Overview
As part of the Winter ‘25 release, Accounting Seed is pleased to inform you of our Winter ‘25 Preview 1 release. This article presents information about the enhancements available in this release. To print a copy of the Release Notes, right-click and select Print. In the Destination drop-down list, select a specific printer name or select Save as PDF. Then, click Save.
For information about our release frequency and schedule, please refer to the Release Schedule article.
Installation Notes
This preview release is now available to be installed in your org. We recommend that you first install the release into your sandbox environment and test it before installing it into your production environment. For more information on best practices with testing sandboxes, refer to Sandboxes: Staging Environments for Customizing and Testing and Considerations for Creating Sandboxes with Accounting Seed Data.
When you are ready to install this release, click here to access the installation link.
Configuration Changes
This release includes configuration changes that can be performed by existing Accounting Seed users. For more information, refer to the Winter ’25 Preview 1 Configuration Changes article.
Contents
- Void a Cash Receipt
- AP Automation
- Multi-book Accounting and Cash Basis Accounting
- Large Data Optimizer
- AR Automation (Merchant Download Automation Job)
Customer Requested Enhancements
- Bank Reconciliation (Auto-Clear Job)
- Amortization for more than 60 Accounting Periods
- Support from Accounting Home
Features and Enhancements
Void a Cash Receipt
Void a Cash Receipt
Issue Refund from a Cash Receipt
With this release, you can now quickly and easily void a Cash Receipt. Voiding a Cash Receipt reverses the associated transactions. You might need to void the related transactions for a payment that was inadvertently processed, or perhaps a customer makes a payment, and later contacts you to request that the payment be voided.
Void a Cash Receipt with AR Automation
When Cardknox is your Payment Processor, you can void a Cash Receipt in Accounting Seed, which will also automatically be voided in Cardknox. Additionally, if you void a Cash Receipt in Cardknox, when the Merchant Download Automation job runs as part of the normal nightly processes, it will be voided in Accounting Seed. Otherwise, you can click Run Merchant Download in the Payment Processor screen to run the job immediately. Then, view the voided Cash Receipt.
The ability to void a Cash Receipt in both Accounting Seed and Cardknox is dependent upon the related batch in Cardknox still being open. For more information about this process, refer to the Void a Cash Receipt with AR Automation section in the Void a Cash Receipt article.
Important: If Stripe is your Payment Processor, while you can void Cash Receipts in Accounting Seed, you will need to manually void the transactions in Stripe.
Even if you are not currently using Payment Processors, you can still use the steps in the Void a Cash Receipt article to void a Cash Receipt.
Void a Refund Cash Receipt
If you need to void a Refund Cash Receipt, use the steps that are available in the Void a Cash Receipt article. Voiding the Refund Cash Receipt will increase the balance on the related Credit Memo. If you still need to refund the payment amount, access the Credit Memo, and Issue a Refund from a Credit Memo.
Existing Accounting Seed customers will need to add the new Void button and Void information section to the Cash Receipt object. For more information, refer to the Winter ’25 Preview 1 Configuration Changes article.
AP Automation
As a part of this release, the AP Automation feature that was introduced with our Spring ’24 release includes the updates that are listed below.
Payment Services / Cash Disbursement Updates
- The Set Cash Disbursement to Approved setting has been added to the Payment Settings screen. This new setting is an On/Off toggle button, which defaults to “On.” When this is set to “On,” once a Payment Proposal is approved, Cash Disbursements that are created will automatically have a Posting Status of Approved. Therefore, if you do not want the Posting Status on Cash Disbursements that are created from Payment Proposals to automatically be set to an Approved Posting Status, change the setting on this toggle button to “Off.” When this setting is turned “Off,” the Posting Status on Cash Disbursements that are created from approved Payment Proposals will be set to the default Posting Status that is configured on your org.
- When using Payment Services, the AP Remittance Email field on the Account record is required in order to post a Cash Disbursement with Virtual Card as the Payment Services Type. Otherwise, an error message will display when you attempt to post a Cash Disbursement.
