FAQ

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Here is a list of questions, which are often asked to the support:

How to create a down payment invoice with Frisbii

Question :
You want to make advance invoices.

Response:
Subscription billing schedule and detailed invoice can meet your need.
A sub-type Down payment is available on the invoice to mark it correctly.


How to set up a link to the invoice as a column in a list view

Question :
In an invoice list view, you want to set up a name field, which (1) changes its value when the invoice is issued (Invoice Name > Invoice Reference), (2) allows access to the invoice in question.

Answer:
Here is a procedure, which allows you to set up such a field:

  1. Go to Setup > Object Manager.
  2. Open the Invoice object.
  3. In Fields and Relationships, click on New.
  4. Create a Formula (Text) field and name it e.g. Link to invoice.
  5. Copy and paste this formula :
IF(
(sofactoapp__IsSent__c = true),
HYPERLINK('/' & Id, sofactoapp__Reference__c, "_self"),
HYPERLINK('/' & Id, Name, "_self")
)
  1. Complete the remaining steps of the wizard, without adding the field on the invoice page layout.
  2. Save.
  3. Go to the Invoice tab and open your list view.
  4. Click on the gear symbol and select the fields to display.
  5. Add your field to the list and move it up in the list of visible fields to display it as the first column.
Note : You can also use this field for your reports.

How take over the order of the opportunity products in the invoice lines

Question:
The order of the opportunity products is not reflected in the order of the invoice lines when the invoice is created.

Answer:
If you do this manipulation before in your opportunities, the order is correctly reflected in the invoice line items: Sort Products on Opportunities the Way You Want in Lightning Experience.

If this is not done, the invoice line items are sorted alphabetically.

Why this is necessary:
When you add opportunity products, they display in the order they were added but the order on Opportunity Products field does not populate.
This implies that our code cannot know the order of the opportunity products when the invoice is created. But when you follow the procedure mentioned above, this field is filled correctly, even if you just validate the displayed order without making any changes.

How to stop sending notifications of automations

Question :
Without having set up notifications, opportunity/offer owners receive automatic emails to indicate the status of created or sent invoices.
You would like to stop sending these emails.

Answer :
You can't disable them, you would have to put a rule in the mailbox of the concerned people to filter these emails and delete them automatically.
We will make an evolution of our package to be able to activate/deactivate this automatic sending.

How to preview a PDF stored in files

Question:
You save your invoice PDFs in Files. You can no longer view the saved PDFs using the View button.

Answer:
The View button does not work, if you store your PDFs in Files.
You have two options using the Administration tab.

  1. Either you use Documents instead of Files.
  2. Or you can create a second text field called View.


Here is a procedure, which allows you to set up such a field:

  1. Go to Configuration > Object Manager.
  2. Open the Invoice object.
  3. In Fields and Relationships, click on New.
  4. Create a Formula (Text) field, which you name e.g. View PDF (files).
  5. Copy and paste this formula :
IF(NOT( ISBLANK( sofactoapp__FileId__c ) ), HYPERLINK( "/sfc/servlet.shepherd/version/download/"+sofactoapp__FileId__c, "View"), "No PDF generated")


How to fill in a value in a search field, if the record cannot be found from the invoice

Question:
You want to fill in a value in a lookup field (Lookup) on the invoice, but you can't find the value, even though the record exists.

Answer:
Using the Salesforce Inspector tool you can directly access the data that is on your record.

  1. After installation you will find the tool here:

  1. Go to the record in question and click on Show all data :

  1. Then you can search for the field in question, click on Edit and fill in the ID:

  1. Save.



And here is where to find the ID of a record:

How to correct the invoice amount including VAT (increase of 0.01 euros)

Question:
The amount including VAT on my invoice no longer matches the amount in my accounting record.

Answer:
Since the last update, our VAT calculation formula has changed to a more convenient formula that is much more reliable.
However, on invoices prior to this update, you must check the "Old VAT calculation" box so that the old calculation is applied (to avoid differences of a few cents).
Since our last update, we check this box ourselves for you during the update process.

How to change the text of the default e-mail template

Question:
Want to change the text that is in the default email template when you want to send your invoice.

Answer:
Indeed, there is a text that is displayed by default when you want to send your invoice by email. This is the text that is in the default email template.
To change the text of the e-mail template or to create a new one, you can follow this article : E-Mail templates management

Why the First invoice only box is not taken into account

Question:
You checked the First invoice only box on a subscription line item, but cannot find the corresponding bill line on any bill.

Answer:
In the APEX code for generating the billing schedule from the subscription, the date of the first invoice is stored when it is created.
When creating the invoice line items, the code compares the invoice date with the stored date to know if we are on the first invoice.

As a reminder, the generation of the schedule is done in two steps:

  1. Generation of all the invoices (which are actually inserted in Salesforce)

  2. Generation of all the invoice line items, one invoice after the other.

Thus, the automations at invoice insertion can run between 1 and 2.
If one of these automations changes the invoice date, then it will not be possible for the code to find the first invoice and add all the invoice line items from the subscription item that should only appear on the first invoice.

