Overview
Creating custom Billing numbers allow you to use a particular format and/or a specific Billing starting number, which will automatically increment. This can be accomplished by creating a custom auto-number field on the Billing object, and using the Process Builder to automatically populate the Proprietary Billing Number field with the selected value. Then, as you create Billing PDF files, the value in the Proprietary Billing Number field will display as the value on the PDF instead of the actual Billing Number.
Create Custom Billing Numbers
- Click the Gear and select Setup.
- Click the Object Manager tab.
- Scroll down the page to select the Billing object.
- Select Fields & Relationships.
- To create a custom field, click New.
- For the Data Type, select the Auto Number radio button.
- Click Next.
- Enter Customer Billing Number in the Field Label.
- Enter a Display Format. In the example screen below, INV-{00000000} was entered as the Display Format.
Note: The Display Format number should always be entered using the open and close braces {} with leading zeros inside of the braces. - Enter a Starting Number. In the example screen below, 10000 was entered as the Starting Number.
- Select or de-select the appropriate Field-level Security, as necessary.
- Click Next.
- Select the Page Layouts that should include the new custom field.
- Click Save.
Define a New Billing Process
- If you are still under Setup after saving the new custom field, click the Home tab to display the Quick Find search textbox. Otherwise, click the Gear icon and select Setup.
- Enter Process Builder in the Quick Find search textbox. Then, select the Process Builder link.
- To create a new process, click New.
- Enter the name for the new process, such as “Populate Proprietary Billing Number.”
- From The process starts when drop-down list, select A record changes.
- Click Save.
- Click Add Object.
- From the Object drop-down list, select Billing.
Accept the default radio button for the Start the Process as Only when a record is created. - Click Save.
- Click Add Criteria.
- In the Criteria Name textbox, enter Copy Customer Billing Number.
- Select the No criteria-just execute the actions! radio button.
- Click Save.
- Under Immediate Actions, click Add Actions.
- From the Action Type drop-down list, select Update Records.
- In the Action Name field, enter Copy into Proprietary Number.
- In the Record Type field, click the Lookup icon to perform a search.
- Select the AcctSeed__Billing__c record that started your process radio button.
- Click Choose.
- From the Field drop-down list, select Proprietary Billing Number.
- From the Type drop-down list, select Field Reference.
- In the Value field, click the Lookup icon to perform a search.
- Select Customer Billing Number.
- Click Choose. The screen refreshes with your selections.
- Click Save.
- Click Activate.
- Click Confirm.
At this point, you can test the new process by creating and saving a Billing. Review the Proprietary Billing Number field to ensure that it populates with the new automatic number value.
Create a PDF and review the Billing Number field. This should populate with the new automatic number value.
Note: Update your Email template to include the new Custom Billing starting number.
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