Multi-Company Set Up

Prerequisites

Accounting Seed supports accounting for multiple companies in a single instance of Salesforce under the following conditions, all of the companies need the same:

  1. Fiscal year end
  2. Reporting currency
  3. Chart of Accounts

Setup

  1. Decide on 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, click into the Ledger Tab and 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, and Activity Statement Formats
      • Note: If necessary, each PDF format can have a different logo and address
  5. Adjust Page Layouts to include the Ledger field. This should be added to:
    • Billings
    • Cash Receipts
    • Bank Deposits
    • Bank Reconciliations
    • Recurring Billings
    • Payables
    • 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 still using the Classic UI, switch to Lightning and add the Ledger Manager utility bar to any related apps. To do this:
    • Click into Setup, Apps, App Manager
    • Select Edit for the App you want to add it to
    • From App Settings, choose Utility Bar, and click the Add button
    • Scroll down and select Ledger Manager
    • Update the label if necessary
    • Click Save

User Setup

If you need to limit a user to only enter data in a particular ledger versus any ledger then you will want to leverage the various permission and declarative tools that Salesforce provides to limit their access.

For example, setting up record types on the Ledger object and assigning those record types to the appropriate users’ permission set, will limit a user to only being able to enter records for the Ledger they have permission for.

Summary of Best Practices

  1. Have the accounting team use the Lightning UI. This will allow them to easily select a ledger to work in through the ledger utility.
  2. 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.
  3. 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.

Note: 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.

 

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