Add an Opportunity Lookup + Custom Field to the Invoice New/Edit Screen

This guide provides a step-by-step process for adding an Opportunity lookup and a custom formula field to the Invoice New/Edit screen in Salesforce. It's essential for users looking to enhance their invoicing system by linking invoices directly to opportunities and displaying relevant financial data. By following this guide, users can streamline their workflow, improve data accuracy, and ensure that important information is readily accessible during invoice creation. This is particularly beneficial for organizations aiming to integrate sales and billing processes effectively.

Timothy Gentet-Kell-O'Brien
91 steps
6 minutes

Salesforce

Metisphere

Log into your Salesforce, for this Scribe we don't need to worry about what App we are on quite just yet.

Click on the Setup Cog

Click "Setup"

Click "Object Manager"

Click the "Quick Find" field.

Type "Invoice"

Click "Invoice", specifically the one where the API Name starts with "xis_\_",as you can see below, this Salesforce Org has 2 Invoice Objects. Make sure you select the correct one.

Click "Fields & Relationships"

Create an Opportunity Lookup

Click "New" to create a new Field

Select "Lookup Relationship"

Click "Next"

In the "Related To" picklist select the "Opportunity" option

Click "Next"

If you want to make sure this field is filled out on all Invoices check the "Required" checkbox

Click "Next"

Click "Next" again, or if you did not make it a Required field, then configure the Field Level Security as per your requirements

Click "Next" *again*, or if you did not make it a Required field, then configure which Page Layouts will have this field appear on them as per your requirements

For the Opportunity Related Lists, make sure you select ONLY the necessary Layouts to add an Invoice Related List to. We only need the "Opportunity Layout", so uncheck all Page Layouts

Then check just the "Opportunity Layout"

Click "Save"

Create an Invoice against an Opportunity

We're going to go through the process of creating an Opportunity again an Account, then an Invoice against that Opportunity. If you have an example Opportunity then you can skip to Step 46

Go back to the Salesforce Tab that you were on when you initially logged in

Click "Accounts"

Select an Account

Click "Related" if you are not on that Tab already

Click "New" on the Opportunity Related List

Enter all mandatory fields as per your business setup

For the formula field example we are going to pull the Opportunity Amount down to the Invoice to be displayed. Due to this, we are going to fill in the Amount field, you may need to add a Product if your business has specific requirements around the usage of this field

Click "Save"

Click on the Opportunity that you just created

If you did not add the Invoice Related List ot the Opportunity Page Layout previously, this is the time to do it. If you did and you can see the Invoice Related List then you can skip to Step 46

If you did add it, but cannot see it, try refreshing the page before attempting to add it on again. Salesforce will cache certain parts of the page, so sometimes requires a refresh or 2 before updated configuration kicks in properly

Add missing Invoice Related List

Click on the Setup Cog

Click "Edit Object"

Click "Page Layouts"

Select the Page Layout that you need to edit

Click "Related Lists" in the config options at the top

Click the "Quick Find" field

Type "Invoice"

Click and drag the "Invoice" related list to the relevant section within the "Related List"

Click on the Spanner Icon on the Invoices Related List

Select all fields that you would like to be able to view on the Related List

Once you have added all of your fields, use the "Sort By" picklist to select a field to sort the Invoices in the Related List by, we recommend using either the Date (date an Invoice was raised) or the Due Date

Click "Descending" view Date fields from the furthest in the future down to the furthest in the past

Click "OK"

Click "Save"

If you get a popup to overwrite Users' Related List Customisations, click "Yes"

Go back to the Opportunity Tab

Create a new Invoice

Click on the down arrow icon button if you do not see the New button

Click "New"

As you can see the Invoice Edit/New screen hasn't changed, even though we have added a new field. This needs to be configured and once it has been configured it will appear in the orange box

Fill out all necessary fields and Save the Invoice ready to test the new field addition later

Add a new field to the Invoice

Go back to the Setup menu

Click "Object Manager"

Click the "Quick Find" field.

Type "Invoice"

Click "Invoice", remembering select the one whose API Name starts with "xis_\_"

Click "Fields & Relationships"

Click "New"

As we already have the Opportunity lookup and we have tested this, this time we are going to create a formula field, which will allow Users to see the Amount from the Opportunity on an Invoice. Click "Formula"

Click "Next"

Click the "Field Label" field

Type "Opportunity Amount", or a Label of your choice

Click the "Currency" field.

Click "Next"

Click "Advanced Formula"

Click "Insert Field"

Click "Opportunity >", not "Opportunity" as we need to get a field via the Opportunity Lookup from the Opportunity

Click "Amount"

Click "Insert"

Salesforce should now have automatically populated the formula with the Opportunities Amount field. Click on "Check Syntax" to confirm you have done everything correctly

If you get a green success message next to the "Check Syntax" button, click "Next"

Click "Next" again

Make a note of the "Field Name" this is needed for the configuration, then click "Save"

Configure a Custom Field for the Invoice New/Edit Screens

Click "Home"

Click the "Quick Find" field.

Type "Custom Metadata Types"

Click "Custom Metadata Types"

Click "Manage Records" next to the "Xero Record Detail Config" Custom Metadata Type

Click "New"

Click the "Label" field

Type "Opp Amount on Invoice", or something that will enable you to identify what this Record Detail Config is used for

Click the "\*Xero Record Detail Config Name" field to allow Salesforce to auto-populate it

Change the "Config Type" to the "Record Field" option

In the "Object" picklist select the "Invoice \[xis\]" option

Click the "\*Value" field.

