EasyFlow Invoices

1.1. General features of the app

EasyFlow Invoices offers you comprehensive invoice management functionalities directly in your own Salesforce environment:

• Simple and intuitive invoice creation
• Easy deposit and tracking of incoming payments
• Automatic generation of document numbers (invoices, reminders and cancellations), which you can easily configure yourself
• Automatic invoice status adjustment to "Paid" upon receipt of payment
• Automatic reminder creation based on reminder levels
• Simple overview of reminder processes using status displays
• Automatic creation of cancellation records
• Possibility of compliance with GoBD conformity

This list serves as an overview. In the further course we will describe these functions individually and in detail.

1.2. Requirements for the use of EasyFlow Invoices

In order to be able to use EasyFlow Invoices, a number of requirements must be met. You can find out what these are in the following:

EasyFlow is based on the use of a Salesforce SalesCloud Enterprise Edition by default. Higher SalesCloud editions are of course also supported. Use in a Professional Edition is also possible. Your users can use EasyFlow with a SalesCloud or a Platform licence. Please note that with a Platform licence you do not have access to the opportunity object, which is necessary for the creation of invoices. However, your Platform licence users have access to all custom objects, i.e. invoices, reminders, cancellations and payments.

In addition, the functions "Notes", "Quotes" and "Path" must be activated for a complete range of functions:

> To check this, go to "Setup"
> Search for "Quotes Settings", "Notes Settings" and "Path Settings"
> Make sure all of them are enabled/active

1.3. The Interfaces of EasyFlow Invoices

The interface for the configuration and use of EasyFlow Invoices is composed exclusively of native Salesforce components. A distinction can be made between two views, one for the EasyFlow administrator and one for the EasyFlow user. The EasyFlow user only sees the user interface, but also has the option of working in the console view.

2.1. Installation

EasyFlow Invoices can be installed via the AppExchange.

When you are on the installation page, select "Administrators only". This selection is necessary, as otherwise non-authorised users could gain access to sensitive data!

Click on "Install" and confirm the message "Yes, grant access to these third-party websites". Within the scope of the installation, release must be granted for addressing different interfaces. Click on "Next" to start the installation.

Once your installation is complete, you will find all the components associated with the package in your Salesforce org. You can recognise them by the "EasyFlow Invoices" namespace.

A notification may appear with the following content: "The installation of this application takes some time. You will receive an email when the installation is complete." If this is the first time you've seen such a message, don't worry. Just click "Done." Salesforce will then email you to let you know if the installation was successful.

Once the installation is complete, we recommend checking the installation in the "Packages" area under "Installed Packages" in Salesforce Setup.

2.2. Granting of Rights of Use

The use of the application requires the assignment of certain rights to desired Salesforce users. A basic distinction is made here according to the type of use:

• EasyFlow Invoices licenses
• Salesforce Permission Set

EasyFlow Invoices licenses are assigned in the "Installed Packages" section, directly at the EasyFlow Invoices package listed there. To do this, click the "Manage licenses" button and assign the desired users.

Salesforce permission sets are assigned separately. The following types of Salesforce permission sets are basically distinguished in EasyFlow Invoices:

• EasyFlow Invoices Admin: for full administrative access to all areas of the application.
• EasyFlow Invoices User: for user access to EasyFlow Invoices and Console app

To assign these permission sets, go to Setup > Home > Quick Find > Permission Sets.

Search in the list for „EasyFlow Invoices Admin“ and „EasyFlow Invoices User“ and click on the respective set of permissions you want to assign to a user.

Go to "Manage Assignments" and add the desired users by checking the checkbox.

IMPORTANT: It is also essential to share the dashboards and reports that come with EasyFlow Invoices by default. To do this, please go to the standard tabs for "Reports" and "Dashboards" in the Salesforce interface and in each case (!) in the sharing settings of the " EasyFlow Invoices" folder added with the installation of EasyFlow Invoices, share it with the group of all internal users. You can find this sharing option as follows:
Search via the Reports or Dashboards search function > All Folders > EasyFlow Invoices > Share (using the arrow function on the right). If this step is missed, the EasyFlow Invoices app homescreen will not display correctly for users without an administrator license.

2.3. Field Visibility

As part of the Salesforce security review, certain rights to fields must be checked. If a field is not visible to a user, this check will fail. It is therefore important to ensure that all fields are visible. Some of the rights are automatically granted in most cases, but it makes sense to check them initially.

This specifically concerns the objects ‘Order’ and ‘Order Product’.

