Defining Additional Record Eligibility Criteria in Enhanced Mode
In enhanced mode 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:
- Create a checkbox or a formula checkbox field on the source object. For example, on the Billing Event object.
- 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.
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.
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:
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.
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. |
The JLI Additional Eligibility Field custom setting field controls which field defines the additional criteria for this 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.
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.
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.
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.
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:
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.
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 |