Enter in the Field Name you copied while creating the field earlier, ensuring it ends with \__c, it should look like this: "Opportunity_Amount__c"

Click "Save"

Test the new field is visible

Go back to the Salesforce Tab you were on before you went into the Setup

Go to the Accounts Tab if you are not already on it and find the Account you created the Invoice under previously

Click "Related" if you are not already on that Tab

Select the Invoice you created earlier

Click "Edit"

You should now be able to see the new formula field that you have created

If you add a formula field to the New/Edit Screen, it will not show a value on the New screen, this is because formulae only compile/render once a record has been saved. This is as it needs to use data that is in the Database to show information

Add an Opportunity Lookup + Custom Field to the Invoice New/Edit Screen

Timothy Gentet-Kell-O'Brien
91 steps
6 minutes

Salesforce

Metisphere

Log into your Salesforce, for this Scribe we don't need to worry about what App we are on quite just yet.

Click on the Setup Cog

Click "Setup"

Click "Object Manager"

Click the "Quick Find" field.

Type "Invoice"

Click "Invoice", specifically the one where the API Name starts with "xis_\_",as you can see below, this Salesforce Org has 2 Invoice Objects. Make sure you select the correct one.

Click "Fields & Relationships"

Create an Opportunity Lookup

Click "New" to create a new Field

Select "Lookup Relationship"

Click "Next"

In the "Related To" picklist select the "Opportunity" option

Click "Next"

If you want to make sure this field is filled out on all Invoices check the "Required" checkbox

Click "Next"

Click "Next" again, or if you did not make it a Required field, then configure the Field Level Security as per your requirements

Click "Next" *again*, or if you did not make it a Required field, then configure which Page Layouts will have this field appear on them as per your requirements

For the Opportunity Related Lists, make sure you select ONLY the necessary Layouts to add an Invoice Related List to. We only need the "Opportunity Layout", so uncheck all Page Layouts

Then check just the "Opportunity Layout"

Click "Save"

Create an Invoice against an Opportunity

We're going to go through the process of creating an Opportunity again an Account, then an Invoice against that Opportunity. If you have an example Opportunity then you can skip to Step 46

Go back to the Salesforce Tab that you were on when you initially logged in

Click "Accounts"

Select an Account

Click "Related" if you are not on that Tab already

Click "New" on the Opportunity Related List

Enter all mandatory fields as per your business setup

Click "Save"

Click on the Opportunity that you just created

If you did not add the Invoice Related List ot the Opportunity Page Layout previously, this is the time to do it. If you did and you can see the Invoice Related List then you can skip to Step 46

Add missing Invoice Related List

Click on the Setup Cog

Click "Edit Object"

Click "Page Layouts"

Select the Page Layout that you need to edit

Click "Related Lists" in the config options at the top

Click the "Quick Find" field

Type "Invoice"

Click and drag the "Invoice" related list to the relevant section within the "Related List"

Click on the Spanner Icon on the Invoices Related List

Select all fields that you would like to be able to view on the Related List

Click "Descending" view Date fields from the furthest in the future down to the furthest in the past

Click "OK"

Click "Save"

If you get a popup to overwrite Users' Related List Customisations, click "Yes"

Go back to the Opportunity Tab

Create a new Invoice

Click on the down arrow icon button if you do not see the New button

Click "New"

As you can see the Invoice Edit/New screen hasn't changed, even though we have added a new field. This needs to be configured and once it has been configured it will appear in the orange box

Fill out all necessary fields and Save the Invoice ready to test the new field addition later

Add a new field to the Invoice

Go back to the Setup menu

Click "Object Manager"

Click the "Quick Find" field.

Type "Invoice"

Click "Invoice", remembering select the one whose API Name starts with "xis_\_"

Click "Fields & Relationships"

Click "New"

Click "Next"

Click the "Field Label" field

Type "Opportunity Amount", or a Label of your choice

Click the "Currency" field.

Click "Next"

Click "Advanced Formula"

Click "Insert Field"

Click "Opportunity >", not "Opportunity" as we need to get a field via the Opportunity Lookup from the Opportunity

Click "Amount"

Click "Insert"

Salesforce should now have automatically populated the formula with the Opportunities Amount field. Click on "Check Syntax" to confirm you have done everything correctly

If you get a green success message next to the "Check Syntax" button, click "Next"

Click "Next" again

Make a note of the "Field Name" this is needed for the configuration, then click "Save"

Configure a Custom Field for the Invoice New/Edit Screens

Click "Home"

Click the "Quick Find" field.

Type "Custom Metadata Types"

Click "Custom Metadata Types"

Click "Manage Records" next to the "Xero Record Detail Config" Custom Metadata Type

Click "New"

Click the "Label" field

Type "Opp Amount on Invoice", or something that will enable you to identify what this Record Detail Config is used for

Click the "\*Xero Record Detail Config Name" field to allow Salesforce to auto-populate it

Change the "Config Type" to the "Record Field" option

In the "Object" picklist select the "Invoice \[xis\]" option

Click the "\*Value" field.

Enter in the Field Name you copied while creating the field earlier, ensuring it ends with \__c, it should look like this: "Opportunity_Amount__c"

Click "Save"

Test the new field is visible

Go back to the Salesforce Tab you were on before you went into the Setup

Go to the Accounts Tab if you are not already on it and find the Account you created the Invoice under previously

Click "Related" if you are not already on that Tab

Select the Invoice you created earlier

Click "Edit"

You should now be able to see the new formula field that you have created