SummaryHelp SummaryAccounting Seed allows users to add company information and logos to Standard PDF documents. Included Standard PDF documents are Default Master Billing Product, Default Master Billing Service, Default Billing Product, Default Billing Service, and Default Billing Activity.BodyOverview Standard PDF Formats are the Visualforce-based PDF documents that generate your Billings, Customer Statements, Master Billing PDFs, and Orders & Inventory documents in Accounting Seed. You can add your company information and logo to these documents. Several Standard PDF documents are included upon installation of Accounting Seed including: Billing PDF: Default Billing ProductDefault Billing Service Customer Statements: Default Billing Activity Statement (also displays as "Billing Activity Statement" if you first installed Accounting Seed prior to May 2021 or the Koali release.)Note: For existing users who installed Accounting Seed before the Koali release, the standard PDF name displays asDefault Billing Outstanding Statement (also displays as "Billing Outstanding Statement" if you first installed Accounting Seed prior to May 2021 or the Koali release.)Note: For existing users who installed Accounting Seed before the Koali release, the standard PDF name displays as "Billing Outstanding Statement." Master Billing PDFs Default Master Billing ProductDefault Master Billing Service Orders & Inventory PDFs (If Orders & Inventory is installed) Default Packing SlipDefault Purchase Order (If Orders & Inventory is installed). Note: This article covers Standard PDF Formats, which use Visualforce templates. Accounting Seed also offers Enhanced PDF Formats, a no-code way to generate PDFs from Word (.docx) templates for Billings, Master Billings, and other Salesforce objects. To set up Enhanced PDF Formats, see Enhanced PDF Formats Configuration. To learn how to create and generate them, see Enhanced PDF Formats.Order of Inheritance Your preferred Billing PDF can be configured at multiple levels: on the Customer (Account), on the Multi-Ledger Defaults page in Accounting Setup, or directly on the Ledger. When a Billing is created, the system determines the Billing PDF in the following order of precedence: Customer (Account): If a Billing PDF is specified on the Account, it is used. Multi-Ledger Defaults: If the Account value is blank, the system uses the value from the Multi-Ledger Defaults page. Ledger: If neither of the above is set, the Billing inherits the PDF configured on the Billing’s Ledger. Similarly , the order of precedence follows Account then Multi-Ledger Defaults and then the Ledger: When a Customer Statement is generated for one or many customers When a Sales Order or a Packing Slip is created the order is inherited in the Account For Master Billings, the PDF format will need to be set when you create one. 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 If your org is set up For Header Level Posting (HLP), then you could use either: BillingProductIrisPdfHLP or BillingServiceIrisPdfHLP If your org is set up for For Line Level Posting (LLP), then you could use either: BillingProductIrisPdfLLP or BillingServiceIrisPdfLLP Which email template to use when emailing customers the PDF Ancillary information and formatting to complete the creation of the PDF. You can also create a custom visualforce PDF Format. Do you want to: Configure Standard PDF FormatsCreate an Organization Wide Email AddressAdd an Organization Wide Email Address to a PDF FormatSelect an Automated Email Delivery Status Return to top Configure Standard PDF Formats Navigate to Accounting Home and click the Setup tab. Then, under the Configurations menu, click PDF Formats.Click New. Otherwise, select an existing format to edit. In the Information section, populate the following fields as appropriate. PDF Format NameType Master Billing – Displays on the PDF with a summary page and an Invoice or Credit Memo page for each associated Billing.Billing - Displays on the Billing PDF as either an Invoice or Credit Memo.Purchase OrderActivity StatementOutstanding StatementPacking Slip Visualforce PDF Page: API (Application Programming Interface) Name of the Visualforce Page that renders the PDF.Master Billing Sort Field: API name for the field that is used to sort the order of Billings on the Master Billing summary page of the PDF file and the order of each associated Billing. This sort field is only applicable when the PDF Format Type is Master Billing. The table below provides the Master Billing PDF Sort fields and API names. Master Billing Sort Field API Name Accounting Period Name AcctSeed__Accounting_Period__c Accounting Year AcctSeed__Accounting_Year__c Age AcctSeed__Age__c Balance AcctSeed__Balance__c Billing Cash Receipt Count AcctSeed__Billing_Cash_Receipt_Count__c Billing City AcctSeed__Billing_City__c Billing Contact Name AcctSeed__Billing_Contact__c Billing Country AcctSeed__Billing_Country__c Billing Cycle End Date AcctSeed__Billing_Cycle_End_Date__c Billing Cycle Start Date AcctSeed__Billing_Cycle_Start_Date__c Billing Date AcctSeed__Date__c Billing Format AcctSeed__Billing_Format__c Billing Number Name Billing Postal Code AcctSeed__Billing_PostalCode__c Billing State AcctSeed__Billing_State__c Billing Street AcctSeed__Billing_Street__c Billing Terms Name