With Invoice object records no longer being created, the Sales Order will now be the golden record to draw your accounting information from. All the necessary fields that were on the Invoice have been recreated on the Sales Order.  Any object that relied on the Invoice Object (receipt line, transaction line, credit notes, etc.) now looks up to the Sales Order Object. See the below sections for details.

Page Contents:

Schema

Schema Updates

Many fields have been added to the Sales Order and Sales Order Line now that the Invoice and Invoice Lines are no longer generated. Here are some new and noteworthy object/field relationships:

  • The Credit Note, Credit Memo, and Credit Memo Line objects now have lookup fields to the Sales Order and/or the Sales Order Line.

  • The E-Payment Line has a new lookup field to the Sales Order Line for partial payments and enhanced reporting.

  • The Community Site has new fields to hold field set names for financial docs.  New field sets have been created on the Sales Order and Sales Order Line for the new invoice financial document.

Here is a full accounting of schema updates for the merger:

Fields:

Object

Fields

OrderApi__Sales_Order__c

  • Sales Order Status (Formula)

  • Balance Due (Formula)

  • Subtotal (Currency)

  • Overall Total (Currency)

  • Amount Paid (Currency)

  • Amount Refunded (Currency)

  • Credit Notes/Adjustments (Currency)

  • Credits Applied (Currency)

  • Is Voided (Checkbox)

  • Paid Date (Date)


OrderApi__Sales_Order_Line__c

  • Balance Due (Currency)

  • Subtotal (Currency)

  • Overall Total (Currency)

  • Amount Paid (Currency)

  • Amount Refunded (Currency)

  • Credits Applied (Currency)

  • A/R Account (Lookup)

  • Adjustment Reason (Text)

  • Payment Priority (Number)

  • Credit Note (Lookup)

  • Deferred Revenue Adjustment (Checkbox)

  • Is Posted (Checkbox)

  • Posted Date (Date)

  • Is Adjustment (Checkbox)

  • Item Name (Text 255)

OrderApi__Receipt_Line__c

  • Item Name (Text 255)

  • Sales Order (Lookup)

OrderApi__Transaction_Line__c

  • Sales Order (Lookup)

OrderApi__Credit_Note__c

  • Sales Order (Lookup)

  • Sales Order Number (Formula)

OrderApi__Credit_Memo__c

  • Sales Order (Lookup)

OrderApi__Credit_Memo_Line__c

  • Sales Order (Lookup)

  • Sales Order Number (Formula)

OrderApi__Epayment_Line__c

  • Sales Order (Lookup)

LTE__Site__c (Community Site)

  • Sales Order Line Table (Invoice) (Text)

  • Sales Order Line Table (Credit Note) (Text)

  • Sales Order Header (Invoice) (Text)

  • Sales Order Customer Info (Invoice) (Text)

OrderApi__Store__c

  • Enable Partial Payments for Invoices (Checkbox)

Field Sets:

Object

Field Set

OrderApi__Sales_Order__c

  • Invoice Customer Info (LTE__Invoice_Customer_Info)

  • Invoice Header (LTE__Invoice Header)

OrderApi__Sales_Order_Line__c

  • Table Info (Credit Note) (LTE__Table_Info_Credit_Note)

  • Table Info (Invoice) (LTE__Table_Info_Invoice)

Schema With No Logic On The Sales Order:

The Fonteva codebase has no reference on the following fields as of the Fonteva 20Spring release. Populating and updating these fields will have no impact on the Sales Order.

Object

Fields

OrderApi__Sales_Order__c

  • Status (Picklist)

  • Closed Date (Date)

  • Closed Status (Picklist)

  • Is Cancelled (Checkbox)

  • Posting Status (Picklist)

  • Schedule Status (Picklist)

  • Suspended Date (Date)

  • Suspended Reason (Picklist)

  • Cancelled Date (Date)

Lifecyle (Statuses)

The Status of the Sales Order (receipt- or invoice-type) is now driven by action buttons.  In previous releases, statuses were driven by checking checkboxes and selecting from picklists.  Now, staff will click an action button to change the Sales Order to a new status. See the table below for the list of buttons and their results.

Sales Order Actions

Results

Ready for Payment

Changes the Status field from Draft to Unpaid. If Posting Entity Type is Invoice, the AR transactions are created.

Apply Payment

Takes the user to the Apply Payment page where they can make a payment on the selected Sales Order. (Status field MUST read Unpaid)

Send Proforma Invoice

Sends a Proforma Invoice email to the Contact of the selected Sales Order.  No Status change for this action.

Convert to Invoice

Changes the Posting Entity Type field from Sales Order to Invoice.  The Status will change to Unpaid.

