Configure Standard PDF Formats

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Overview 

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

  • Billing PDF: 
    • Default Billing Product 
    • Default 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 as  
    • Default 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 Product 
    • Default Master Billing Service 
  • Orders & Inventory PDFs (If Orders & Inventory is installed) 
    • Default Packing Slip  
    • Default Purchase Order (If Orders & Inventory is installed). 

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: 

  1. Customer (Account): If a Billing PDF is specified on the Account, it is used. 

  1. Multi-Ledger Defaults: If the Account value is blank, the system uses the value from the Multi-Ledger Defaults page. 

  1. 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 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
        • 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 Order
        • Activity Statement
        • Outstanding Statement
        • Packing 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__c
      BalanceAcctSeed_Balance_c
      Due 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 Name
      Default Billing ProductProductAcctSeed_Product_c
      QuantityAcctSeed__Hours_Units__c 
      Unit PriceAcctSeed__Rate__c 
      Total AcctSeed__Total__c 
      Sub-Total AcctSeed__Sub_Total__c
      Tax Amount AcctSeed__Tax_Amount2__c
      Default Billing ServiceProjectAcctSeed_Project_c
      Project TaskAcctSeed_Project_Task_c
      QuantityAcctSeed__Hours_Units__c 
      Unit PriceAcctSeed__Rate__c 
      TotalAcctSeed__Total__c 
      EmployeeAcctSeed__Employee__c 
      DateAcctSeed_Date_c
      Default Billing Outstanding StatementDateAcctSeed_Date_c
      TotalAcctSeed_Total_c
      BalanceAcctSeed_Balance_c
      Due DateAcctSeed__Due_Date2__c
      Default Billing Activity StatementTypeAcctSeed_Type_c
      DateAcctSeed_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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Title
Configure Standard PDF Formats
URL Name
344554314
SetupPDF Formats
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