AcctSeed__Billing_Terms_Name__c Cash Application Adjustment Amount AcctSeed__Cash_Application_Adjustment_Amount__c Closed Accounting Period’s Name AcctSeed__Closed_Accounting_Period__c Currency CurrencyIsoCode Credit Memo Applied Amount AcctSeed__Credit_Memo_Applied_Amount__c Credit Memo Reason AcctSeed__Credit_Memo_Reason__c Currency Conversion Rate AcctSeed__Currency_Conversion_Rate__c Customer Name AcctSeed__Customer__c Destination Address Override AcctSeed__Destination_Address_Override__c Discount Percent AcctSeed__Discount_Percent__c Discount Amount AcctSeed__Discount_Amount__c Discount Due Date AcctSeed__Discount_Due_Date__c Due Date AcctSeed__Due_Date2__cBalanceAcctSeed_Balance_cDue DateAcctSeed__Due_Date2__c Funded Amount AcctSeed__Funded_Amount__c Funding Credit Memo AcctSeed__Funding_Credit_Memo__c Last Modified By LastModifiedById Ledger AcctSeed__Ledger__c Ledger Amount AcctSeed__Ledger_Amount__c Line Count AcctSeed__Line_Count__c Locked in AvaTax AcctSeed__Locked_In_AvaTax__c Master Billing Name AcctSeed__Master_Billing__c Opportunity Name AcctSeed__Opportunity__c Origin Address Override AcctSeed__Origin_Address_Override__c Owner OwnerId Paid Date AcctSeed__Paid_Date__c Payment Link AcctSeed__Payment_Link__c Payment Processor Name AcctSeed__Payment_Processor__c PDF Email Status AcctSeed__PDF_Email_Status__c PO Number AcctSeed__PO_Number__c Posting Status AcctSeed__Status__c Proprietary Billing Number AcctSeed__Proprietary_Billing_Number__c Received Amount AcctSeed__Received_Amount__c Recurring Billing AcctSeed__Recurring_Billing__c Sales Tax AcctSeed__Sales_Tax2__c Sales Tax AcctSeed__Sales_Tax3__c Shipping City AcctSeed__Shipping_City__c Shipping Contact Name AcctSeed__Shipping_Contact__c Shipping Country AcctSeed__Shipping_Country__c Shipping Postal Code AcctSeed__Shipping_PostalCode__c Shipping State AcctSeed__Shipping_State__c Shipping Street AcctSeed__Shipping_Street__c VAT Line Count AcctSeed__VAT_Line_Count__c 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 FieldAPI NameDefault Billing ProductProductAcctSeed_Product_cQuantityAcctSeed__Hours_Units__c Unit PriceAcctSeed__Rate__c Total AcctSeed__Total__c Sub-Total AcctSeed__Sub_Total__cTax Amount AcctSeed__Tax_Amount2__cDefault Billing ServiceProjectAcctSeed_Project_cProject TaskAcctSeed_Project_Task_cQuantityAcctSeed__Hours_Units__c Unit PriceAcctSeed__Rate__c TotalAcctSeed__Total__c EmployeeAcctSeed__Employee__c DateAcctSeed_Date_cDefault Billing Outstanding StatementDateAcctSeed_Date_cTotalAcctSeed_Total_cBalanceAcctSeed_Balance_cDue DateAcctSeed__Due_Date2__cDefault Billing Activity StatementTypeAcctSeed_Type_cDateAcctSeed_Date_c Currency Format: Can be used to override the default currency format. Examples of format are: Non-parenthetical negatives = $#,###,###.00Parenthetical negatives = $###,###,##0.00;($###,###,##0.00) Numeric Format: Can be used to override the default numeric format. Examples of format are: Non-parenthetical negatives = #,###,###.00Parenthetical 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 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. (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. Click Save. Return to top Create an Organization Wide Email Address An Organization Wide Email address will default as the “From” address for Automated Email Billings. Click the Gear icon and select Setup. From the Quick Find search textbox, enter Org. Then, click the Organization-Wide Addresses hyperlink.Click Add to add an Organization Wide email Address. Or, click Edit to update an existing one, if necessary.Enter a Display Name and the Email Address. Select one of the following: Allow All Profiles to use this From AddressAllow Only Selected Profiles to use the From Address. Click Save.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. Return to top 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. Navigate to Accounting Home and click the Setup tab. Then, under the Configurations menu, click PDF Formats.Select a list view (other than the Recently Viewed list view).Select a PDF Format. 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.Refresh the PDF Format page. The Org-Wide Email Address field displays.Edit the field. Copy/Paste an Organization Wide Email Address that you created. Otherwise, manually enter an Org-Wide Email Address. Click Save. 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. 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. Navigate to Accounting Home and click the Setup tab. Then, under the Configurations menu, click PDF Formats.Select a PDF Format. Otherwise, click New to create a new PDF Format. If you selected a PDF Format, click Edit or click to Edit the Automated Email Delivery field.Select the Automated Email Delivery status for the PDF Format as one of the following: 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.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). 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). 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.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. No Delivery - An Automated Email Billing will not be sent to customers with Automated Email Delivery status set to “No Delivery.” Click Save.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). Return to top TitleConfigure Standard PDF FormatsURL Name344554314
