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Iris Release Notes

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Overview

Accounting Seed is pleased to announce our Iris release. This article presents information about the new features and enhancements available in the Iris release, including steps for Configuration changes, where necessary.

To best understand how to use these new features and enhancements within your business it is important that you first test the Iris release in your sandbox environment. Follow the links below to learn more about each update. 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.

To print a copy of the Iris Release Notes, right-click and select Print. In the Destination drop-down list, select a specific printer name and click Print or select Save as PDF. Then, click Save.

Schedule

Our Iris release will not be automatically pushed to your sandbox or production environments. This has been done to limit the disruption to our customers given the challenging times. When you are ready to make the Iris release available in your sandbox and/or production environment, please contact Customer Support by creating a case in our Customer Support Portal to request the installation link.

Contents

New Features

Integration Packages

Enhancements

Software Corrections

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Important:  Please note some key changes coming in Iris and contact Accounting Seed Support if you have questions about the changes by creating a case in our Customer Support Portal.

      1. Page Layout changes to the Payable Line & Recurring Payable Line: The existing Amount field has been renamed to “Total” and is now read-only on the user interface. A new Unit Cost field has been added to the Payable Line and Recurring Payable Line. Going forward, the existing Quantity and new Unit Cost field should be used to determine the Total for all Line Level Post users. The amount that is entered in the Unit Cost field multiplied by the Quantity will determine the Total (Quantity x Unit Cost = Total).

        Since page layouts are not upgradeable, as well as field-level security settings for profiles and custom permission sets, it is necessary for all users to configure their org with these changes. Refer to the configuration changes below.

      2. GL Account Restrictions: Several GL Account restrictions have been made in Iris:
        • Prevent the AP Control GL Account from being used in the Debit GL Account field on a Cash Disbursement where the Cash Disbursement Source is equal to Manual
        • Prevent the Vouchers Payable GL Account to be used in the Expense GL Account field and the Inventory GL Account field on the Billing Line.

          Users should test these new restrictions in a sandbox against customizations, integrations and processes for potential impact. For a complete list of GL Account System Business Rule changes, refer to the GL Account System Business Rules below.

      3. Changes to Page Layouts in Lightning Experience: To improve usability and better organize Accounting information within the Lightning Experience, Lightning Record Pages across the Accounting Seed application have been redesigned. This includes the use of enhanced related lists, tabs, button visibility and other Lightning components.  Existing users should note that Lightning Record Pages are upgradeable by Accounting Seed. As such, users should review the new Lightning Record Page layouts prior to upgrading. If users have custom Lightning Record Pages or prefer the pre-Iris default layouts, then they should take pre-upgrade actions to clone those pages they wish to retain.  Refer to the configuration changes below.

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New Features 

Header Level Posting (HLP) 

With the Iris release, Accounting Seed now supports two methods of posting Billings and Payables. Header Level Posting (HLP) is our new default method for posting, however, we will continue to support Line Level Posting (LLP). 

The benefits of Header Level Posting (HLP) include the reduction of data usage, reduction of clutter in the AR and AP Control GL Accounts, as well as allowing for Line Level tax calculations. All new Accounting Seed installations will have HLP enabled by default. For existing customers who want to adopt this functionality, please contact our Support team. 

Note: If you have the Orders & Inventory module installed, in order to enable Header Level Posting (HLP), you must be using the Weighted-Average Cost methodology.

Billing Header Level Posting

Billing Header Level Posting
Billing Header Level Posting will reduce data usage by consolidating the debit transactions into one single transaction posting to the Accounts Receivable GL Account, and consolidating the credit transactions that have the same unique combination of the following dimensions:

      • Revenue GL Account 
      • GL Variables 1-4
      • Project 
      • Project Task
      • Product
      • Time Card Variables 1-2

This will result in far fewer entries to the AR Control GL Account, making AR reconciliation an easier task. This change also implies that all transactions post at the Billing header level rather than separately for each line. The Billing, Billing Line, Recurring Billing, Recurring Billing Line, Opportunity and Opportunity Product objects have been enhanced to support this new feature.

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Billing Header Level Posting (HLP) Tax Calculation

With Billing Header Level Posting, either the New Accounting Seed Native Tax (“AS Native Tax HLP”) or the New Avalara AvaTax for Billings, Recurring Billings and Opportunities (“AvaTax HLP”) modes can be the selected method for tax calculation. With either methodology, tax is automatically calculated when creating a Billing or Recurring Billing from an Opportunity (list view or detail page). Tax is also automatically calculated when creating a Billing from a Recurring Billing (list view, detail page or the automation job). 

The tax component for a Billing Line now creates a separate credit transaction for each unique combination of the following dimensions:

      • Sales Tax Liability GL Account
      • GL Variables 1-4
      • Time Card Variables 1-2

By design, the Product, Project, and Project Task dimensions are not considered during the Billing Line tax component consolidation.

Note: The previous iteration of AS Native Tax under Line Level Posting (“AS Native Tax LLP”) cannot be used with Header Level Posting.

New PDF formats have been added to support the HLP functionality with tax calculations so that tax is displayed below the Sub-Total rather than listed as a separate line above it. 

