Expense Reports to Payable Invoices or Credit Notes

PSA – Accounting Connector allows you to seamlessly create payable invoices in Accounting from PSA expense reports. That way you can keep track of the reimbursements that you make to your employees, without needing to enter duplicate data.

Similarly, if you want to amend a previous invoice, you can create a payable credit note from the expense report. PSA – Accounting Connector determines this based on the Total Reimbursement Amount field. Expense reports that have a positive total reimbursement amount are passed to payable invoices, while expense reports with a negative amount become payable credit notes in Accounting.

For more information on each of these objects, see the following:

Which Expense Reports are Eligible for Creating Payable Invoices and Payable Credit Notes?

For an expense report to be passed to Accounting, all of the following must be true:

The Approved field must be selected.
The Expense Reimbursement Account field must be set to a valid account.
The Passed to Accounting field must not be selected.
At least one of the related expenses must be eligible for creating a payable invoice or credit note expense line item. By default, PSA – Accounting Connector filters out non-reimbursable expenses. Depending on how your org is configured, additional expense-level restrictions might apply.

Note:

Your administrator might have configured additional requirements.

Which Fields are Automatically Populated for an Expense Report Record?

When you create or edit and expense report, PSA – Accounting Connector automatically populates the following fields so that you do not need to manually enter repetitive data:

Company: set from the related project. Depending on your configuration, the company is populated from the region, practice, or group related to the project.
Expense Report Currency: set to the accounting currency linked to the company that has the same ISO code as the Currency field on the expense report.
Expense Reimbursement Account: automatically set to the expense reimbursement account of the related resource. To change this value for an expense report, you must change the expense reimbursement account for the related resource.

How is the Expense GLA Code Field Populated for an Expense Record?

When you create an expense report, PSA – Accounting Connector automatically populates the Expense GLA Code field on each expense included in the report. For this to happen, your administrator must map expense types to general ledger accounts. Once the mappings are configured, PSA – Accounting Connector determines the Expense GLA Code for an expense based on the value of the Type field and whether the Billable field is selected.

For more information on how to configure the mappings, see Creating Expense Type GLA Mappings.

How Can I Create Payable Invoices and Payable Credit Notes from Expense Reports?

You can create a payable invoice or credit note from an expense in several ways:

Manually, by clicking Create Payable Invoice or Credit Note on the expense report record page. For more information, see Creating a Payable Invoice or Credit Note from a Single Expense Report.
Manually, by selecting multiple records on the expense report list view and clicking Create Payable Invoices/Credit Notes. For more information, see Creating Multiple Payable Invoices and Credit Notes from Expense Reports.
Automatically, by scheduling a background process. For more information, see Managing Scheduled Jobs.
Automatically, by selecting Automatically Pass to Accounting on an expense report record. More information is provided below.

How Does the Automatically Pass to Accounting Functionality Work?

When the Automatically Pass to Accounting field is selected for an expense report, the record is passed to Accounting as soon as it becomes eligible. That means that you don't need to manually click Create Payable Invoice/Credit Note from the record's detail page or the list view, nor wait for the next execution of the scheduled job.

For example, an expense report has a total reimbursement value of $100, is linked to a resource with a valid expense reimbursement account, and is submitted for approval. With Automatically Pass to Accounting selected, as soon as the expense report is approved, PSA – Accounting Connector creates a matching payable invoice.

If multiple expense reports with the Automatically Pass to Accounting field selected become eligible at the same time, they are processed in a background job. Once the process finishes, an email notification is sent to the user who triggered the changes that made the records eligible. The email is also sent to any additional email addresses defined by your administrator (see Additional Notification Recipients). The email contains the number of successfully processed records and the number of expense reports that could not be passed to Accounting (if any). The email also has a link to the relevant process run record. The process run contains log entries for each record that was processed.

Notes:

Depending on how your org is set up, the following might apply:

The Automatically Pass to Accounting field might be selected automatically, by a background process.
A different, possibly custom field might be used instead of Automatically Pass to Accounting to control this behavior. For more information, see ER Auto Pass to Accounting Field and contact your administrator.

What Information is Passed from an Expense Report to Accounting?

The following table lists how fields on the Expense Report object map to the relevant fields on the Payable Invoice and Payable Credit Note objects. In some cases, PSA – Accounting Connector provides a static value for fields that are not present on the Expense Report object.

Note:

Your administrator might have changed the default mappings or added custom mappings.

Default Mappings between Expense Report Fields and Payable Invoice / Credit Note Fields
Expense Report Field	Static Value	Payable Invoice Field	Payable Credit Note Field
Company		Company	Company
Description		Invoice Description	Credit Note Description
Expense Reimbursement Account		Account	Account
Expense Report Currency		Invoice Currency	Credit Note Currency
Expense Report Name		Vendor Invoice Number	Vendor Credit Note Number
ID		Expense Report	Expense Report
Last Expense Date		Invoice Date	Credit Note Date
Resource		Expense Report Resource	Expense Report Resource
	Selected (true)	Derive Due Date	Derive Due Date
	Selected (true)	Derive Period	Derive Period
	Deselected (false)	Copy Account Values	Copy Account Values
	Deselected (false)	Derive Currency	Derive Currency
	"In Progress"		Credit Note Status

Once an Accounting document is created from an expense report, the Passed to Accounting field is automatically selected on the expense report.

When an expense report is passed to Accounting, its items are also passed as expense line items for the document.

The following table lists how fields on the Expense object map to the relevant fields on the Payable Invoice Expense Line Item and Payable Credit Note Expense Line Item objects.

Default Mappings between Expense Fields and Payable Invoice / Credit Note Expense Line Item Fields
Expense Field	Static Value	Payable Invoice Expense Line Item Field	Payable Credit Note Expense Line Item Field
Description		Line Description	Line Description
Expense GLA Code		General Ledger Account	General Ledger Account
ID		Expense	Expense
Net Value		Net Value
Net Value - Credit			Net Value
Project		Project	Project
Reimbursement Currency		Currency	Currency
Reimbursement Tax		Input Tax Value
Reimbursement Tax - Credit			Input Tax Value
	Deselected (false)	Calculate Tax Value from Rate	Calculate Tax Value from Rate
	Deselected (false)	Derive Tax Rate from Code	Derive Tax Rate from Code
	Deselected (false)	Set GLA to Default	Set GLA to Default
	Selected (true)	Set Tax Code to Default	Set Tax Code to Default