- On a Cash Disbursement that is created from a Payment Proposal, for ACH payments, if the Vendor’s default ACH Payment Method is being verified (has a Verification Status, such as Pending), the Cash Disbursement cannot be posted. However, you can use the Payment Services Type Override field to manually change the Payment Services Type on the Cash Disbursement to Check. Then, post the record.
- The “Non-Participating” status in the Payment Services Enrollment Status drop-down list in the Payment Services section on the Account object has been relabeled to “Not Accepting VC.” The VC indicates Virtual Card.
Payment Method Update
The Account Number field on the Payment Method screen cannot contain any spaces or dashes. Additionally, the Routing Number must be 9 digits.
Multi-book Accounting and Cash Basis Accounting
Multi-book Accounting Overview
Cash Basis Accounting Overview
As a part of this release, Multi-book and Cash Basis Accounting that we introduced with our Summer ’24 release includes the updates that are listed below.
- In the Cash Basis Accounting article, we mentioned that if you currently have an Accrual Ledger, and want to switch to a Cash Basis only, the Accrual Ledger would be deactivated. Be aware that if you have outstanding Billings that include a PaymentSITE link (Cardknox) or Payment Link (Stripe), your existing Accrual Ledger should NOT be deactivated.
- On the Cash Ledger, when records are posted/unposted and/or applied/unapplied, sequential order is very important. With this release, when you attempt to unapply records out of sequential order, an error message will display. Similarly, when applying both a Credit Memo and a payment(s) in the same Accounting Period, the Credit Memo must be applied first. For more information, refer to the Post and Apply Order (on Cash Ledgers) section of the Multi-book and Cash Basis articles.
- Once a Journal Entry and/or Amortization Entry has been posted, the Accrual and/or Cash field cannot be edited. An error message will display if you attempt to change this field after posting.
- An error message will display if you attempt to select Accrual and Cash (Multi-book Accounting) as the Accounting Method on a Consolidations-Transactional Ledger or Consolidations-Budget Ledger. Additionally, the Accounting Method on the Eliminations Ledger must be the same as the Accounting Method on the related Consolidations-Transactional Ledger.
- If you have Accrual and Cash (Multi-book Accounting) as the Accounting Method, with the NPSP Connection, source documents will only be created on the (primary) Accrual Ledger. They will NOT also be automatically created on the Related Cash Ledger. Additionally, you cannot manually add source documents to the Related Cash Ledger.
Large Data Optimizer
As a part of this release, the Large Data Optimizer (LDO) feature that was introduced with our Spring ’24 release includes the updates that are listed below.
- The pagination bar on the Advanced Line Manager has been enhanced to include the Go to page textbox, which allows you to enter a specific page number, and click Go to access that page. This is very helpful if you have the LDO feature enabled, which may include a large number of rows.
- On the Recurring objects (Billing, Payable, and Journal Entry), with the LDO feature enabled, on the Create intermediate screen when Create/Create & Post is clicked:
- With AS Native Tax, and more than one line on a record with no changes to the date (or Journal Entry Name), the default message displays to indicate the records will process asynchronously. If the Create & Post button was clicked, the records will post after the asynchronous job completes.
- With AS Native Tax, if there is a change to the date (or Journal Entry Name), the header record will process immediately, and the lines will process asynchronously. Later, you can review the Automated Job Results for details about the completed asynchronous job.
- With Avalara’s AvaTax (Recurring Billings only), the records will process immediately (the same as without LDO).
- New LDO limits around the Recurring object (Billings, Payables, and Journal Entries) have been added. For more information, refer to the table in the Large Data Optimizer article.
- If you have source documents with either of these two Posting Statuses (Posting in Progress or Unposting in Progress), the Accounting Period cannot be closed. An error message will display, which prevents closing while source documents are in these statuses.
- On the Reset LDO Source Document Interim Posting Status purge, when it completes, an email will be sent to the email address of the user who ran the purge, which will include details about the purge.