Set up Accounting Seed (AS) Native HLP for Billings, Recurring Billings and Opportunities

Set up Accounting Seed (AS) Native Tax HLP  
The existing AS Native Tax functionality has been redesigned to support Header Level Posting and have tax amounts calculated on each Billing Line, Recurring Billing Line or Opportunity Product Line. The New AS Native Tax HLP leverages the new Tax Group and Tax Rate objects to populate a Tax Amount on each Billing Line, Recurring Billing Line or Opportunity Product Line that has an associated Tax Group.

      • Tax Group records can contain up to five (5)Tax Rates and should be designated as a Sales or Sales & Purchase type. Tax Group is a lookup field on the Billing Line, Recurring Billing Line and Opportunity Product Line. When the Tax Group field is populated, the Tax Amount is automatically calculated based upon the Combined Tax Rates from the Tax Group. Tax is also automatically calculated when creating a Billing or Recurring Billing from an Opportunity (list view or detail page) or when creating a Billing from a Recurring Billing (list view, detail page or automation job).

        Note: On an Opportunity, a user must still click the Calc Tax button to calculate the Estimated Tax Amount. 

      • Tax Rate records must contain a Tax Rate %, as well as the required GL Account(s) depending upon the selected type (Sales or Sales & Purchase). 

New Avalara AvaTax HLP for Billing and Opportunities

New Avalara AvaTax HLP
The Avalara AvaTax integration for Sales Tax introduced in the Fuchsia release has been enhanced to support Header Level Posting and have tax amounts displayed on each Billing Line or Opportunity Product Line. The new AvaTax for Billings and Opportunities option will calculate taxes on a Billing Line or Opportunity Product Line that has an associated Product record on the Line. Tax is also automatically calculated when creating a Billing or Recurring Billing from an Opportunity (list view or detail page) or creating a Billing from a Recurring Billing (list view, detail page or automation job). As with previous releases, if the Product does not have a respective AvaTax Tax Code populated in the Tax Code field, AvaTax assigns a default code.

Configuration Changes/Requirements:

      • Existing Accounting Seed customers will continue with Line Level Posting (LLP) and may opt-in to Header Level Posting (HLP) by performing the migration steps (AvaTax HLP or AS Native Tax HLP) and then contacting Customer Support to enable. 
      • If you are installing Accounting Seed for the first time with our Iris release, Header Level Posting (HLP) is the system default. Therefore, the migration process is unnecessary. 

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Payable Header Level Posting

Payable Header Level Posting
Payable Header Level Posting will reduce data usage by consolidating the credit transactions into one single transaction posting to the Accounts Payable GL Account, and consolidating the debit transactions that have the same unique combination of the following dimensions: 

      • Expense GL Account
      • GL Variables 1-4
      • Project
      • Project Task
      • Product

This will result in far fewer entries to the AP Control GL Account making AP reconciliation an easier task. This change also implies that all transactions post at the Payable header level rather than separately for each line. The Payable, Payable Line, Recurring Payable and Recurring Payable Line objects have been enhanced to support this new feature.

Payable Header Level Posting (HLP) Tax Calculation

With Payable Header Level Posting, the New Accounting Seed Native Tax (“AS Native Tax HLP”) mode is used to calculate purchase tax on Payable Lines. Purchase tax is automatically calculated when creating a Payable from a Recurring Payable (list view, detail page or the automation job).  

The tax component of a Payable Line now creates a separate debit transaction for each unique combination of the following dimensions:

      • Purchase Tax Liability GL Account
      • GL Variables 1-4

By design, the Product, Project, and Project Task dimensions are not considered during the Payable Line tax component consolidation.

Note: The previous iteration of AS Native Tax under Line Level Posting (“AS Native Tax LLP) cannot be used with Header Level Posting.

Set up Accounting Seed (AS) Native Tax (HLP) for Payables and Recurring Payables

Set up Accounting Seed (AS) Native Tax HLP 
The existing AS Native Tax functionality has been redesigned to support Header Level Posting and have tax amounts calculated on each Payable Line or Recurring Payable Line. The New AS Native Tax HLP leverages the new Tax Group and Tax Rate objects to populate a Tax Amount on each Payable Line or Recurring Payable Line that has an associated Tax Group :

      • Tax Group records can contain up to five (5) Tax Rates and should be designated as a Purchase or Sales & Purchase type. Tax Group is a lookup field on the Payable Line or Recurring Payable Line. When the Tax Group field is populated, the Tax Amount is automatically calculated based upon the Combined Tax Rates from the Tax Group. Tax is also automatically calculated when creating a Payable from a Recurring Payable (list view, detail page or automation job). 
      • Tax Rate records must contain a Tax Rate %, as well as the required GL Account(s) depending upon the selected type (Purchase or Sales & Purchase). 

Configuration Changes/Requirements:

      • Existing Accounting Seed customers will continue with Line Level Posting (LLP) and may opt-in to Header Level Posting (HLP) by performing the migration steps and then contacting Customer Support to enable. 
      • If you are installing Accounting Seed for the first time with our Iris release, Header Level Posting (HLP) is the system default. Therefore, the migration process is unnecessary. 