Why the amount of the subscription line item that should appear on the first invoice only, is not in the invoice line item in question

Question:
The amount of the subscription line item on which you checked the First invoice only box, is not the same on the invoice line item, which is generated for the first invoice.

Answer:
If you have enabled automatic proration of subscriptions, you can exclude the subscription line item that should be present only on the first invoice in this way.
Here is an article on this subject: Automatic Prorating

Why the due date is no longer calculated automatically, if I change the values in the Payment term selection list

Question:
You changed the values in the Payment Term picklist, but then the due date is no longer calculated correctly.

Answer:
If you deactivate or delete the values in this picklist, the Apex trigger that calculates the due date no longer works.
The old values must be restored for the due date calculation to work correctly.

Labels translation:

Instead of changing the values at this point, you can translate them from French to French, this replaces the display, without changing the value that is processed by the Apex trigger.

  1. Go to Configuration > Translate.
  2. For the Filter criteria, put :

  • The language you want to replace.

  • Selection list value.

  • Invoice.

  1. Enter the desired value in the column "Label translation...".

  2. Save.

If you have not used the translation system before, you must first go to :

  • Setup > Translation Language Settings.
  • Activate the translation system.
  • Add a translator for the French language.


How can I stop issuing an invoice in the past by mistake?

Question:
You mistakenly issued an invoice in the past.

Answer:
First of all, cancel this invoice with a credit note by following the procedure described in this article of our knowledge base : Cancellation of an invoice issued with a credit note
Then, you can lock your numbering periods at the end of each month by following this quick procedure :

  1. Go to your Corporate Name object.
  2. In the Numbering Period section, click on the arrow at the end of the line of the period you want to lock
  3. Click on Edit (you can also click on Show all to see all your numbering periods).




  1. Check the Locked period box.
  2. Register.



By checking this box, you lock the numbering period, i.e. you will not be able to issue invoices after the end date.
This allows you to avoid invoices issued in the past, if your numbering period is monthly. If you do not lock the periods, it is possible to issue an invoice on an invoice date of that period even after the end of the month.
To learn more about numbering periods, you can take a look at this article from our knowledge base: Numbering period.

What are the differences between storing PDFs in Files and in Documents?

Question :
In Salesforce you have several ways to store PDFs. Frisbii supports two of these storage options: Files and Documents. Let's look at the differences between the two.

Answer:

Saving in Documents :

  • From the invoice, if you click on Create PDF, you will find the Issue and Email PDF button there.
  • In the Invoice PDF object, the field Email link is functional.
  • The PDFs of issued invoices are named with the Invoice Reference and stored in dedicated folders: Invoices, Quotations, Subscriptions.
  • The PDF export is limited by the size of the PDF. Depending on the volume of your PDFs, you can export between two and five records.

Saving in Files:

Up to the Summer '21 version:

  • From the invoice, if you click on Create PDF, there is no Issue and Email button.
  • In the Invoice PDF object, the Email link field is not functional.
  • Invoice PDFs are named with the invoice number (Draft or Issued status) and are stored in the first available library.

Starting with Fall '20 :

  • PDF export of 200 records in lightning list view is possible (Salesforce limit).

If you need to switch from Documents to Files in a previous version:

  • You will need to use Salesforce's native email system which will require more clicks.

  • You will have to compensate for the naming and storage location of the PDFs with a flow.

  • In any case, we advise you to copy the files from Documents to Files by script to be able to export the old PDFs initially stored in Documents. Do not hesitate to open a support case on this subject if needed.

 

Which fields are locked when invoices are issued

Question:
After the issuance, you can no longer modify certain fields on the invoice. Which fields are affected?

Answer:
Here is a list of the fields that are taken into account by this lock.

FieldAPI Name
Clientsofactoapp__Compte2__c
Accountsofactoapp__Compte__c
Invoice Datesofactoapp__Date_de_facture__c
Delivery Datesofactoapp__Date_de_livraison__c
Term of paymentsofactoapp__Delai_paiement__c
Accounting Datasofactoapp__Donnee_Comptable__c
Due Datesofactoapp__Ech_ance__c
Corporate Namesofactoapp__emetteur_facture__c
Amount excl. VAT (Lines)sofactoapp__Amount_exVAT_beforeDiscount__c
Amount excl. VAT after Discountssofactoapp__Montant_HT_apres_toutes_remises__c
Amount excl. VAT before discountssofactoapp__Montant_HT_avant_toutes_remises__c
Precise amount excl. VAT after discountssofactoapp__Montant_HT_precis_apres_toutes_remises__c
Discount Amount (Lines)sofactoapp__Montant_remise_lignes__c
VAT Amount before Discountsofactoapp__VAT__c
Referencesofactoapp__Reference__c
Discount (%)sofactoapp__Taux_Remise_2__c
Bottom line discount ratesofactoapp__Discount_rate__c
Typesofactoapp__Type_de_facture__c

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