Configuring the PSA Direct for Concur Expense Settings

The PSA Direct for Concur Expense connector setup is done via the PSA Direct for Concur Expense Settings tab. Depending on your requirements, you need not perform all of the steps. For a complete description of the available fields, see PSA Direct for Concur Expense Settings Fields.

Note: You must be assigned the PSA Direct for Concur Expense - Project Management permission set to use the PSA Direct for Concur Expense Settings tab.
  1. Select the email address in the From field. This email address determines the organization-wide email address ID from which error notifications are sent from if an error occurs when synchronizing PSA information from Concur. For example, test123@xxx.com.
    Note: You can select the default email address when you want error notifications to be sent from the system's default email address.
  2. Enter the system default email address or user email to which error notifications are sent so that both the user or the administrator are aware of any issues. For example, test123@gmail.com.
  1. In the Synchronize Assignment Information field, select the PSA Assignment field that controls record synchronization with Concur.
  2. [Optional] Select the Allow Deletion of Assignments checkbox to delete Assignments from Concur when made inactive or deleted in PSA.
  3. In the Synchronize Resource Information field, select the PSA Resource field that controls record synchronization with Concur.
  4. [Optional] Select the Allow Deletion of Resources checkbox to delete Resources from Concur when made inactive or deleted in PSA.
  5. In the Synchronize Project Information field, select the PSA Project field that controls record synchronization with Concur.
  6. [Optional] Select the Allow Deletion of Projects checkbox to delete Projects from Concur when made inactive or deleted in PSA.
  7. Change the value of the Concur field name for PSA Project field, if you want to sync project and project manager information, enter Project-Project Manager. If you created the custom multi-level list in Concur with a different name, enter the name of your custom list, for example, Project.
    Note: Once the Concur field name for PSA Project field or Concur field name for PSA Resource-Assignment field values has been synchronized from PSA to Concur, updating the value is not possible.
  8. [Optional] Deselect the Synchronize Project Manager checkbox to disable synchronization and display the Project list as a single level.
  9. Change the value of the Concur field name for the PSA Resource-Assignment field. This is the Concur linked list for PSA resources and assignments. If you created the custom multi-level list in Concur with a different name, enter the name of your custom list, for example, Resource-Assignment.
    Notes:  
    • Once the Concur field name for PSA Project field or Concur field name for PSA Resource-Assignment field values has been synchronized from PSA to Concur, updating the value is not possible.
    • If your project, assignment, or resource field has the same names, then the project, assignment or resource field API names are displayed. It will only show the checkbox data type field in the option list.
  1. [Optional] In the Expense Report Synced Status field, select at least one available expense report statuses that will be synchronized with the PSA that is derived from the Expense Report object. By default, Approved is selected. The following are the expense report statuses:
    • Approved
    • Draft
    • Rejected
    • Submitted
  2. [Optional] Select the Generate Reports from Expense Lines checkbox to generate Expense reports on PSA from Concur. The Expense lines are matched using a combination of resource, project, and assignment. If deselected, the information from Concur Expense reports is used to create Expense reports on PSA. By default, the checkbox is deselected.
    Notes:  
    • If you select the Generate Reports from Expense Lines checkbox, the Empty Expense Reports and Expense Report Images checkboxes are automatically disabled. This prevents the synchronization of empty expense reports that can be created from Concur to PSA.
    • If you try to send an expense report from Concur to PSA using the PSA Direct for Concur Expense connector and it has more than 200 expense lines, the connector will fail. In case of partial failure, where some expense lines fail to send, they will be queued in the PSA Direct for Concur Expense Queue Status tab. To resolve the issue, you will need to perform the run manually.
  3. In the Associated Expense Settings:
    1. [Optional] Select the Empty Expense Reports checkbox to synchronize the empty expense reports records created from Concur to PSA. By default, it is selected. If the checkbox is deselected, Concur Expense reports without any expenses will not be created in PSA. If an error occurs when synchronizing empty Expense reports from Concur to PSA, an error email notification is sent to the Concur user who created the Expense report. Foundations messages are also created with the publisher name PSA Direct for Concur Expense/Hierarchy. For more information, see Viewing PSA Direct for Concur Expense Error Messages.