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Scheduled Jobs

Scheduled Post Job

Scheduled Post Job
A new Scheduled Post job has been added to the Automation tab in Accounting Settings to batch post all records that are in an Approved posting status. This job can be scheduled or run on demand. 

Note: Records can still be individually posted, if necessary. 

Previously a Recurring Billing, Payable, or Journal Entry job would create and post their created records. However, now if a Recurring job is added to the Automation tab in Accounting Settings, the new Scheduled Post job must be created. The Recurring jobs will no longer automatically post the records that are created. 

Additionally, an Auto-Post checkbox has been added to a new Post Settings tab in Accounting Settings, which is an important change if your organization has a very large number of records to process and need this done asynchronously through the Scheduled Post job. This checkbox controls the behavior of objects that in prior releases would automatically post upon creation. With the Iris upgrade, the Auto-Post checkbox defaults to checked. Organizations with smaller data sets to process should leave the Auto-Post checkbox enabled.

      • When Auto-Post is checked, these records will continue to automatically post upon creation.
      • When Auto-Post is unchecked, these records will not automatically post upon creation and instead will remain in an Approved posting status.
        Important: If the Auto-Post checkbox is not checked, ensure that the Scheduled Post job has been created. Otherwise, these records will remain unposted. 

Configuration Changes/Requirements:

      • As a best practice, automation jobs should not be scheduled to run at the same time.
      • The Scheduled Post job must always be scheduled to run as the last automation job.
      • If Auto-Post is unchecked, the Scheduled Post job must be added to ensure records are posted.
      • The Posting Status field should be added to the following objects’ page layouts. These used to automatically post in previous releases: 
        • Billing Cash Receipt 
        • AP Disbursement
        • Amortization Entry
        • All Inventory Movements (Orders & Inventory users) 
      • The Posting Status field should be edited for the following objects to add “Approved” as an active picklist value.
        • Cash Disbursement
        • Cash Receipt

Note: For a Cash Disbursement or Cash Receipt to be included and posted by the Scheduled Post job, the Posting Status must be set to “Approved."

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Automated Email Billing

Automate Email Billings
A new Automated Email Billing job has been added to the Automation tab in Accounting Settings to email Billings automatically by setting up a scheduled job that runs daily. Only posted Billings of Type “Invoice,” with an “Unsent” PDF email status and Billing Due Date less than or equal to the date the job is run are considered for automatic emailing.

Integration Packages

Salesforce Nonprofit Success Pack (NPSP) Integration

Install the NPSP Accounting Seed Extension Package
A new integration to the Salesforce Nonprofit Success Pack has been made available along with the Iris release. This is a separate package that creates Journal Entries for Opportunities, which meet specific criteria for processing. This can be run as a scheduled job or on demand. A report will be sent once the job is processed.  

Configuration Changes/Requirements:

  • The Iris version of Financial Suite must be installed. 
  • Contact our Customer Support for additional information. 

Avalara VAT Reporting Integration

A new integration to Avalara VAT Reporting has been developed to support users who have VAT (Value-added Tax) reporting requirements with their local tax authorities. Avalara VAT Reporting is a VAT return filing solution. Accounting Seed supports the calculation and recording of VAT. The Avalara VAT Reporting integration provides the ability to transmit data to Avalara for the creation of a VAT return, which can be digitally transmitted to your tax authorities. The Avalara VAT Reporting integration will initially be available to our United Kingdom customers, with plans to support additional countries in future releases. Stay tuned for articles coming soon to our Knowledge Base.

Configuration Changes/Requirements:

  • The Iris version of Financial Suite must be installed. 
  • Header Level Posting (HLP) must be enabled.
  • Contact our Customer Support for additional information. 

Field Service Lightning (FSL) Integration Enhancements

Create Billing from Work Order
Create Sales Order from Work Order
Additional fields have been added to the Work Order to Sales Order dialog box, including the following:

  • Customer - This is an editable field on the Account from the Work Order and will map to the Account on the Sales Order. 
  • Work Order Status - This is an editable field that sets the Status field on the Work Order object.
  • Sales Order Status - This an editable field that sets the Status field on the Sales Order object.
  • Total Price - This is a read only field that shows the value of the Total Price field from the Work Order object. 

Additionally, GL Variables have been added to the Work Order Line object, which allow for the flow through to the resulting Billing Lines and/or Sales Order Lines.

Configuration Changes/Requirements:

To use these fields, existing users should add the GL Variable 1-4 fields to the Work Order Line page layout.

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Enhancements

Cash In Enhancements

Cash Receipt Apply Screen in Lightning

Receive and Apply Cash
Enhancements to the Cash Receipt Apply screen for the Lightning UI include the following:

  • The ability to apply a Cash Receipt from one customer (Account) to a Billing(s) from a different customer (Account), without requiring the two Accounts to have a parent-child relationship.
    Note: The Ledger and Currency are still required to be the same. 
  • The “CashReceiptApply” fieldset on the Billing object can be used to organize columns in the Billings data grid. 
  • The Discount Amount on the Billing(s) automatically populates if the payment is made in full and is made on or before the Discount Due Date.
  • The new Applied Date field provides the ability to record a Cash Receipt application date to a Billing to allow for improved reporting. The Applied Accounting Period will be determined by the Applied Date. 
  • The ability to set filters and search Billings based on the following criteria: Customer, Billing Number, Posting Status, Billing Date Range, Due Date Range, Billing Amount.

