Fields .
Billing Central Billing Document Fields .
PSA Billing Document Fields .
Revenue Management Billing Document Fields .
Supply Chain Management Billing Document Fields .