    2. [Optional] Select the Expense Images checkbox to synchronize Expense images from Concur to PSA. By default, it is deselected.
    3. [Optional] Select the Expense Report Images checkbox to synchronize Expense Report images from Concur to PSA. By default, it is deselected.
    4. [Optional] Select the Billable Expenses Only checkbox to import the Expense lines where the Is Billable field value in PSA is Yes. By default, it is deselected. However, if there are any non-billable expenses from Concur that already exist in PSA and have been synchronized before selecting the Billable Expenses Only checkbox, then these non-billable Expenses in PSA will not be updated, even if the corresponding Expenses are modified in Concur.
  1. Enter the value of the Minimum Hours for Failed Events field. This determines the minimum hours to keep failed Connector Core Queue Events before the next removal job deletes them. You can enter a value in the range of 1 to 9999. By default, the value is 48.
  2. Enter the value of the Minimum Hours for Successful Events field. This determines the minimum hours to keep successful Connector Core Queue Events before the next removal job deletes them. You can enter a value in the range of 1 to 9999. By default, the value is 1.
  1. [Optional] In the Manual Synchronization Setting:
    1. The Last Synchronized option displays the date and time of the last synchronization. The date time format displayed is based on the Salesforce user's locale.
    2. Select the Custom Date and Time Range checkbox to manually enter the date range to synchronize the date and time.
    3. Under the Start Date:
      1. In the Date field, enter the start date for the synchronization.
      2. In the Time field, enter the start time for the synchronization.
    4. Under the End Date:
      1. In the Date field, enter the end date for the synchronization. The end date and time muse be after the start date and time.
      2. In the Time field, enter the end time for the synchronization. The end date and time muse be after the start date and time.
  2. In the Poller Frequency Setting:
    1. In the Concur Poller Frequency field, enter the number of minutes between the collections of expense reports that have changed in Concur. You can enter a value in the range of 10 to 9999. By default, the value is 30.
  3. Click Run Expense Reports Job to schedule the PSA - Concur Expense Reports Poller job to run instantly in the background.
    Notes:
    • The Run Expense Reports Job button will only perform the job when the Active PSA Direct for Concur Expense checkbox is selected and the PSA Direct for Concur Expense connector is unpaused.
    • Before you schedule the PSA - Concur Expense Reports Poller job to run instantly, you must perform Step 5 of the PSA Direct for Concur Expense feature from the Feature Console. If you click Run Expense Reports Job to schedule the PSA - Concur Expense Reports Poller job without performing Step 5 of the PSA Direct for Concur Expense feature from the Feature Console, then the job is only run once and the PSA - Concur Expense Reports Poller job will not be scheduled to run again in 30 minutes.
    • When the PSA Direct for Concur Expense connector is paused, the PSA - Concur Expense Reports Poller job is paused and the messages cannot be processed. You must unpause the PSA Direct for Concur Expense connector and save the settings for processing the messages.

    • The End Date field must be set to a date-time later than the Start Date field.

  1. [Optional] Select the Enable PSA Direct for Concur Expense checkbox to activate the connector. By default, the connector is deactivated.
    Notes:
    • Before you enable the Enable PSA Direct for Concur Expense checkbox, ensure that you have performed the steps of Enabling the PSA Direct for Concur Expense feature in the Feature Console.
    • If an error occurs during the activation, the connector shows you an error notification that one or more settings are misconfigured. The PSA Direct for Concur Expense checkbox gets disabled automatically.
  2. [Optional] Select the Pause PSA Direct for Concur Expense checkbox to pause the synchronized events in the PSA Direct for Concur Expense connector. By default, the connector is unpaused. You can only pause events when the PSA Direct for Concur Expense connector is activated.
  3. [Optional] Only visible in the Sandbox environment. Select the Sandbox Configured checkbox to indicate that the sandbox environment has been configured correctly. If deselected, the PSA Direct for Concur Expense connector will not synchronize to or from Concur.

Click Save to save the PSA Direct for Concur Expense settings. Click Reset to restore the settings on the PSA Direct for Concur Expense Settings tab to the saved values on your Salesforce org.