Configuration Changes/Requirements:

  • Users will need to add the Apply/Unapply button to the Cash Receipt detail page and remove the legacy Apply button from their page layout. 

Add the Applied Date field to the Billing Cash Receipt detail page. For Billing Cash Receipt records created before the Iris upgrade, this field will be null and can be updated once to a date that is within the bounds of the Applied Accounting Period.

Cash Receipt Apply Screen in Classic

For users using the Salesforce Classic UI, the Classic Apply Screens have been enhanced in a limited manner so that all Billings applied against a Cash Receipt will be visible regardless of which UI used. This includes the following:

  • All unposted Billings that are applied and share the same Customer on the Billing as the Customer on the Cash Receipt.
  • All posted and unposted Billings that are applied and have a different Customer on the Billing as the Customer on the Cash Receipt.

Credit Memo Apply Screen in Lightning

Return Unpaid Non-Inventory Sale (Create & Apply a Credit Memo)
Enhancements to the Billing Credit Memo Apply screen for the Lightning UI include the following:

  • The ability to apply a Credit Memo from one customer (Account) to a Billing(s) from a different customer (Account), without requiring the two Accounts to have a parent-child relationship.
    Note: The Ledger and Currency are still required to be the same. 
  • The “CreditMemoApply” fieldset on the Billing object can be used to organize columns in the Billings data grid. 
  • The new Applied Date field provides the ability to record a Credit Memo application date to a Billing to allow for improved reporting. The Applied Accounting Period will be determined by the Applied Date. 
  • The ability to set filters and search Billings based on the following criteria: Customer, Billing Number, Posting Status, Billing Date Range, Due Date Range, Billing Amount.

Configuration Changes/Requirements:

  • Users will need to add the Apply/Unapply Credit Memo button to the Billing detail page and remove the legacy Apply Credit Memo button from their page layout. 
  • Add the Applied Date field to the Billing Credit Memo detail page. For Billing Credit Memo records created before the Iris upgrade, this field will be null and can be updated once to a date that is within the bounds of the Applied Accounting Period. 

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Credit Memo Apply Screen in Classic

For users using the Salesforce Classic UI, the Classic Apply Screens have been enhanced in a limited manner so that all Billings applied against a Credit Memo will be visible regardless of which UI used.  This includes the following:

  • All unposted Billings that are applied and share the same Customer on the Billing as the Customer on the Credit Memo.
  • All posted and unposted Billings that are applied and have a different Customer on the Billing as the Customer on the Credit Memo.

Cash Receipt and Credit Memo Apply Changes

Apply an Unposted Cash Receipt or Credit Memo to a Billing
Previously, a record could not be applied to another record if either one was unposted. However, Accounting Seed now provides the ability to apply a Cash Receipt or a Credit Memo to a Billing even if any of the records are unposted. Certain requirements will be enforced to maintain system integrity. 

Cash Receipt and Credit Memo Unpost Changes

Unpost a Billing with an Applied Cash Receipt or Credit Memo
In general, a record cannot be unposted if it is associated with other records. However, Accounting Seed now provides the ability to unpost a Billing, even if the related Cash Receipt or Credit Memo has not been unapplied. This can be a time saver when you need to make modifications. To maintain system integrity, values in the following fields cannot be modified if it has an applied Cash Receipt or Credit Memo: 

  • Billing Header: Customer, Accounting Period, Ledger, Currency Conversion Rate (with Multi-Currency enabled), and Total. 
  • Billing Line: Quantity, Unit Price, and Product.

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Apply Discounts/Adjustments from Receive Payment

Receive Payment Directly from a Billing
When you click Receive Payment from a Billing detail record page, a Discount or Adjustment Amount can be recorded from the Receive Payment screen. Additionally, if you have set up early payment discount terms on an Account record and the customer qualifies, the Discount Amount will display in the Early Payment Discount Amount field from the Receive Payment screen. The amount can then be entered manually into the Discount/Adjustment Amount field. 

PDF Enhancements

PDF File Naming Convention

Email a Billing
When a PDF file is saved or emailed, the filename saved under Files or Notes & Attachments or emailed to a customer now displays the Customer Name and Date on customer statements in the following format:

  • Activity Statement: Customer Name_Activity_Statement_Date.pdf
  • Outstanding Statement: Customer Name_Outstanding_Statement_Date.pdf

Similarly, the Billing PDF filename displays the Customer Name and Billing Number (or Proprietary Billing Number, if entered) in the following format: 

  • Billing Invoice: Customer Name_Inv#_pdf

Billing PDF Improvements for Line Level Posting Method users

Configure Standard PDF Formats
For current customers who elect to continue using the Billing Line Level Posting (LLP) method, we have introduced two new Billing PDFs to present  tax information on a Billing in a more traditional manner along with other improvements. Modifications to PDFs include the following:

  • The Organization’s Address in the upper right corner of a PDF now displays in bold print
  • Billing Type displays as either Invoice or Credit Memo
  • Below the Billing Lines section:
    • A new Sub-Total shows the sum of the Billing Lines, excluding the Tax Billing Line (instead of showing tax as an additional Billing Line).
    • A new Sales Tax shows the sum of any tax amount that was calculated on the Billing.
    • The Total now shows the sum of the Sub-Total and the Sales Tax Amount.
    • The Amount Paid displays the amount of any Cash Receipts applied to the Billing.
    • The new Credit Amount shows any Credit Memo applications, plus any adjustments that were made
  • The footer can now be set to left-justified, right-justified, or centered across the width of the PDF page. 

