At Dream House, salespeople are starting to sell their housekeeping and gardening services to large accounts, such as hospitals, residences and hotel chains. For these large contracts, CFO Linsey Mac Gabhann pays special attention to the subscriptions of these first big customers. She often modifies initial invoices, readjusting amounts or discounts before they are issued. But sometimes the draft invoices she has modified are overwritten at subscription billing schedule generation, and unvalidated invoices are sent to customers.
Sales assistants are very confused by their manager's temperament at these times. Fortunately, D'Angelo, the friendly Salesforce and Frisbii administrator, learns that a new Frisbii feature solve this, available since the Spring '20 release.
Definition and use cases
It is now possible to mark an invoice as pre-validated, which locks it and prevents it from being deleted when the subscription billing schedule is re-generated.
Here are some use cases:
Consumption invoices (generated with data from a third party object, not from the schedule).
Mandatory validation of invoices by a third party (e.g. accountant) before they are issued. A pre-validated invoice cannot be modified.
Export of pre-validated invoices to an external tool (a filter can be applied to this report).
The creation of reports on the "pre-validated" state.
Set up
If you have updated your Frisbii version by downloading the Spring'20 release, tell your administrator to add the value "Pre-validated" to the "Status" picklist on the invoice. Here are the steps to follow.
Note: If Spring'20 or higher is your first version of Frisbii, you do not need to do this.
Steps
1. Go to Setup > Object Manager > Invoice.
2. Click on Fields & Relationships.
3. Search Status in the search bar.
4. Click on the field Status.
5. In the Values section, click on New.
6. Fill the text area with the value PreValidee.
7. Click on Save.
8. Now the API name of this value is OK but you need to edit the label of this new value. In the values section, click Edit next to PreValidee.
9. Change the label to "Pre-validated".
10. Click Save.
11. In the values section, click on Reorder.
12. Move up the value "Pre-validated".
13. Click on Save.
If you now check on an invoice record, you will see the new value in the status picklist:
Functional description
D'Angelo now needs to explain the behavior of this feature to the finance team.
Here's how it works:
A pre-validated invoice is locked, it cannot be changed or deleted during a subscription billing schedule update.
If the user wants to modify or delete a pre-validated invoice, they must change its status to Draft.
A pre-validated invoice can be issued, like any draft invoice, manually or automatically.