Accounting Seed

Accounting Seed Integration Guide

Sync FTM loads, settlements, and expenses directly into Accounting Seed for smooth, audit-friendly financial operations.

Overview

The Accounting Seed integration allows Salesforce users to:

Push load billing to AS as customer invoices
Push payables (driver/truck payments, fuel, deductions) to AS as AP transactions
Automatically assign the correct GL accounts
Ensure Ledger consistency using “INC” as the default ledger
Use Pay Plans to trigger deductions and splits

This is a two-way setup between FTM (Salesforce-native) and AS, and supports both billing and payables.

What You’ll Need

A configured and active Accounting Seed org
Accounting Seed GL Account and Ledger setup
Pay Plan configurations in FTM
Line Items set with Type and Product mapping
“Customer for Invoicing” field enabled on Load (if needed)

Setup Requirements

1. On Fleet

Be sure to configure your Fleet profiles:

Select a Pay Plan on Truck
Assign a Pay To Profile
If you charge Trailer Rental, enable that checkbox
Set the Trailer Type (e.g., Reefer or Van)

Sending Billing/Payables to AS

– Fleet (Truck only) — within “Truck Settlement” for Payables.

2. On Load

All of the following must be completed for Pay Items and Deductions to calculate and push correctly:

Assign both Truck and Trailer
DO NOT check “Override Pay Plan”
Delivery Arrival Date must be entered
Load must be in Delivered status
Set Pay Status to “Paperwork Received”
Set Invoice Status to “Invoiced”
Freight Charges must be greater than 0
For Trailer Rental: Total Distance must be non-zero

⚠️ Note: If Delivered/Paperwork statuses are set manually on save, auto-calculation won’t trigger. Let the system update them based on Dates.

3. Pay Calculation

Once above steps are met:

The system auto-generates Pay Items and Deductions
On the Load, Line Items include both:
- Invoice items (left side) for customers
- Pay items (right side) for drivers or trucks
Check Recalculate Pay to re-run the logic if needed

Product Mapping

Ensure each Line Item (Fuel, Reimbursement, etc.) has an associated Product.

If missing, FTM will assign the default GL:
50100 - Cost of Revenue - Purchased Transportation

For custom Product → GL assignments, ensure Products are linked in FTM and AS.

Billing & Payable Sync to AS

Load → Customer Invoice
Truck/Fuel/Expense → Payables

The Payee must be:

An Account, Contact, or User (not just “Pay To Profile”)
Use a Flow or Process Builder to auto-create Account from Pay To Profile

Ledger Handling

All Payables and Billings should use the INC Ledger in AS.

To prevent manual errors, it is recommended to:

Hardcode “INC” as default Ledger during record creation
Avoid letting users change it from the Ledger Manager

Optional: Action Buttons vs Triggers

You can push Payables/Billings in one of two ways:

Automatically via Flow or Apex trigger
Manually using custom buttons with pre-filled record creation

Both methods support full field mapping.

Field Mapping

FTM Field	Accounting Seed Field	Notes
Load.Customer Invoice	Billing → Customer	Uses “Customer for Invoicing” field on Load
Pay To Profile	Payable → Payee	Must be converted to Account/Contact/User
Freight Product	Line Item → Product	Must match AS Product
Expense Type	Payable GL Account	Mapped via Product, or default is used
Ledger	Ledger	Default = INC

Known Issues & Validation

AS enforces validation: Payee must be Account/Contact/User
Missing Product → GL mapping causes error, default GL used instead
Statuses must not be preset, they must be updated dynamically to trigger calculations

FAQs

Do I need to manually push billing or payables?
You can automate it with Flows or use Action buttons depending on preference.
Can I use “Pay To Profile” as Payee directly in AS?
No, AS only accepts Account/Contact/User. Use a Process Builder to convert Pay To Profile to Account.
What if my fuel, reefer, or reimbursements are missing GLs?
They’ll default to 50100 - Cost of Revenue - Purchased Transportation unless mapped explicitly.
What if Trailer Rental isn’t calculating?
Ensure the Trailer Type is set, distance is non-zero, and the load is delivered.
Can I customize the Products and Types?
Yes. FTM uses a trigger to match Product based on the old “Type” field.

Need Help?
For setup help or issues, email: [email protected]