You can find these in the setup menu in the Object Manager. You can check the visibility of the fields as follows:

Select the object in the Object Manager > Fields & Relationships > select the relevant field > Set Field-Level Security > the ‘Visible’ checkboxes must be ticked.

Check the following fields:

2.4. Management of the Configuration Data Set

The first step in configuring the app is to manage the configuration data set. By default, default settings are stored in the configuration data set so that the app can be used directly. However, these settings can be freely configured according to your own requirements.

First, search for the „EasyFlow Invoices admin“ app in the App Launcher or via the search function. Switch to the "Configuration" tab. Here you can create one-time entries for the basic configuration parameters in the data set.

Here you can create one-time entries for the basic configuration parameters in the data set.

The following fields can be configured:

2.5. Manage Stage Settings

Stage settings allow you to automate the generation of an invoice based on the stage levels of the objects Opportunity and Order. For Opportunities, "Closed Won" is set by default. If you want to map an individual sales process through specially created stages, you can create a new stage setting.

Note: 0€ invoices are only generated if the value 0 is explicitly entered in the "Percentage" field. Without this entry, no 0€ invoices will be created.

2.6. Configuring Reminder Levels

Via "Reminder Levels" different reminder levels can be stored which define the number of days after the due date of an invoice. If the correspondingly defined number of days of a reminder level is reached, a reminder record is automatically created. By default, 3 reminder levels after 0, 7 and 14 days are already stored. Note: Make sure that "Automations" are activated in the configuration data set.

A reminder level has the following fields:

2.7. Setting Up Number Ranges

Via "Number ranges" you can define the desired number ranges for the objects Invoice, Reminder and Cancellation. By default, a number range for each object with a default pattern is already configured. However, you can change the preconfigured pattern or create new number ranges. Note: For each object, there can only be one number range.

A number range has the following fields:

2.8. Setting Up Notifications

Push notifications for one or more Salesforce users can be set up via "Notification settings". Push notifications are generated in the following cases:

• When creating a new invoice
• When creating a new reminder
• If an invoice is overdue

To set up push notifications, click on the "Notification Settings" tab and then on the "New" button in the "Notification Settings" list to create a new "Notification Settings" record.

2.9. Configuration and Customisation of Standard Objects

Since Salesforce does not support automatic adjustments to standard objects when installing applications such as EasyFlow, this must be done manually once after installation. This way, EasyFlow Invoices seamlessly adapts to your Salesforce standard.

Note: We offer a free set-up service with the purchase of EasyFlow Invoices! Just write us an email to support@easyflowapps.com.

2.10. Trial version

You have the opportunity to test EasyFlow Invoices for 30 days completely free of charge. You do not need any credit card information. After 30 days, the test phase expires automatically and you can no longer access EasyFlow Invoices.

If you want to test EasyFlow Invoices in a sandbox, the installation process works exactly the same as in the live environment.

2.11. Order licenses

This step is particularly important so that you can use EasyFlow Invoices permanently! The licence fees for the use of EasyFlow invoices will be collected by direct debit from the account you have specified. You can enter your relevant information here:

> In the EasyFlow app, you will find the "Manage licences" button in the "Configuration" tab. Click on the button to open a login page to your licence management area. In this customer portal you will find all the important data about your EasyFlow licences, payment information and also the option to book additional licences with a click.

> To log in, you will receive a personalised code by e-mail, which you enter in the login screen.

> After logging in, the overview page will open with some instructions on what information you need to provide us with so that you can use EasyFlow in future.

> Click on "Check your billing address". There you can enter a valid billing address. Then click on "Check your SEPA direct debit mandate" to issue a valid SEPA direct debit mandate. You can also find the input masks for your data below in the "Billing" and "Payment" tabs.

> After you have entered and saved the necessary data, you will receive a confirmation email from us and a document with all the information about your SEPA direct debit mandate.

Please note: The e-mail with the confirmation will be sent to the e-mail address that was specified when you downloaded EasyFlow in the Salesforce AppExchange.

3.1. The Invoice Record

The invoice record has two tabs: Related and Details. Under the "Related" tab you will find all the subject lists, as well as notes and files. Under the "Details" tab you will find the following fields:

3.2. The Reminder Record

The reminder record contains two tabs: Related and Details. Under "Related" you will find notes and files. Under the "Details" tab you will find the following fields:

3.3. The Cancellation Record

The cancellation record also contains two tabs: Related and Details. Under "Related" you will find notes and files. Under the "Details" tab you will find the following fields:

3.4. The Incoming Payment

On the payment record you can create incoming payments and upload files (e.g. payment receipts) and notes. You will find the following fields on the payment record:

3.5. The Allocation Data Set

You can edit the allocation record via the "Allocation" button. You can also find it in the "Allocations" topic list on the invoice record.