Void

Changes the Status field to Voided. Creates all applicable transactions to void the invoice.

Write-Off

Write-off the remainder of the invoice. All applicable transactions are created. The Status will be changed to Paid.

Rapid Order Entry

Opens Rapid Order Entry to allow edits to the selected Sales Order.  No Status change for this button

Delete

Deletes the Sales Order Record.  Do not delete records that have related records, like receipts or transactions, attached.  This will remove your audit trail for transactions.

The diagram below outlines the expected statuses as a result of clicking the action buttons. The rectangles represent the Sales Order, its Posting Entity (Receipt or Invoice), and its Status.  The ovals represent the action that was taken on the Sales Order.

As a result of actions taken on a Sales Order (type Receipt or Invoice), the statuses will change.  The table below is what the expected status should be throughout the lifecycle of the order.

Status

Sales Order Type Receipt

Sales Order Type Invoice

Draft

It is not ready for payment

It is not ready for payment


First status of a new SO.  You cannot make payments against this and it is not visible in the community.

First status of a new SO. You cannot make payments against this and it is not visible in the community.

Unpaid

Ready to be Paid

Posted and Ready to be Paid


Is Closed = true

Is Closed = true and Is Posted = true Today <= Due Date

Overdue

Has not been paid or voided and today's date has passed the due date

Has not been paid or voided and today's date has passed the due date


Today > Due Date AND Balance Due > 0

Today > Due Date AND Balance Due > 0

Paid

Paid in full

Paid in full


Balance Due = 0 AND Is Voided = false

Is Closed = false AND Is Posted = true

Balance Due = 0 AND Is Voided = false

Is Closed = false AND Is Posted = true


Voided

When a not fully paid order or invoice has been deemed invalid.

When a not fully paid order or invoice has been

deemed invalid.


Is Voided = true

Is Voided = true

Previous Vs. Today’s Behavior

Previously, statuses were driven by selecting a new status in the Status dropdown and/or the Posting Status dropdown. See below for how Sales Orders and Invoices used to change statuses based on the Status and Posting Status selection versus how they will in the Fonteva 20Spring release.

Here’s a quick list of changes.

Previously

Today

We controlled the lifecycle of the Sales Order/Invoice by updating the Status fields and/or checkboxes.

We control the lifecycle of the Sales Order/Invoice using the action buttons provided on the Sales Order record.

No clear definition of the different status fields.

Statuses mean the same thing to everyone.  You cannot change the status as it's now a formula field.

We needed to Close and Post the Sales Order to create invoices.

We decided to mark Sales Orders/Invoices as Unpaid, meaning they are ready for payment. 


Closed contradicted common vernacular for invoices and is no longer used. 

We could Cancel invoices, which did not create reversing Transaction entries.

We no longer support Cancelling invoices since it has no accounting impact.  To remove an invoice, we should always Void or Write-off the invoice.


This table describes the Status and Posting Status fields and how they previously worked on the two order types.

Posting Status / Status 

Sales Order Type Receipt

Sales Order Type Invoice

Status = Open
Posting Status = N/A

Sales Order is a “Draft” mode

Sales Order is a “Draft” mode

Status = Closed
Posting Status = Pending

Sales Order is “Ready for Payment”

Invoices are generated under the Sales Order with “Draft” status 

Status = Closed
Posting Status = Posted

Sales Order is fully “Paid”

Related invoices are updated as “Posted” status.
Invoices are ready to accept payment


This is the status field’s values and their definitions/functionality.

Status 

Invoice

Draft

When Sales Order marked as Unpaid, Invoice gets created

Posted

Ready for Payment.
When Sales Order  marked as Posted, Invoice is also Posted. (System Checkbox field)

Canceled

Balance Due remains, Transactions are not reverted back (System Checkbox field)

Voided

Transactions reverted back. Balance due is 0. (System Checkbox field)

Paid 

No Balance Due.  Invoice is fully Paid. (Formula field)

Overdue

Has Balance Due and Due Date past. (Formula field)

Related Pages:

https://fonteva.atlassian.net/wiki/pages/createpage.action?spaceKey=FR&title=Balance%20Due%20and%20Currency%20Fields&linkCreation=true&fromPageId=1109098509

https://fonteva.atlassian.net/wiki/pages/createpage.action?spaceKey=FR&title=Installments%3A%20Functionality%20Update&linkCreation=true&fromPageId=1109098509

https://fonteva.atlassian.net/wiki/pages/createpage.action?spaceKey=FR&title=Installments%3A%20Display%20Update&linkCreation=true&fromPageId=1109098509