Setting up the Synchronization of Regions, Practices, Groups, and Projects to Dimension 1-4 Records

PSA – Accounting Connector enables you to automatically create and update dimension 1-4 records when you create and update regions, practices, groups, and projects. This ensures that the relevant dimensions are linked to Accounting documents created from PSA business records.

The following flows are available:

  • Sync Regions to Dimension Records
  • Sync Practices to Dimension Records
  • Sync Groups to Dimension Records
  • Sync Projects to Dimension Records

Unlike other connector flows, these run in real time, as soon as you create the source record in PSA. In addition, when you change a mapped field on the source record, the related dimension record is automatically updated.

Each flow is optional and disabled by default. You can also customize the target dimension object for each flow. More information is provided below.

Customizing the Target Dimension Objects

By default, the connector provides the following mappings:

Default Dimension Target Objects
Source Object Target Object
Region Dimension 1
Practice Dimension 2
Group Dimension 3
Project Dimension 4

Any source object can be paired with any target object. You can change the default mapping according to your business needs. For example, you might want to map practices to dimension 1 records, regions to dimension 2 records, and projects to dimension 3 records.

If you want to use the default target dimension objects, skip this section.

To customize the target dimension objects, perform the following steps:

  1. Create a lookup field for the relevant target dimension object on the source PSA object. For example, create the Dimension 1 lookup field on the Practice object.
  2. Navigate to the PSA – Accounting Connector Admin | RPGP to Dimension Mappings tab and perform the following:
    1. In the Dimension Target Object field, select the name of the target object from the list. For example, select any target from a given list from Dimension 1-4 in the Dimension Target Object for Practice field.
    2. In the Dimension lookup field, select the name of the lookup from the list. For example, select Dimension 1 in the Dimension Lookup on the Practice field, selecting target as Dimension 1.
    3. Repeat the previous steps for each flow.
    4. Click Save to save the changes. The page refreshes to display the updated mapping components for each flow.
  3. [Optional] Customize the field-level mappings for each flow. For more information, see Adding Custom Mappings.
  4. [Optional] Click Update Mappings to update the mappings in other connector flows.
    Note:  
    • If you click Update Mappings, all related flows are updated.
    • If you click Update Mappings without saving the mappings, an error is displayed.
    • If you do not select a target, the connector flows are not updated.
Original Target Object Name Updated Target Object Name
Project > Region > Region Name Project > Region > Dimension 1
Project > Practice > Practice Name Project > Practice > Dimension 2
Project > Group > Group Name Project > Group > Dimension 3
Project > Project Name Project > Dimension 4

Correlating Existing Records

If your org already contains regions, practices, groups, and projects in PSA and matching dimension 1-4 records in Accounting, you can manually correlate existing records. This ensures that the records are kept in sync and, more importantly, it enables you to use the Dimension lookup fields from the PSA records when creating Accounting documents.

This section uses the Sync Regions to Dimension Records flow as an example. The same applies for the other flows.

Warning:
  • When the flow is enabled, the region records become the source of truth. This means that if you link a region to a dimension record with a different name and reporting code, as soon as you save the region, the name and the reporting code of the dimension record are updated. In this case, we recommend you enable the flow after correlation.
  • You can only correlate records that have the same currency ISO code. For example, you cannot link a USD region to an AUD dimension.

Example: Correlate Existing Regions with Dimension 1 Records

You need to correlate the records and then enable the Sync Regions to Dimension Records flow. For each region record, populate the Accounting Reporting Code and Dimension 1 fields. You must populate both fields at the same time.

  • If you leave the Accounting Reporting Code blank, it is automatically populated with the name of the region. Once you save the record, the new value overwrites the existing Reporting Code field on the dimension 1 record.
  • If you populate the Accounting Reporting Code field but leave the Dimension 1 lookup empty, an error stating that the reporting code is not unique prevents you from saving the record.
Tip:

You can easily populate the fields for all the records at the same time using Datastream. For more information, see Datastream Overview.

As soon as you save the changes, the connector establishes a link between the records. Whenever you change the Region Name or Accounting Reporting Code fields on the region, the Name and Reporting Code fields are automatically updated on the dimension record.