Configuration Changes/Requirements:

To use these new PDF formats, navigate to the applicable PDF Format record:

  • For the Billing Product PDF, set the Visualforce PDF Page field to ‘BillingProductIrisPdfLLP.’
  • For the Billing Service PDF set the Visualforce PDF Page field to ‘BillingServiceIrisPdfLLP.’

Activity PDF Statement Enhancements

Email a Customer Statement
The Activity Statement has been enhanced to reflect two related Iris features. The Activity Statement now displays applied Cash Receipts and Credit Memos from Alternate Payors (Accounts). The new Include Alternate Payor checkbox on the Activity Statement screen provides the ability to include this information on the Activity Statement. A Cash Receipt or Credit Memo that has been applied from an Alternate Payor displays with an asterisk (*) to differentiate from one that was applied by the primary Customer Account. 

Additionally, the Activity Statement reflects the Applied Date of any Adjustments recorded on the Billing Cash Receipt.

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Cash Out Enhancements

Payable Line & Recurring Payable Line - Field Changes and Additions

The existing Amount field has been renamed to “Total” and is now recommended to be read-only on the user interface. A new Unit Cost field has been added to the Payable Line and Recurring Payable Line. Going forward, the existing Quantity and new Unit Cost field should be used to determine the Total for all Line Level Post users. The amount that is entered in the Unit Cost field multiplied by the Quantity will determine the Total (Quantity x Unit Cost = Total).

Important: In previous releases, the Amount field (now relabeled “Total”) was required on the page layout and now must have that page level attribute removed. Additionally, the Total field is controlled by Field Level Security (FLS). Therefore depending upon the permissions granted through a user’s Profile and/or Permission Set(s), the Total field might be editable. However, editing this field directly in the UI is NOT recommended. For more information, see the demonstration video and configuration changes below.

 

Configuration Changes/Requirements:

    • Modify the Total field required attribute using the Lightning UI:
      • Access Setup | Object Manager | Page Layouts. Then, locate the Total field in the Fields section and click the Wrench icon. Uncheck the Required checkbox and click Save.
      • Access  Setup | Object Manager | Payable Line | Field Sets. Edit the MassAddEditRows field set by clicking the Total field and unchecking the Required checkbox. Then, click Save. lick Save. 
    • Add the Unit Cost field to the Payable Line page layout and the “Mass Add/EditRows” field set.

Cash Disbursement and Credit Memo Apply Changes

Apply an Unposted Cash Disbursement or Credit Memo to a Payable
Previously, a record could not be applied to another record if either one was unposted. However, Accounting Seed now provides the ability to apply a Cash Disbursement or a Credit Memo to a Payable, even if any of the records are unposted. Certain requirements will be enforced to maintain system integrity. 

Cash Disbursement and Credit Memo Unpost Changes

Unpost a Payable with an Applied Cash Disbursement or Credit Memo

In general, a record cannot be unposted if it is associated with other records. However, Accounting Seed now provides the ability to unpost a Payable, even if the related Cash Disbursements or Credit Memos are still applied. This can be a time saver when you need to make modifications. To maintain system integrity, values in the following fields cannot be modified: 

  • Payable Header: Accounting Period, Ledger, Total, Discount Amount, Credit Memo Applied Amount, Vendor, Contact, Employee, and Currency Conversion Rate (with Multi-Currency enabled). 
  • Payable Line: Amount and Product.

Asynchronous Cash Disbursement Post/Unpost

Create a Batch Payment Payable
When you post a Cash Disbursement Batch that has more than 200 Cash Disbursement records included, a message displays to indicate that the records will be processed asynchronously. This is a form of timing protocol for the system to begin an operation once another one has completed. This was added to prevent CPU timeout issues. 

Cash Disbursement Void

The Void Disbursement Date is a new field that has been added to the Cash Disbursement. For any Cash Disbursements that are voided after the Iris upgrade, the void date will automatically display on the intermediate Void Cash Disbursement screen. The intermediate screen will now determine the Void Accounting Period. Therefore, the Void Accounting Period field has been removed from this screen. The Void Disbursement Date cannot be set to a date that is before the start of the Accounting Period on the Cash Disbursement. 

In addition the Bank Reconciliation’s Uncleared Report will include Cash Disbursements that are voided subsequent to the Bank Reconciliation end date. Existing users with unreconciled Bank Reconciliations due to Cash Disbursement Voids should rerun the report.  

