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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:

  • Default Billing Activity Statement
    Note: For existing users who installed Accounting Seed before the Koali release, the standard PDF name displays as “Billing Activity Statement.”
  • Default Billing Outstanding Statement
    Note: For existing users who installed Accounting Seed before the Koali release, the standard PDF name displays as “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 and click the Setup tab. Then, under the  Configurations menu, click PDF Formats.
  2. Click New. Otherwise, select an existing format to edit.
  3. 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.

      For the selected PDF Format, a sort can be performed on the fields in the table below by entering the API Name in the Sort Field. When the API Name is entered here, the PDF will be sorted by that field name. For example, on the Default Billing Product PDF Format record, “AcctSeed_Product_c” was entered in the Sort Field. When the PDF is created on a Billing, it displays sorted by the Products that are listed on the Billing PDF file.

      PDF Format Name      Sort Field API Name
      Default Billing Product Product AcctSeed_Product_c
      Quantity AcctSeed__Hours_Units__c 
      Unit Price AcctSeed__Rate__c 
      Total AcctSeed__Total__c 
      Sub-Total AcctSeed__Sub_Total__c
      Tax Amount AcctSeed__Tax_Amount2__c
      Default Billing Service Project AcctSeed_Project_c
      Project Task AcctSeed_Project_Task_c
      Quantity AcctSeed__Hours_Units__c 
      Unit Price AcctSeed__Rate__c 
      Total AcctSeed__Total__c 
      Employee AcctSeed__Employee__c 
      Date AcctSeed_Date_c
      Default Billing Outstanding Statement Date AcctSeed_Date_c
      Total AcctSeed_Total_c
      Balance AcctSeed_Balance_c
      Due Date AcctSeed__Due_Date2__c
      Default Billing Activity Statement Type AcctSeed_Type_c
      Date AcctSeed_Date_c

      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
  4. 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.
  5. (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.
  6. 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 and click the Setup tab. Then, under the Configurations menu, click PDF Formats.
  2. Select a list view (other than the Recently Viewed list view).
  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 and click the Setup tab. Then, under the  Configurations menu, click PDF Formats.
  2. Select a PDF Format. Otherwise, click New to create a new PDF Format. 
  3. If you selected a PDF Format, click Edit or click to Edit the Automated Email Delivery field.
  4. Select the Automated Email Delivery status for the PDF Format as one of the following:
      1. Balance Due Only - An Automated Email Billing will be sent to customers with a Balance Due if the Billing 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,” and it has been posted.
      2. Balance Due or Credit Memo Balance - An Automated Email Billing will be sent to customers when there is either a Balance Due (Type = Invoice, the Balance is greater than zero, and Billing Date on the Billing is less than or equal to today’s date, the PDF Email Status on the Billing is set to “Unsent,” and it has been posted). Or, there is a Credit Memo Balance (Type = Credit Memo, Balance is less than zero, the Billing Date is less than or equal to today's date, the PDF Email Status is set to “Unsent,” and it has been posted).
      3. Balance Due or Zero Balance - An Automated Email Billing will be sent to customers when there is either a Balance Due (Type = Invoice, the Balance is greater than zero, the Billing Date is less than or equal to today’s date, the PDF Email Status is set to “Unsent,” and it has been posted). Or, the Balance is zero (Type = Invoice, the Billing Date is less than or equal today’s date, the PDF Email Status is set to “Unsent,” and it has been posted).
      4. Zero Balance Only - An Automated Email Billing will be sent to customers with the Balance Due equal to zero if the Billing Date on the Billing is less than or equal to today’s date, the PDF Email Status on the Billing is set to “Unsent,” and it has been posted.
      5. Always - An Automated Email Billing will be sent to customers when the Billing (Type = Invoice or Credit Memo) has a Billing Date that is less than or equal to the today’s date, the PDF Email Status is set to “Unsent,” and it has been posted. This option disregards the Amount.
      6. No Delivery - An Automated Email Billing will not be sent to customers with Automated Email Delivery status set to “No Delivery.”
  5. Click Save.
  6. 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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____________________

Winter 23.png

Winter ’24 Release

Release Notes and Schedule

  • Additional sort fields have been added with this release. 

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  • Christopher Watson

    Hello there

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  • Halsey Sawyer

    Hi Christopher! How can we assist you?

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