Defining Additional Record Eligibility Criteria in Enhanced Mode

In enhanced modeClosed When PSA – Accounting Connector runs in enhanced mode, it uses the improved mechanism introduced starting with Spring 2021. This includes better flow execution performance and a modern user experience. Enhanced mode is enabled when the Run Integration in Enhanced Mode field in the PSA – Accounting Connector Settings custom setting is selected., PSA – Accounting Connector validates source records before executing a flow. This ensures that only eligible records are passed from PSA to Accounting and vice-versa. If a record is not eligible, PSA – Accounting Connector displays an error message that helps users make the record eligible, or it automatically excludes the record from a scheduled execution. For flows that process both header and line-level records, non-eligible line records are excluded from the resulting Accounting document. Note that the header-level record is not eligible unless it contains at least one eligible line record.

By default, PSA – Accounting Connector contains a set of predefined eligibility criteria for each flow. You can define additional criteria that are applied on top of the default criteria. For example, you might have a custom checkbox field on the Billing Event object that determines whether a billing event is ready for invoicing. Similarly, you might have a formula checkbox field on the Billing Event Item object that determines whether a billing event item can be passed to Accounting. You can define these fields in the appropriate custom setting fields to apply your custom validation.

To configure additional eligibility criteria for a flow:

  1. Create a checkbox or a formula checkbox field on the source object. For example, on the Billing Event object.
  2. Enter the API name of your custom field in the appropriate field on the PSA – Accounting Connector Settings custom setting. For example, in BE Additional Eligibility Field.
Warning:

The custom field must be a checkbox or a formula checkbox field.

The sections below provide more information about the default eligibility criteria for each flow and the custom setting fields used to define the additional criteria field.

The following custom setting fields control which fields define additional criteria for this flow:

Key: V - also required when releasing a billing event, unless the relevant custom setting field is selected.

Default Eligibility Criteria for the Billing Events to Sales Invoices or Credit Notes Flow

Record

Field

Required Value

 

Notes

Custom Setting Field
Billing event Account Must be defined. V Automatically populated from the related project. BE Account Optional for Release
Billing Event Currency Must be set to an Accounting currency for the selected company. V Automatically set to the Accounting currency linked to the company that has the same ISO code as the Currency field on the billing event. BE Currency Optional for Release
Company Must be defined. V

Automatically populated from region, practice, or group of the related project. This depends on how you configure the Company Source for BE, ER, and MA custom setting field.

 BE Company Optional for Release
Invoiced Must be deselected.      
Released Must be selected.   This does not apply when creating sales invoices and credit notes from the PSA Records: Billing Events Awaiting Release Lightning component. For more information, see PSA – Accounting Connector Actions in PSA Lightning Components and Creating Sales Invoices and Credit Notes from Billing Events Awaiting Release.  
Billing event item Services Product Must be defined. V Automatically populated from a related business record. For more information, see How is the Services Product Field Populated for a Billing Event Item Record? BEI Product Optional for Release

The following custom setting fields control which fields define additional criteria for this flow:

Default Eligibility Criteria for the Expense Reports to Payable Invoices or Credit Notes Flow

Record

Field

Required Value

Notes
Expense report Approved Must be selected. By default, when this is selected, additional required fields are validated. See the table below for more information.
Expense Reimbursement Account Must be defined. Automatically populated from the Expense Reimbursement Account field of the related resource.
Passed to Accounting Must be deselected.  
Total Reimbursement Amount Must be defined.  
Expense Non-Reimbursable Must be deselected.

When this is selected, PSA – Accounting Connector automatically excludes the expense from the resulting payable invoice or credit note.

The following fields are not a part of the eligible criteria but are required for creating a payable invoice or credit note from an expense report. By default, these fields are required when the Approved field is selected for an expense report. You can disable these validations by selecting the relevant custom setting fields listed in the table below.

Required Fields When Approving an Expense Report

Record

 Field

Notes

 Custom Setting Field
Expense report Company

Automatically populated from region, practice, or group of the related project. This depends on how you configure the Company Source for BE, ER, and MA custom setting field.