Configuration Changes/Requirements:

  • Add the Void Date field to the Cash Disbursement page layout.
  • For Cash Disbursements that are voided before the Iris release, the Void Date will default to an empty value. A one-time update is allowed to change the empty value to the Void Disbursement Date. The Void Date cannot be set to a date before the start of the Accounting Period on the Cash Disbursement.

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Orders & Inventory Enhancements

New Fields for Average Cost

Prior and Executed Available Quantity and Average Cost
For Average Cost users, four (4) new fields have been added to the Purchase Order Inventory Movement (POIM) and Inbound Inventory Movement (IIM) objects: 

  • Prior Average Cost
  • Prior Available Quantity
  • Executed Average Cost
  • Executed Available Quantity

Since average cost is recalculated whenever a POIM or IIM is generated, users may now recalculate the average cost using these fields to determine what the average cost was at each POIM or IIM for traceability and audit purposes.

     Release_Notes_1.png

Configuration Changes/Requirements:

Existing users with Inventory Valuation Method that is set to Average Cost should add these four (4) new fields to their POIM and IIM page layouts. 

Sales Order Allocate Date Added

Allocating Inventory to a Sales Order - Average Cost
Allocating Inventory to a Sales Order - Standard Cost
An Allocate Date field has been added to the Allocate Sales Order interim screen. For Average Cost users, this sets the Allocate Date as the Movement Date on the Sales Order Inventory Movement record and the Date on the related product costing transactions. For Standard Cost users, this sets the Allocate Date as the Movement Date on the Sales Order Inventory Movement record.

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Time Card and Expense Report Enhancements

Time Cards in Lightning Experience

Set up a Lightning UI Time Card
The Salesforce issue that prevented using the Lightning Web Components in the Hibiscus release has since been addressed. For users who prefer the Lightning Experience mode, these improvements now provide a seamless user interface. 

Configuration Changes/Requirements:

In order to use Time Cards in Lightning experience please follow these steps: 

  1. From the Time Card object go to the Buttons, Links and Actions section. Edit the ‘Edit’ label, select the No override (use default) radio button and save. 
  2. Repeat the same for ‘New’ label.
  3. Repeat the same for ‘View’ label.
  4. From the Time Card lines object go to the Button, Links and Actions section.  Edit the ‘Edit’ label, select the No override (use default) radio button and save.
  5. On a Time Card detail page, click on the gear icon, then click on Edit Page. On the left Components section scroll down to Custom and add the 'Time Card Line Add Edit' component and save.

Budget Time Cards

Create a Budget Time Card
The ability to add budget Time Cards has been added to this release. Budget Time Cards allow you to create Time Cards with planned estimate hours. Several Budget Time Cards can be created for a Time Card Period. However, only one Actual Time Card can exist per Time Card Period. In addition, the following Salesforce reports have been created:

  • Time Card Budget versus Actual (By Date)
  • Time Card Budget versus Actual (Project Task)
  • Time Card Budget versus Actual (By Period)
  • Time Card Budget versus Actual (By Project)

Configuration Changes/Requirements:

Add the Type field to the Time Card page layout. 

Clone Time Cards

Clone a Time Card
A Time Card can now be cloned along with the related Time Card Lines using the standard Salesforce Clone button. In addition, the Project and Project Task information is also cloned for each line. However, Billable, Overtime, Time Card Variables, hours and comments are not cloned. 

Note: An Actual Time Card cannot be cloned for the same Time Card Period and Ledger combination. 

Expense Reports in Lightning Experience

Set up a Lightning UI Expense Report
The Salesforce issue that prevented using the Lightning Web Components in the Hibiscus release has since been addressed. For users who prefer the Lightning Experience mode, these improvements now provide a seamless user interface. 

Configuration Changes/Requirements:

In order to use Expense Reports in Lightning experience please follow these steps: 

  1. From the Expense Reports object go to the Buttons, Links and Actions section. Edit the ‘Edit’ label, select the No override (use default) radio button and save. 
  2. Repeat the same for ‘New’ label.
  3. Repeat the same for ‘View’ label.
  4. On an Expense Report detail page, click on the gear icon, then click on Edit Page.  On the left Components section scroll down to the Custom section and add the 'Expense Line Add Edit' component and save.

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Email Enhancements

Organization Wide Email Address

Configure Standard PDF Formats
The addition of the Org-Wide Email Address field on the PDF Format object allows users to set a default email address, which will be used as the “From” address when emailing PDF files. When an Org-Wide Email Address is set up on a PDF Format, this default email address will be used for Batch and Detail page emailing.

Configuration Changes/Requirements:

  1. Access Setup, use the Quick Find search textbox to search for “Org.” Under Email, select Organization-Wide Addresses. Add an Org-Wide Email Address and ensure the address is verified. 
  2. Add the Org-Wide Email Address field to the PDF Format page layout. Then, enter the verified Org-Wide Email Address in the field on the PDF Format record.  

CC Contacts When Sending an Email in Lightning

CC Contacts When Sending an Email in Lightning
In Iris, we leverage Salesforce’s “Contacts to Multiple Accounts” feature so that users can set up Contacts to be automatically copied when emails are sent.

