Implementation

Linda shows her how to create an Accounting Data so that this context is recognized at every opportunity for the Junior Club.

Creation of the Accounting Data

As a reminder: The Accounting Data allows you to manage all billing information in a dedicated object different from the Account, thus offering more flexibility and data security. Authorizations can be assigned to different people.

If you haven't had the opportunity yet, please read the previous article on this subject: Accounting data - Use cases.

There are several ways to create accounting data.

Note: If you want to enter accounting data directly on the Account or on the Invoice, please check if the accounting data field is displayed on these objects.
If not, please add this field via > Object Manager > The object in question > Page layout.
Here is a Trailhead article on this subject: Customizing the user interface.

Steps

a) From the accounting data object

1. Click on the Application Launcher in the upper left corner.
2. Type Accounting Data.
3. Click on Accounting Data.

b) From a record of an object

1. Go to the Accounts tab.

2. Open a record.

3. Click in the Default Accounting Data field.

4. Click on + Create in the drop down list: Accounting Data.

Note: In the same way, you can fill in this information from a record of these objects:  

• Opportunity

• Quotation

• Subscription

• Invoice

Beware: By following these steps, the accounting data is filled in directly on the record in question.

Fill in the information for the accounting data

In the previous article, we explained the usefulness of each field: Accounting data - Field dictionary.

Here we just remind you of the mandatory fields:

• Name of the record: Please give a distinctive and easily recognizable name (here "Junior Club").

• Account/Corporate name: Associate it with the customer's account and the corporate name that invoices in this context.

Accounting data - Use cases : Depending on your use case, you can fill in the corresponding fields.

For the Cloud Kicks use case, Candace asks directly to Mr. Montaigne, what she has to take into account for the invoicing of the Jackson Mini Jazz Danse Junior Club, apart from the billing contact.

Then she fills in the information in the Junior Club's accounting data.

Associate the accounting data with an object

Candace wants this accounting data to be applied in an opportunity. Indeed, the characteristics of the accounting data will be applied during the billing. She will find the characteristics of her accounting data when invoicing.

Since she did not create the accounting data from the opportunity, she can associate the two records after the creation.

Steps

Candace creates the invoice from the Opportunity, the information of the Contact and the Accounting data are thus well informed on the Invoice:

And she finds the same information on the PDF of the invoice.

Note: In the same way, you can fill in this information from a record of these objects:  

• Opportunity

• Quotation

• Subscription

• Invoice

Related list from the Corporate name

Following the set up of your accounting data, you will find the record in the related list of the relevant corporate name.

Detect Accounting Data

The detection of accounting data is an option that activates the automatic filling in of accounting data on the Opportunity, Quotation, Subscription and Invoice objects. The checkbox is located on the Corporate names tab.

The Opportunity, Quotation, Subscription and Invoice records are linked to the Account object and the corporate name object. Thanks to this information, an accounting data can be determined and applied to the record in order to facilitate the user's entry.

An accounting data is automatically applied to the object when only one record corresponding to the Account/Company name pair is found.