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Configure Standard PDF Formats

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Overview 

Accounting Seed allows you to add your company information and logo to Standard PDF documents. Several Standard PDF documents are included upon installation of Accounting Seed including:

  • Billing Activity Statement
  • Billing Outstanding Statement
  • Default Billing Product
  • Default Billing Service
  • Default Packing Slip (If Orders & Inventory is installed)
  • Default Purchase Order (If Orders & Inventory is installed).

When creating PDFs, Accounting Seed references a PDF Format record that instructs the system on the following:     

  • Which Visualforce code to use to create the PDF layout
      • For Header Level Posting (HLP)
        • BillingProductIrisPdfHLP
        • BillingServiceIrisPdfHLP
      • For Line Level Posting (LLP)
        • BillingProductIrisPdfLLP
        • BillingServiceIrisPdfLLP
  • Which email template to use emailing customers the PDF
  • Ancillary information and formatting to complete the creation of the PDF.

The Standard PDF Formats included the following:

  • Billing Activity Statement
  • Billing Outstanding Statement
  • Default Billing Product
  • Default Billing Service
  • Default Packing Slip (If Orders & Inventory is installed)
  • Default Purchase Order (If Orders & Inventory is installed).

You can also create a custom PDF Format.

Do you want to:

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Configure Standard PDF Formats

  1. Navigate to Accounting Home.
  2. From the Master Data Setup, select PDF Formats. 

    Automate_Email_Billing_04.png

  3. From Accounting Home, under Master Data Setup, click PDF Formats.
  4. Click New. Otherwise, select an existing format to edit.
  5. In the Information section, populate the following fields as appropriate.
    • PDF Format Name
    • Type
        • Billing - Displays on the Billing PDF as either an Invoice or Credit Memo.
        • Purchase Order
        • Activity Statement
        • Outstanding Statement
        • Packing Slip
    • Visualforce PDF Page: API (Application Programming Interface) Name of the Visualforce Page that renders the PDF.
    • Sort Field: API Name of the field used to sort the lines.
    • Currency Format: Can be used to override the default currency format. Examples of format are:
        • Non-parenthetical negatives = $#,###,###.00
        • Parenthetical negatives = $###,###,##0.00;($###,###,##0.00)
    • Numeric Format: Can be used to override the default numeric format.  Examples of format are:
        • Non-parenthetical negatives = #,###,###.00
        • Parenthetical negatives = ###,###,##0.00;(###,###,##0.00)
    • Company Information: Company fields should auto-populate with your company name, address,etc., from the company information set in your Salesforce instance.
      Note: Your company name and address will display in bold print in the upper-right top portion of each Billing.
    • Email Information:
        • Default Email Template - This is the email template that is used when emailing Billing PDF Invoices. Use the Template Unique Name and not the Template Name when populating this field.
        • Reply To - Sets the sending email address if the user attempts to reply to the email.
        • Automated Email Delivery
        • Org-Wide Email Address
  6. Click the Image icon on the text editor toolbar and follow directions to upload your image.
    • Images cannot exceed one MB file size and must be .png or .gif file format.
    • In the Image section, you can upload an image to use as a logo on your PDF.
    • Use the Image toolbar to add wording and change the font style, size, or color.
  7. (Optional) In the Footer section, add text or an image to provide additional information to your customers.
    Note: The Footer content can be left-justified, right-justified, or centered.
  8. Click Save.

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Create an Organization Wide Email Address

An Organization Wide Email address will default as the “From” address for Automated Email Billings.

  1. Click the Gear icon and select Setup. 

    Automate_Email_Billing_08.png

  2. From the Quick Find search textbox, enter Org. Then, click the Organization-Wide Addresses hyperlink.

    Automate_Email_Billing_09.png

  3. Click Add to add an Organization Wide email Address. Or, click Edit to update an existing one, if necessary.

    Automate_Email_Billing_10.png

  4. Enter a Display Name and the Email Address.
  5. Select one of the following:
      1. Allow All Profiles to use this From Address
      2. Allow Only Selected Profiles to use the From Address.
  6. Click Save.
  7. If this is an added email address, an automatic email will be sent to the entered email address for verification. Click the link in the email to verify that the email address is valid.
    Note: Make certain that the status is set to “Verified” on the Organization Wide Email address that will be used as the “From” email address for sending the Automated Billings to customers.

    Automate_Email_Billing_11.png

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Add an Organization Wide Email Address to a PDF Format

After an Organization Wide Email Address is created, it can be added to a PDF Format to automatically populate the “From” email address when sending Billings.

Note: You can also manually select an Organization Wide Email Address for each Billing.

  1. Navigate to Accounting Home.
  2. From the Master Data Setup, select PDF Formats. 

    Automate_Email_Billing_04.png

  3. Select a PDF Format.
  4. Add the Org-Wide Email Address field to the PDF Format page layout.
    Note: If you have questions about adding this field to the page layout, refer to the Edit Page Layouts Manually article.
  5. Refresh the PDF Format page. The Org-Wide Email Address field displays.

    Automate_Email_Billing_01a.png

  6. Edit the field.
  7. Copy/Paste an Organization Wide Email Address that you created. Otherwise, manually enter an Org-Wide Email Address.
  8. Click Save.

    Automate_Email_Billing_02a.png

    Note: If you want the “Reply To Email” address to be an address that is different from the Org-Wide, enter that email address in the Reply To Email field.

    Automate_Email_Billing_03a.png

Select an Automated Email Delivery Status

Each PDF Format must be assigned an Automated Email Delivery status. The Automated Email Delivery will use the PDF’s assigned status to determine if the email will be generated.

  1. Navigate to Accounting Home.
  2. From the Master Data Setup, select PDF Formats. 
  3. Select a PDF Format. Otherwise, click New to create a new PDF Format. 
  4. If you selected a PDF Format, click Edit or click to Edit the Automated Email Delivery field.
  5. Select the Automated Email Delivery status for the PDF Format as one of the following:
      1. Balance Due - An Automated Email Billing will be sent to customers with a Balance Due if the Due Date on the Billing is less than or equal to today’s date, and the PDF Email Status on the Billing is set to “Unsent.”
      2. Zero Balance - An Automated Email Billing will be sent to customers with the Balance Due equal to zero if the Due Date on the Billing is less than or equal to today’s date, and the PDF Email Status on the Billing is set to “Unsent.”
      3. No Delivery - An Automated Email Billing will not be sent to customers with Automated Email Delivery status set to “No Delivery.”

        Automate_Email_Billing_05.png

  6. Click Save.
  7. Repeat these steps to update any additional PDF Formats or create new PDF Formats, if necessary. 
    Note: If you create a new PDF Format(s), verify that the new PDF Format is selected on the appropriate Billing record(s).

    Automate_Email_Billing_07.png

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 KB-Iris-09.png

Release Notes and Schedule

  • Automated Email Delivery status added to PDF formats.
  • Org-Wide Email Address can be included on PDF formats.
  • Billing Type displays as either Invoice or Credit Memo.
  • New PDF formats have been added to support the Header Level Posting (HLP) functionality. 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).
  • New PDF formats have been added to continue supporting Line Level Posting (LLP) functionality. 
  • The PDF footer can now be set to left-justified, right-justified, or centered across the width of the PDF page.

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