Configuration Changes/Requirements:

  1. Enable Contacts to Multiple Accounts in Setup.
  2. Add ‘Billing Contact’ and/or ‘Vendor Contact’ to the Roles picklist.
  3. Add the ‘Related Contacts’ Related List to the Account page layout.

Banking and Financial Enhancements

API support for Bank Reconciliation and Bank Deposit

Bank Reconciliation API and Bank Deposit API
Our Bank Reconciliation and Bank Deposit Clear and Unclear methods are now supported using an API (Application Programming Interface) method call from Apex code. 

Financial File Imports

The Financial File Imports tool now has increased pagination options to 50, 100, 200, and 500. 

Financial Reporter

Support of GL Variable field names that use the Translation Workbench’s Override feature has been extended to include the Ledger Inquiry report. In addition, support for this has been extended to the Report Results section of the Financial Reports tab and on the footer of the generated Financial Report. 

Configuration Changes/Requirements:

  1. From Setup | Translation Workbench | Override 
  2. Select Setup Component “Custom Field.” 
  3. Select Object “Transaction” (for Ledger Inquiry Report) or Object “Financial Statement Result” (for Report Results and footer) 
  4. Select Aspect “Field Label.”
  5. Enter the Field Label Override for the field that should be changed. 

Recurring Enhancements

Recurring Record Line Limits

When creating Billings from the Recurring Billing list view there is now a limit set on how many records can be created at one time using the Create or Create & Post buttons on the Create Billing intermediate screens. The same change has been made for Recurring Payables and Recurring Journal Entries. The limits are:

  • 500 lines for Recurring Billing and Recurring Payable
  • 1000 lines for Recurring Journal Entry

Note: This limit is only applicable when creating from the list view and does not apply when creating from the detail page, scheduled job or via the API.

New Weekly and Bi-weekly Frequencies for Recurring Billings and Recurring Payables

Set up a Recurring Billing
Set up a Recurring Payable
Two new frequencies (weekly and bi-weekly) have been added to the Recurring Billing and Recurring Payable objects.

New Weekly Frequency for Recurring Journal Entries

Set up a Recurring Journal 
A new weekly frequency has been added to the Recurring Journal Entry object.

Configuration Changes/Requirements:

Existing users should manually add the Weekly and Bi-weekly values to the Frequency picklist on the Recurring Billing and Recurring Payable objects. And, manually add the Weekly value to the Frequency picklist on the Recurring Journal Entry object.

Additional Enhancements

GL Account System Business Rules

System Business Rules
Several GL Account restrictions made in the Hibiscus release have since been revised. With the Iris release the following additional revisions have been made:

  • Prevent the AP Control GL Account from being used in the Debit GL Account field on a Cash Disbursement where the Cash Disbursement Source is equal to Manual
  • Prevent the Vouchers Payable GL Account to be used in the Expense GL Account field and the Inventory GL Account field on the Billing Line. 
  • Allow the Vouchers Payable GL Account to be used in the Debit GL Account field on the Cash Disbursement where the Source is equal to Manual
  • Allow Labor Clearing GL Account and Default Project Task Labor GL Account to be set to the same GL Account
  • Allow the Vouchers Payable GL Account to be used in the Revenue GL Account field on the Recurring Billing Line
  • Allow the Vouchers Payable GL Account to be used in the Expense GL Account field on the Recurring Payable Line

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Changes to Page Layouts in Lightning Experience

Lightning Record Page Enhancements
To improve usability and better organize Accounting information within the Lightning Experience, Lightning Record Pages across the Accounting Seed application have been redesigned. This includes the use of enhanced related lists, tabs, button visibility and other Lightning components.  Existing users should note that Lightning Record Pages are upgradeable by Accounting Seed. As such, users should review the new Lightning Record Page layouts prior to upgrading. If users have custom Lightning Record Pages or prefer the pre-Iris default layouts, then they should take pre-upgrade actions to clone those pages they wish to retain.

Note: Lightning Record Page layouts should not be confused with Standard Page Layouts which are more “SF Classic” oriented (but will display in LEX). Standard Page Layouts control the display of fields, buttons and related lists and are NOT upgradeable in Salesforce.  It is a recommended best practice that all users update their organization’s Standard Page Layouts’ fields, buttons and related lists with each release to take advantage of Accounting Seed’s full functionality. Since Standard Page Layouts are not upgradeable, refer to the Edit Standard Page Layouts Manually article for more information.  

Configuration Changes/Requirements:

Post Journal Entry or Recurring Journal Entry Lines without a Project Task

Create or Clone a Journal Entry
Previously, a Journal Entry Line or Recurring Journal Entry Line could not have a Project without a Project Task. In the Iris release, the validation rule that controls this has been made inactive. 

Configuration Changes/Requirements:

Since validation rules are non-upgradeable, existing Accounting Seed users who wish to allow this should uncheck the Active checkbox on the “Project_Task_Required_With_Project” validation rule name in the applicable object. 

Mass Add/Edit Rows - Save & New

A Save & New button has been added to the Mass Add/Edit Rows pages on the Billing, Payable, Journal Entry, Sales Order and Purchase Order objects. This will save any entered information on the Mass Add/Edit Rows page and then open a New dialog box for creating a new header record. This can result in fewer clicks/keystrokes. 

