Vendor Invoices to Payable Invoices or Credit Notes

If you use vendor management in PSA, PSA – Accounting Connector allows you to seamlessly create payable invoices in Accounting from vendor invoices. That way you can keep track of the payments that you make to your vendors, without needing to enter duplicate data.

Similarly, when your vendors give you a refund or a discount for a previous invoice, you can create a payable credit note from the vendor invoice. PSA – Accounting Connector determines this based on the Total Value field. Vendor invoices that have a positive total value are passed to payable invoices, while vendor invoices with a negative total value become payable credit notes in Accounting.

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

Which Vendor Invoices are Eligible for Creating Payable Invoices and Payable Credit Notes?

For a vendor invoice to be passed to Accounting, all of the following must be true:

  • The Company field must be defined.
  • The Vendor Invoice Currency field must be defined.
  • The Submitted field must be selected.
  • The Approved for Payment field must be selected.
  • The Passed to Accounting field must not be selected.
  • At least one of the related vendor invoice items must be eligible for creating a payable invoice or credit note expense line item. By default, PSA – Accounting Connector does not filter out any vendor invoice items. Depending on how your org is configured, additional item-level restrictions might apply.
Notes:

Your administrator might have configured additional requirements.

Depending on how your org is set up, the following fields might also be required when the Submitted field is selected for a vendor invoice:

  • Company
  • Vendor Invoice Currency
  • Invoice Number
  • GLA Code on the related vendor invoice items

Which Fields Are Automatically Populated for a Vendor Invoice Record?

When you create a vendor invoice, PSA – Accounting Connector automatically populates the following fields so that you do not need to enter the repetitive data:

  • Company: automatically set to your current Accounting company. If you are operating in multi-company mode or a current company isn't configured, this field is left blank.
  • Vendor Invoice Currency: set to the Accounting currency linked to the company that has the same ISO code as the Currency field on the vendor invoice.

How Is the GLA Code Field Populated for a Vendor Invoice Item Record?

When you create invoice items for a vendor invoice, PSA – Accounting Connector automatically populates the GLA Code field on each of the vendor invoice item records, based on the GLA defined for the business records. If the GLA isn't defined for a business record, the value of its parent record is used. If the GLA also isn't defined for the parent record, then its parent record's value is used. If none of the records in the hierarchy have the relevant GLA defined, then the appropriate GLA field from the project is used.

For example, if the Timecard GLA Code field isn't populated for a timecard, PSA – Accounting Connector first checks the Timecard GLA Code field of the related assignment. If the field isn't populated for the assignment, PSA – Accounting Connector then check the Timecard GLA Code of the related milestone. If the field isn't populated for the milestone, then the Timecard GLA Code of the project is used.

The following table provides a summary of the how PSA – Accounting Connector uses different GLA fields to populate the GLA Code of a vendor invoice item.

Sources for Auto-populating the GLA Code Field

Field

 Business Record

Parent 1

Parent 2

Parent 3

Parent 4
Expense GLA Code Expense Expense Report Assignment Milestone Project
Timecard GLA Code Timecard Assignment Milestone Project  
Milestone GLA Code Milestone Project      
Miscellaneous Adjustment GLA Code Miscellaneous Adjustment Project      

How Can I Create Payable Invoices and Payable Credit Notes from Vendor Invoices?

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

How Does the Automatically Pass to Accounting Functionality Work?

When the Automatically Pass to Accounting field is selected for a vendor invoice, 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 from the record's detail page or the list view, nor wait for the next execution of the scheduled job.

For example, a vendor invoice has a total value of $100 and is submitted. With Automatically Pass to Accounting selected, as soon as the vendor invoice is approved for payment, PSA – Accounting Connector creates a matching payable invoice.

If multiple vendor invoices with the Automatically Pass to Accounting field selected become eligible at the same time, they are processed in a background job. This might also happen for a single vendor invoice, depending on the number of vendor invoice items that it contains. 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 vendor invoices 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 VI Auto Pass to Accounting Field and contact your administrator.

What Information is Passed from a Vendor Invoice to Accounting?

The following table lists how fields on the Vendor Invoice 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 Vendor Invoice object.

Note:

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

Default Mappings between Vendor Invoice Fields and Payable Invoice / Credit Note Fields

Vendor Invoice Field

Static Value

Payable Invoice Field

Payable Credit Note Field
Account   Account Account
Company   Company Company
Date   Invoice Date Credit Note Date
ID   Vendor Invoice Vendor Invoice
Invoice Number   Vendor Invoice Number Vendor Credit Note Number
Vendor Invoice Currency   Invoice Currency Credit Note Currency
  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 a vendor invoice, the Passed to Accounting field is automatically selected on the vendor invoice.

When a vendor invoice is passed to Accounting, its items are also passed as expense line items for the document.

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

Default Mappings between Vendor Invoice Item Fields and Payable Invoice / Credit Note Expense Line Item Fields

Vendor Invoice Item Field

Static Value

Payable Invoice Expense Line Item Field

Payable Credit Note Expense Line Item Field
Calculate Tax Value From Rate   Calculate Tax Value from Rate Calculate Tax Value from Rate
Derive Tax Rate From Code   Derive Tax Rate from Code Derive Tax Rate from Code
Description   Line Description Line Description
GLA Code   General Ledger Account General Ledger Account
ID   Vendor Invoice Item Vendor Invoice Item
Input VAT Code   Input Tax Code Input Tax Code
Net Value   Net Value  
Net Value - Credit     Net Value
Set Tax Code To Default   Set Tax Code to Default Set Tax Code to Default
Tax Rate   Input Tax Rate Input Tax Rate
Tax Value   Input Tax Value  
Tax Value - Credit     Input Tax Value
  Deselected (false) Set GLA to Default Set GLA to Default