AR Automation (Merchant Download Automation Job)
Merchant Download Automation Job
With Cardknox, the Payment Activity Status job is included when the Merchant Download Automation job runs, so that the latest Payment Activity information is available when viewing the Payment Activities screen. With this release, when this job runs, if the Status on a “Pending” ACH payment changes to “Chargeback,’ the Status on the related Payment Activity record will be updated to “Error,” and the related Cash Receipt in Accounting Seed will be voided after the normal nightly job process completes. If the Status on an ACH payment changes from “Pending” to “Settled,” the Status on the related Payment Activity record will be updated to “Success.” Additionally, if a payment has been voided in Cardknox, the Status on the Payment Activity record will be updated to “Void,” and the related Cash Receipt will be voided (after the normal nightly job process) with a Void Description of “Voided by the Merchant Download job.”
When a Payment Activity record is created as part of the Merchant Download Automation job, the Payment Date field on the record will automatically populate with the date the payment was made.
Existing Accounting Seed customers will need to add the Payment Date field to the Payment Activity object, as well as add “Void” as a picklist value to the Status field on the Payment Activity object. For more information, refer to the Winter ’25 Preview 1 Configuration Changes article.
Customer Requested Enhancements
Bank Reconciliation (Auto-Clear Job)
Create a New Bank Reconciliation
Enablements
Multiple Bank Reconciliations can be created at the same time using the Salesforce Data Loader App (web-based Data Import Wizard tool) or a script. With this release, when creating one or more Bank Reconciliations, the automatic clearing of records on the saved Bank Reconciliations will depend upon the new Disable Auto-Clear job setting in the Enablements screen. When this setting is turned “On,” records on the saved Bank Reconciliations will not be automatically cleared. When this setting is turned “Off,” if multiple Bank Reconciliations were imported/created and saved at the same time, records on the first saved one will automatically be cleared. On the remaining Bank Reconciliations that were imported/created at the same time, the records will need to be manually cleared. The default for this setting is “Off.”
Amortization for more than 60 Accounting Periods
Within the UI (User Interface), the selected Amortization period of time can be up to 60 Accounting Periods. If you need to amortize for a longer period of time, the Amortization API supports up to 360 Accounting Periods. This is applicable when you Amortize Revenue for a Billing, Amortize Expense for a Payable, and also when you Depreciate a Fixed Asset. To learn more, refer to the Amortization for more than 60 Accounting Periods information.
Support from Accounting Home
The Accounting Home page has been updated to include a Support hyperlink, which allows you to access a page with all available user assistance resources. This includes the ability to open a case, if necessary.
Note: Click here to view the above image in full screen.
Software Corrections
Large Data Optimizer (LDO)
- Records Stuck in interim Posting Status – there was an issue with a Billing Cash Receipt (BCR) and AP Disbursement (APD) record getting stuck in the Posting in Progress status when a Cash Receipt or Cash Disbursement was unapplied and applied at the same time. This issue has been resolved.
- Pay Batch Payables from the List View – when attempting to pay Payables from the list view, the Pay Batch job was failing. This issue has now been resolved.
- Merchant Download Automation job – when the Merchant Download Automation job was scheduled to run with the Billing Cash Receipts (BCRs) set to Auto-Post, the job did not run successfully. This issue has been resolved with the job running as expected, along with convenience fees being recorded correctly.
Partially Apply a Cash Disbursement
When partially applying a Cash Disbursement to a Payable by manually entering the specified amount, there was an issue with saving the changes. This issue has been corrected.
Create Billing From Sales Order
When a Billing was created from a Sales Order, the Accounting Period was defaulting to the current Accounting Period. This issue has been corrected so that the new Billing defaults to the Accounting Period on the Billing Date.
AS Financial Analytics
The Last Period and Last Year Key Performance Indicators (KPIs) were displaying incorrectly on the Financial Analytics Profit & Loss Dashboard when Accounting Periods were set up with a financial year that started in a month other than January. This issue has been resolved.
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