Create & Post and Save & Post

The Create & Post and the Save & Post buttons on specific screens have been enhanced to make the posting action an asynchronous process. When all posting requirements are met, the record is posted. If there are errors during the posting process, the posting silently fails and an Activity record is created with details about the failure. This can be accessed from the Today’s Tasks widget on the Homepage or from the All Activities tab on the record. Affected screens include the following:

  • Create Billing from Opportunity (detail and list view)
  • Create Billing from Recurring Billing (detail and list view)
  • Create Payable from Recurring Payable (detail and list view)
  • Create Journal Entry from Recurring Journal Entry (detail and list view)
  • Save & Post button on Mass Add Edit Rows for Billing

Transactions Object Safeguards 

To maintain system integrity, we will now prevent users from being able to set or change the Transaction records field values when an object is posted. 

Reduce Resource Contention

To prevent record locking exceptions that can occur for some users who are in an environment with high concurrency and/or numerous customizations, we have changed the way the delete constraint is enforced on the following objects: 

  • Accounting Period 
  • Ledger 
  • Accounting Variable 
  • GL Account 

Product Record Enhancements

To lessen clicks and provide a consistent user experience with the Product record, the Payable Line’s Expense GL Account field will auto-populate according to a Product record’s configuration:

Standard Product Record - Defined as a Product record where the Inventory Product field=Unchecked and Inventory Type field=Blank.

  • The Payable Line’s Expense GL Account will auto-populate with the value from the Product’s Expense GL Account field, if entered. If no value exists on the Product’s Expense GL Account field, then it will auto-populate with the value from the Account’s Default Expense GL Account field. If no value exists on either applicable field for the Product or Account, then you will be prompted to enter a value on the Payable Line.  This is applicable to the following organization installations and configurations:
    • Financial Suite only
    • Financial Suite + Orders & Inventory with Average Cost
    • Financial Suite + Orders & Inventory with Standard Cost with Product Costing either enabled or disabled

Non-Inventory Product - Defined as a Product record where the Inventory Product field=Unchecked and Inventory Type field=Purchased or Raw Material (Std Cost only).

  • The Payable Line’s Expense GL Account will auto-populate with the value from the Product’s Expense GL Account field. This is applicable to the following organization installations and configurations:
    • Financial Suite + Orders & Inventory with Average Cost
    • Financial Suite + Orders & Inventory with Standard Cost with Product Costing either enabled or disabled
Inventory Product - Defined as a Product record where the Inventory Product field=Checked and Inventory Type field=Purchased or Raw Material (Std Cost only).
  • On the following organization installations, the Payable Line’s Expense GL Account will auto-populate with the Vouchers Payable GL Account. User entry of any GL Account will be overwritten:
    • Financial Suite + Orders & Inventory with Average Cost
    • Financial Suite + Orders & Inventory with Standard Cost with Product Costing enabled
  • On the following organization installations, the Payable line’s Expense GL Account will auto-populate with the Product’s Expense GL Account field:
    • Financial Suite + Orders & Inventory with Standard cost with Product Costing disabled

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Software Corrections

Avalara AvaTax Integration

A behind the scenes correction was included to accommodate Avalara’s AvaTax requirement for quantities to always be sent as a positive number. No change is required to the user interface. Therefore, negative quantities continue to be supported on the Opportunity, Billing and Recurring Billing Lines. 

Mass Add/Edit Rows

The Mass Add/Edit Rows Visualforce pages now render correctly when viewed in the Console application. 

Prevent over Application to Billing and Payables

The overapplying of a Cash Receipt or Credit Memo to a Billing is now prevented at the trigger level. Similarly, the overapplying of a Cash Disbursement or Credit Memo to a Payable is also prevented.  

Due Date field on a Payable Clone

A new field (Due Date) has been added to the intermediate cloning screen so that a Payable made to a Contact or Employee can now be cloned. As before, the Issue Date defaults to the current date. The Due Date will be calculated using the same length of the payment term as the original Payable.

Financial File Import

The GL Account field that was populating incorrectly with the Unapplied AR GL Account for Disbursements less than $1.00 has been corrected. 

Additionally, when the Find Matching Data button is clicked, the GL Account field, for Disbursements, populates with the Account’s Default Expense GL Account on all pages instead of just page 1. 

Payable Aging Report

 A correction was included to show the Amounts correctly on Aging records when a Discount was applied on a Payable. The final closeout of a Payable now correctly reflects the zero balance amount for the Aging Report and the previous periods are correctly showing the total, without deducting the discount amount.

Orders & Inventory

If the subject line is changed when emailing a Purchase Order, the email now attaches as expected to the Purchase Order’s Activity History. 

Permission Set Changes

The “Cash In View Only” permission set will no longer have access to create Billing PDFs and Customer Statements. For the full list of Permission Sets and their applicable permissions, see the Security section of our Knowledge Base.

Visualforce Pages

Mass Add/Edit Rows Visualforce pages now display correctly when viewed from the Console application. 

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