 ER Company Optional for Approve
Expense Report Currency Automatically set to the Accounting currency linked to the company that has the same ISO code as the Currency field on the vendor invoice. ER Currency Optional for Approve
Expense Expense GLA Code Automatically populated based on the expense type GLA mappings defined in your org. For more information, see Creating Expense Type GLA Mappings.

Expense (Reimbursable) GLA Optional

Expense (Non-Reimbursable) GLA Optional

The JLI Additional Eligibility Field custom setting field controls which field defines the additional criteria for this flow.

Default Eligibility Criteria for the Journal Line Items to Miscellaneous Adjustments Flow

Field

Required Value
Passed to PSA Must be deselected.
Project Must be defined.
Send to PSA Must be selected.
Transaction Category Must be defined.

The MA Additional Eligibility Field custom setting field controls which field defines the additional criteria for this flow.

Default Eligibility Criteria for the Miscellaneous Adjustments to Journals Flow

Field

Required Value

Notes
Approved Must be selected. By default, when this is selected, additional required fields are validated. See the table below for more information.
Include in Financials Must be selected.  
Passed to Accounting Must be deselected.  

The following fields are not a part of the eligible criteria but are required for creating a journal from a miscellaneous adjustment. By default, these fields are required when the Approved field is selected for a miscellaneous adjustment. You can disable these validations by selecting the relevant custom setting fields listed in the table below.

Required Fields When Approving a Miscellaneous Adjustment
Field

Notes

 Custom Setting Field
Balancing GLA Code Automatically set to the value defined in MA Default Balancing GLA custom setting field. MA GLAs Optional for Approve
Company

Automatically populated from region, practice, or group of the related project. This depends on how you configure the Company Source for BE, ER, and MA custom setting field.

 MA Company Optional for Approve
Miscellaneous Adjustment Currency Automatically set to the Accounting currency linked to the company that has the same ISO code as the Currency field on the miscellaneous adjustment. MA Currency Optional for Approve
Miscellaneous Adjustment GLA Code   MA GLAs Optional for Approve

The PCNELI Additional Eligibility Field custom setting field controls which field defines the additional criteria for this flow.

Default Eligibility Criteria for the Payable Credit Note Expense Line Items to Miscellaneous Adjustments Flow

Field

Required Value
Pass to PSA Must be selected.
Passed to PSA Must be deselected.
Project Must be defined.

In addition, the status of the related payable credit note must be "Complete".

The PINELI Additional Eligibility Field custom setting field controls which field defines the additional criteria for this flow.

Default Eligibility Criteria for the Payable Invoice Expense Line Items to Miscellaneous Adjustments Flow

Field

Required Value
Pass to PSA Must be selected.
Passed to PSA Must be deselected.
Project Must be defined.

In addition, the status of the related payable invoice must be "Complete".

The following custom setting fields control which fields define additional criteria for this flow:

Default Eligibility Criteria for the Vendor Invoices to Payable Invoices or Credit Notes Flow

Field

Required Value

Notes
Approved for Payment Selected (true)  
Passed to Accounting Deselected (false)  
Submitted Selected (true) By default, when this is selected, additional required fields are validated. See the table below for more information.

The following fields are not a part of the eligible criteria but are required for creating a payable invoice or credit note from a vendor invoice. By default, these fields are required when the Submitted field is selected for a vendor invoice. You can disable these validations by selecting the relevant custom setting fields listed in the table below.

Required Fields When Submitting a Vendor Invoice

Record

 Field

Notes

 Custom Setting Field
Vendor invoice Company Automatically set to the user's current Accounting company. VI Company Optional for Submit
Invoice Number   VI Invoice Number Optional for Submit
Vendor Invoice Currency Automatically set to the Accounting currency linked to the company that has the same ISO code as the Currency field on the vendor invoice. VI Currency Optional for Submit
Vendor invoice item GLA Code

Automatically populated from the related business record. For more information, see How Is the GLA Code Field Populated for a Vendor Invoice Item Record?

 VII GLA Optional for Submit