Transactions in PSA

Note: To preserve data integrity, administrators should restrict edit access to transaction fields.

Transactions in PSA are associated with only one of these business records:

• Budget
• Expense
• Milestone
• Miscellaneous Adjustment
• Timecard Split

Each transaction contains one or more categories and selects a checkbox indicator field based on that transaction category.

Warning: We recommend against deleting transactions from a production organization except for scenarios involving archiving old data that is not expected to change.

Budget Transactions

Budget records have three transactions:

		Category	Transaction Indicators Checked	Description
Transaction	One of:	Booked Revenue	Is Revenue	Booked revenue for budgets or changes to booked revenue for a Customer PO type. Rolls up to Bookings actuals. Uses the effective date of the budget.
		Internal Budget	Is Revenue	Budgets of type Internal Budget or changes to internal budgets. Rolls up to Internal Budget actuals. Uses the effective date of the budget.
		Budgeted Cost	Is Cost	Budgeted cost for budgets or changes to budgets for Vendor PO or Work Order types. Does not roll up to actuals. Uses the effective date of the budget.
Transaction		Expense Cost	Is Cost Is Expense	The reimbursable amount of the Expense (appears as 0 for non-reimbursable expenses) with an effective date of the Expense date.
Transaction		Billed Revenue	Is Revenue Is Expense For Billing	The billable amount of the expense, eligible after a Billing Event Item for the expense has been generated and its parent Billing Event released. The effective date is initially the Expense date but is adjusted to the date the Billing Event was released. This is also known as the Bill Date on the expense.

 

Expense Transactions

Expense records have four transactions:

	Category	Transaction Indicators Checked	Description
Transaction	Pass-through Ready-to-Bill Revenue	Is Revenue Is Expense	The billable amount of the Expense (appears as 0 for non-billable expenses) with an effective date of the Expense date.
Transaction	Expense Cost	Is Cost Is Expense	The reimbursable amount of the Expense (appears as 0 for non-reimbursable expenses) with an effective date of the Expense date.
Transaction	Billed Revenue	Is Revenue Is Expense For Billing	The billable amount of the expense, eligible after a Billing Event Item for the expense has been generated and its parent Billing Event released. The effective date is initially the Expense date but is adjusted to the date the Billing Event was released. This is also known as the Bill Date on the expense.
Transaction	Invoiced Revenue	Is Revenue Is Expense For Invoicing	The billable amount of the expense, eligible after a Billing Event Item for the expense has been generated and its parent Billing Event released and invoiced. The effective date is initially the Expense date but is adjusted to the date the Billing Event was invoiced. This is also known as the Invoice Date on the expense.

Milestone Transactions

Milestones have no transaction records until the Include In Financials field is selected. Once Include In Financials is selected, Milestones have the indicated four transactions, even if Include In Financials is later deselected.

Note:

To select the Include in Financials field, a Milestone must have the Actual Date set. Transactions use the Actual Date as the transaction date.

	Category	Transaction Indicators Checked	Description
Transaction	Ready-to-Bill Revenue	Is Revenue	The amount of the Milestone with an effective date of the Milestone Actual date.
Transaction	External Cost	Is Cost	the Milestone Cost amount with an effective date of the Milestone Actual date. The amount is zero unless the Log Milestone Cost As External field is selected.
Transaction	Billed Revenue	Is Revenue For Billing	The Milestone amount eligible after a Billing Event Item is generated for the Milestone and its parent Billing Event released. The effective date is initially the Milestone Actual date but changes to the date the Billing Event was released. This is also known as the Bill Date on the Milestone.
Transaction	Invoiced Revenue	Is Revenue For Invoicing	The Milestone amount eligible after a Billing Event Item is generated for the Milestone and its parent Billing Event released and invoiced. The effective date is initially the Milestone Actual date but changes to the date the Billing Event was invoiced. This is also known as the Invoice Date on the Milestone.

Miscellaneous Adjustment Transactions

Miscellaneous adjustments represent a way to include a monetary (not time) transaction of one's choice into a project. Miscellaneous adjustments have three transactions:

	Category	Transaction Indicators Checked	Description
Transaction	[Varies]	[Varies]	A transaction of the category specified by the Category field. Only monetary transactions are valid. For more information, see the Category field description in Transaction Fields.
Transaction	Billed Revenue	Is Revenue For Billing	Billed revenue eligible based on the miscellaneousAdjustmentCategories Billing configuration. Usually this is Ready-to-Bill Revenue and sometimes also Pass-through Ready-to-Bill Revenue. For these billing revenue types, the effective date starts as the effective date of the Miscellaneous Adjustment but is adjusted to the date the Billing Event is released. Also known as the Bill Date on the Miscellaneous Adjustment.
Transaction	Invoiced Revenue	Is Revenue For Invoicing	Invoiced revenue eligible based on the miscellaneousAdjustmentCategories Billing configuration. Usually this is Ready-to-Bill Revenue and sometimes also Pass-through Ready-to-Bill Revenue. For these billing revenue types, the effective date starts as the effective date of the Miscellaneous Adjustment but is adjusted to the date the Billing Event is invoiced. Also known as the Invoice Date on the Miscellaneous Adjustment.

Timecard Split Transactions

Timecard Split records have five transactions:

	Category	Transaction Indicators Checked	Description
Transaction	Ready-to-Bill Revenue	Is Revenue	The billable amount of the Timecard Split with an effective date matching the end date of the Timecard Split record.
Transaction	Internal Cost External Cost	Is Cost	The cost amount of the Timecard Split with an effective date matching the end date of the Timecard Split record.
Transaction	Hours	Is Time	The Timecard Split hours.
Transaction	Billed Revenue	Is Revenue	The billable amount of the Timecard Split. This is eligible after a Billing Event Item is generated for a Timecard Split and the parent Billing Event is released.
Transaction	Invoiced Revenue	Is Revenue	The billable amount of the Timecard Split. This is eligible after a Billing Event Item is generated for a Timecard Split and the parent Billing Event is released and invoiced.

Rolling Up Transactions into Actuals

Transaction amounts, and time for eligible transactions, roll up to actuals. An administrator can change the roll up process by configurations in the Actuals and Configuration Group. For more information, see Actuals Settings.

Actuals Type	Default Roll Up Process
Project Actuals	Actuals contain all amounts and time. Transactions roll further up the project hierarchy.
Resource Actuals	Actuals contain all amounts and time for Timecard Split and Expense records with an associated Resource.
RPG Abbreviation of region, practice, group. based Actuals	Actuals contain all amounts and time for either the Project's RPG or the Resource's RPG.
	Transactions that do not correspond with a Resource (Milestones, Budgets, and Miscellaneous Adjustments) can only roll up to a project's RPG.
	Actuals for time always come from Timecard Splits and roll up to the RPG associated with the Resource.
	Revenue and Expense (including Expense Cost) roll up to the RPG associated with the Project.
	Non-expense costs with an associated Resource (such as Timecard Split costs) roll up to the RPG associated with the Resource. These normally correspond to the cost of paying an employee's salary and benefits.

Note: The RPG Abbreviation of region, practice, group. on a transaction record is set upon record creation. If the RPG on a Resource or Project changes after the creation of the transaction record. the RPG must be changed on the transaction record. You can use Override RPG fields on the parent business records to make this change.