Note: When using EasyFlow Projects in addition, individual sub-projects can be allocated separately to the invoice. A sub-project record is created automatically when the project is created, the field values do not have to be edited or adjusted. The sub-project data record enables project invoicing according to individual products. This also allows billing within a project according to time and lump sum, according to the defined billing type per sub-project, which is taken over from the quotation document item.

3.6. The Receipt Data Set

The receipt data record has two tabs: Related and Details. Under the ‘Related’ tab, you will find all topic lists, as well as notes and files. Under the ‘Details’ tab you will find the following fields:

4.1. Automatic Generation of an Invoice Record

> To start the invoice generation process, choose an opportunity for which an invoice should be created

> In this opportunity, set the stage of the opportunity to a value, that will trigger the creation of an invoice from within the stage settings. In this example, we change the stage to "Closed Won", which, using the default stage setting, will trigger the creation of an invoice.

> Now click on the newly created invoice record in your opportunity. If you have set automatic allocation of invoice items in the stage setting, they will be automatically allocated to the invoice record in the specified amount.

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Hint: If you can't find the invoice list in your opportunity record, check that you have completed step 2.9.1.

>Using the "Allocation" button on the top right of the invoice record, you will get to an interface where you can add opportunity products as items to the invoice. You can do this either directly in the Amount field or by using the "Allocation in Percent" field. The value you enter here will be applied to all items when you click on "Apply". This allows for flexible partial billing. We recommend to always enter 100% for the last partial invoice to avoid rounding problems.

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Note: As long as there are still open amounts in the opportunity products on the opportunity to be settled, the respective amount is displayed in the "Allocation" interface.

Congratulations! Now you have created your invoice and can send it to your client. 

Note: By default, Salesforce does not provide for document creation. With cloudworx.compose we offer the possibility to easily create invoice documents with all relevant information and your logo. Let's talk about it, if you need further information!

4.2. Deposit of Incoming Payments

When a customer pays their invoice, you can easily create a payment record.

> In the invoice record, search for "Payments" in the related lists.

> Add a new payment by clicking "New".

> Fill out the fields "Date" to specify a payment date, as well as "Amount" with the payment amount.

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> Click on Save to finish the payment deposit.

Note: If the payment amount corresponds to the invoice amount, your invoice is automatically set to "Paid". If it is an open amount, the invoice status does not change and you can see the difference in the "Open amount" field.

4.3. Automatic Generation of Reminders

If a payment is missed and the open invoice exceeds its due date, a reminder record is automatically created according to the reminder levels stored in the configuration. The default settings are 0, 7 and 14 days after the invoice due date. Following the standard, a total of three reminder data records would be created.

Note: By default, Salesforce does not provide for document creation. With cloudworx.compose we offer the possibility to easily create invoice documents with all relevant information and your logo. Let's talk about it, if you need further information!

4.4. Automatic Generation of Cancellations

When you set an invoice record to "Cancelled", a corresponding cancellation record is automatically created in which the information of the invoice is transferred.

Note: By default, Salesforce does not provide for document creation. With cloudworx.compose we offer the possibility to easily create invoice documents with all relevant information and your logo. Let's talk about it, if you need further information!

4.5. Deposit of Receipts

If you want to store a receipt for payment, i.e. for settlement, you can simply create a receipt data record. The easiest way to do this is to go to the "Receipts" tab and click on "New" above the "Receipts" list view. You can enter an account to which this voucher belongs as well as the voucher number, the voucher date and the due date. You can also enter the amount (net) and the VAT. You can then upload the voucher document, if available, to the "Files" topic list. When you are finished, you can set the status to "Extracted" or "Confirmed". Use the "Extracted" status if you or someone else wants to check the receipt again before it is paid.

If you enter a settlement (see "Entering settlements") and the settled amount matches the outstanding amount, the status of the voucher is automatically set to "Paid".

4.6. Deposit of Settlements

If you want to enter a settlement, i.e. a payment for a voucher, you can simply create a settlement data record in the corresponding voucher data record. The easiest way to do this is to go to the "Settlements" topic list and click on "New" in the topic list. Now simply enter the corresponding date of the settlement (payment) and the amount and click on "Save". If the amount matches the corresponding open amount on the voucher data record, the status of the voucher data record is automatically set to "Paid".

5.1. Dashboard at Invoice Level

With EasyFlow Invoices installed, you can quickly view the following report on the respective invoice record in the dashboard.

5.2. Dashboards on the homepage