Payable Invoice Expense Line Items to Miscellaneous Adjustments

You can seamlessly create PSA miscellaneous adjustments from Accounting payable invoice expense line items. By default, the miscellaneous adjustment is created with the "External Cost" transaction category. You can also recharge the cost to the customer by creating an additional miscellaneous adjustment with the "Pass-Through Ready-to-Bill Revenue" transaction category.

For example, if a payable invoice contains a line item related to a specific project, you can link the line item to the project. After selecting Pass to PSA, you can create a miscellaneous adjustment from the payable invoice expense line item. The miscellaneous adjustment is created with the "External Cost" transaction category. The Amount field on the miscellaneous adjustment is set to the total value of the line item, including tax.

If you also want to bill the customer, you can select the Recharge Customer field before passing the line item to PSA. With both Recharge Customer and Pass to PSA selected, when you click Create Miscellaneous Adjustments, two miscellaneous adjustments are created with different transaction categories:

• "External Cost" that rolls up to the project cost calculations.
• "Pass-Through Ready-to-Bill Revenue" that you can include in billing and bill to the customer.

For more information about these objects, see the following:

• What is a Payable Invoice?
• Miscellaneous Adjustments

Which Payable Invoice Expense Line Items Are Eligible for Creating Miscellaneous Adjustments?

For a payable invoice expense line item to be passed to PSA as an external cost, all of the following must be true:

• The Project field must be populated.
• The Pass to PSA field must be selected.
• The Passed to PSA field must not be selected.
• The status of the related payable invoice must be "Complete".

Notes:

• For an additional miscellaneous adjustment with the "Pass-Through Ready-to-Bill Revenue" transaction category to be created, the Recharge Customer field must also be selected.
• Your administrator might have configured additional requirements.

How Can I Create a Miscellaneous Adjustment from a Payable Invoice Expense Line Item?

You can create a miscellaneous adjustment from a payable invoice expense line item in several ways:

• Manually, by clicking Create Miscellaneous Adjustment on the payable invoice line item record page. For more information, see Creating Miscellaneous Adjustments from a Single Payable Invoice Expense Line Item.
• Manually, by selecting multiple expense lines on a payable invoice record and clicking Create Miscellaneous Adjustments. For more information, see Creating Miscellaneous Adjustments from Expense Lines on a Payable Invoice.
• Manually, by selecting multiple records on the payable invoice expense line items list view and clicking Create Miscellaneous Adjustments. For more information, see Creating Miscellaneous Adjustments from Multiple Payable Invoice Expense Line Items.
• Automatically, by scheduling a background process. For more information, see Managing Scheduled Jobs.
• Automatically, by selecting Automatically Pass to PSA on a payable invoice expense line item record. More information is provided below.

How Does the Automatically Pass to PSA Functionality Work?

When the Automatically Pass to PSA field is selected for a payable invoice expense line item, the record is passed to PSA as soon as it becomes eligible. This means that you don't need to manually click Create Miscellaneous Adjustments from the list view, the Payable Invoice Lightning page, nor wait for the next execution of the scheduled job.

For example, you might create a payable invoice with various product and expense line items. You want to record one of the expense line items as a miscellaneous adjustment in PSA. Once you create the payable invoice expense line item, you specify the project and select the Pass to PSA and Automatically Pass to PSA fields. After posting the payable invoice, PSA – Accounting Connector creates a miscellaneous adjustment with the "External Cost" transaction category that matches the payable invoice expense line item. If you also select Recharge Customer before posting the invoice, two miscellaneous adjustments are created.

If multiple payable invoice expense line items with the Automatically Pass to PSA 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 payable invoice expense line items that could not be passed to PSA (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 PSA field might be selected automatically, by a background process.
• A different field, such as a custom field, might be used instead of Automatically Pass to PSA to control this behavior. For more information, see PINELI Auto Pass to PSA Field and contact your administrator.

What Information is Passed from a Payable Invoice Expense Line Item to PSA?

PSA – Accounting Connector uses two mapping processes for creating miscellaneous adjustments from payable invoice expense line items:

• Payable Invoice Expense Line Item to Miscellaneous Adjustment External Cost - used for creating a miscellaneous adjustment with the "External Cost" transaction category.
• Payable Invoice Expense Line Item to Miscellaneous Adjustment Recharge Customer - used for creating a miscellaneous adjustment with the "Pass-Through Ready-to-Bill Revenue" transaction category.

The following tables list how fields on the Payable Invoice Expense Line Item object map to the relevant fields on the Miscellaneous Adjustment object in the two processes. In some cases, PSA – Accounting Connector provides a static value.

Note:

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

Default Mappings between Payable Invoice Expense Line Item Fields and Miscellaneous Adjustment Fields - External Cost

Payable Invoice Expense Line Item Field	Static Value	Miscellaneous Adjustment Field
Company		Company
General Ledger Account		Miscellaneous Adjustment GLA Code
Gross Value		Amount
Invoice Currency		Currency
Invoice Date		Effective Date
Line Description		Description
Miscellaneous Adjustment Name		Miscellaneous Adjustment Name
Project		Project
Record ID		Payable Invoice Expense Line Item
	"External Cost"	Transaction Category
	Selected (true)	Passed to Accounting

Default Mappings between Payable Invoice Expense Line Item Fields and Miscellaneous Adjustment Fields - Recharge Customer

Payable Invoice Expense Line Item Field	Static Value	Miscellaneous Adjustment Field
Company		Company
General Ledger Account		Miscellaneous Adjustment GLA Code
Gross Value		Amount
Invoice Currency		Currency
Invoice Date		Effective Date
Project		Project
Recharge Misc. Adjustment Description		Description
Recharge Miscellaneous Adjustment Name		Miscellaneous Adjustment Name
Record ID		Payable Invoice Expense Line Item
	"Pass-Through Ready-to-Bill Revenue"	Transaction Category
	Selected (true)	Passed to Accounting

Once a miscellaneous adjustment is created from a payable invoice expense line item, the Passed to PSA field is automatically selected on the expense line item.