Accounting Seed supports accounting for multiple companies in a single instance of Salesforce as long as the companies have the same fiscal year end.
Please note that once you have posted transactions to an additional ledger, removing the ledger from your subscription fee is not possible.
1. Determine how many Ledgers are needed. Each company should have its own Ledger.
2. Submit a ticket to Accounting Seed Support to activate the Multi-Ledger functionality. You will receive a quote with an extra fee for the Multi-Ledger functionality.
3. Once activated, navigate to Accounting Home and under General Ledger Setup, click Ledgers. On the next page click the New Ledger button to add the new Ledgers.
4. Populate the following fields for each Ledger:
- Ledger Name: Name of Corporate Entity
- Type: Transactional
- Default Bank Account: GL Account that represents the main bank account for this entity
- Description: Optional
- Billing Outstanding Statement: PDF Format for Customer Outstanding Statement
- Billing Activity Statement Formats: PDF Format for Customer Activity Statement
- Default Billing Format: PDF Format for Customer Billing
- Default Packing Slip Format: PDF Format for Packing Slip (applicable if Accounting Seed Orders & Inventory module installed)
- Default Purchase Order Format: PDF Format for Vendor Purchase Order (applicable if Accounting Seed Orders & Inventory module installed)
- Note: If fields are not displayed on your Ledger page layout, please edit your page layout to make these fields visible. This can be achieved by your System Administrator or someone with the appropriate level of permissions to do so.
- Ledger Currency: Set the ledger currency as desired. Please note this is only available if multi-currency is enabled.
5. Adjust Page Layouts to include the Ledger field. This should be added to:
- Cash Receipts
- Bank Deposits
- Bank Reconciliations
- Recurring Billings
- Recurring Payables
- Cash Disbursements
- Journal Entries
- Expense Reports
- Time Cards
- Fixed Assets
- Financial Statement Column
- Amortization Entry
- Financial Cube
- Sales Order
- Purchase Order
- Sales Order Inventory Movement
- Purchase Order Inventory Movement
- Inbound Inventory Movement
- Outbound Inventory Movement
- Manufacturing Inventory Movement
6. Multi-Ledger is best used in the Salesforce Lightning UI. If you are using the Classic UI, switch to Lightning and add the Ledger Manager utility bar. This must be added to a new Lightning app or a non-managed app. To do this:
- Click into Setup, Apps, App Manager.
- Select Edit for the App you want to add it to (must not be a managed app) or select New to create a new app (Note that "my domain" must be activated to use this feature. Please view this article on how to activate My Domain)
- From App Settings, choose Utility Items, and click the Add Utility Item button.
- Scroll down and select Ledger Manager.
- Update the label if necessary.
- Click Save.
Limiting Access to Specific Users
If you need to limit a user to only enter data in a specific Ledger, versus any or all Ledger(s), then you will want to leverage Salesforce’s Sharing Permissions and Role Hierarchy-based Sharing functionality.
For example, setting the Ledger to Private will allow you to use the Role Hierarchy to extend permission to anyone in the hierarchy above the record owner.
- Ledger sharing permissions set to Private.
- Accountant for Company A would need to own the Ledger Record for Company A.
- Accountant for Company B would need to own the Ledger Record for Company B.
- CFO for the Parent company would need to be set up in a role hierarchy where both Accountants report to the CFO.
- The two Accountants would then need to have their role hierarchy access set to No Access (limiting them to only see records where the Ledger was set to the one they own).
- The CFO would need to have his or her role hierarchy access set to View & Edit (allowing them to view and edit records regardless of the Ledger owner).
Please refer to the Salesforce Roles Hierarchy article for additional information on how to use this functionality.
Summary of Best Practices
- Have the accounting team use the Lightning UI. This will allow them to easily select a Ledger to work in through the Ledger utility.
- Setup custom List Views by ledger. For example, have a payable view filtered for each Ledger so that a user can batch create disbursements for all payables related to that Ledger.
- Note: The system will not allow a related transaction in a different ledger. This means that a disbursement cannot relate to a different Ledger than the payable.
- To further drill down into financials, use the General Ledger Variables. A variable is a separate dimension of the financials and is typically used to report on departments, divisions, and business units.
- The same underlying Chart of Accounts is used throughout the system. If certain GL Accounts only relate to one ledger, then a user can use the Suppress Zero Rows checkbox when running reports so that only active GL accounts for that Ledger will show on the report.