Fennoa integration

• Activating the Fennoa integration
• Integration settings
  • Matching the customer registers (mandatory)
  • Default delivery method
  • Sales accounts
  • Products
  • Dimensions and cost objects
  • Projects
  • Bills
• Using the integration
• Error situations

In the PSA–Fennoa integration you can:

• transfer sales invoices from PSA to Fennoa (incl. products, sales accounts, and cost objects)
• receive bills from Fennoa into PSA.

Activating the Fennoa integration

1. Go to PSA settings > Integrations > Fennoa > Activate.
2. Request the following credentials from your accounting firm or your Fennoa contact person. Make sure the credentials have sufficient permissions in Fennoa for the features you want to use (e.g., sales invoices, purchase invoices). 

• Company alias
• API key

Integration settings

Matching the customer registers (mandatory)

Before using the integration, the customer registers must match between the systems, i.e., in PSA account cards, in the Integration ID field, enter either:

• the ID of the customer in Fennoa, or 
• if the Fennoa customer register is empty, enter a running numbering starting from e.g. 1. Please contact our application support if needed.

At the same time, check that the country in the customers’ invoicing address is two characters, i.e., Finland = FI.

After this, when a new account is created in the PSA account register, PSA automatically calculates the next Fennoa ID for it. In the integration settings, you can choose whether the letter F is automatically added to the beginning of new customers’ Fennoa ID (without this, it will be created as a plain running number). Customers are created as new records in Fennoa during invoice transfer if no exactly matching IDs are found in Fennoa.

Default delivery method

Select the default delivery method for sales invoices. The method can be changed per invoice. 

• Automatic: checks whether the customer has an e-invoice address > email > postal address. 
• E-invoice, Email, or Paper invoice: the customer must have the address information corresponding to the selection. 
• Manual: the user selects the delivery method only in Fennoa. 

Sales accounts

You can enter the sales accounts received from your accountant in the settings if you want these details to be selectable per invoice row already in PSA.

Products

Using products in invoicing enables faster posting: when a product is transferred on an invoice row from PSA to Fennoa, Fennoa can post the cost object and sales account on the invoice row based on the product. This requires that a) posting rules have been set up for products in Fennoa and b) the product registers match between the systems using IDs. 
Products transferred on invoice rows are created directly in Fennoa in connection with the invoice transfer if no corresponding IDs exist in Fennoa.

Products can be entered in PSA:

1. in the product register, when using products as-is, or
2. in the integration settings, when you want to use separate posting products.

Depending on the use case, this can be utilized as follows;

Method 1

All products have the same name regardless of the system. In PSA’s product register, the product is given an integration ID as an identifier, which is used to find it in Fennoa’s register. The product from the product register is selected on the sales invoice under Show accounting. 

Method 2

In PSA’s product register, we may have separate items such as financial management, HR management, product management, etc., but in accounting they all fall under the posting product management services. In this case, a posting product “Management services” can be added to PSA’s Fennoa settings. This makes it possible to select “Management services” as the posting product for the invoice row, even though the quote or the invoice description shows a more detailed product name to the customer. The posting product is changed on the sales invoice under Show accounting. 

Job types can also be mapped to products of the product register under Feature settings > Time management > Job types, which makes posting billable work hours easier. NOTE! In this case, work hours must be grouped into invoice rows either individually or by job type so that posting can be managed by job type. The product from the product register is selected on the sales invoice under Show accounting. 

Dimensions and cost objects

You can enter the cost objects received from your accountant in the settings if you want these details to be selectable per invoice row already in PSA. 

• Dimensions: This is the cost object type, i.e., the top level (e.g., project, city, department). 
• Cost objects: The actual cost object, e.g., “Helsinki” or “project X”. 

The defining factor for a cost object is the number. The name of the dimension must be the same in PSA and Fennoa, but the title/name of the cost object itself does not matter. Cost objects can be found in Fennoa under: Accounting > Cost objects.

Fennoa contract invoicing (pass-through invoicing)

Bills can be pass-through invoiced to your customers in PSA using automatic invoicing. 

Activating contract invoicing adds certain Fennoa products to PSA’s product register, which you must price (customer-specific pricing cannot be used). 

When a bill arrives, the bill can be selected from the bill list and you can click Options > Re-invoice Fennoa bill. (The bill can also be created manually, as long as the finvoice XML invoice file is attached to it). The following conditions must be met for pass-through invoicing to work:

1. There is an Account in PSA and it has a Business ID.
2. The Account has a project.
3. The project has an Automatic invoicing definition and the selection: Pass-through invoice. This indicates which automatic invoice the pass-through invoicing should be applied to.

Projects

An admin user can send projects from PSA to Fennoa to be used as cost objects. In the settings, you must first define to which Fennoa dimension the projects are transferred. After that, sending can be done in bulk from the integration settings, and individually either from the project list (via the three dots) or from the project card (from the Actions menu).

In the settings, you can also enable automatic sending for projects that become active. Sending of projects that already exist in PSA can be done in bulk using the button found in the settings. A project that has been sent once cannot be sent again (the sending information is shown as its own column in the project list). In bulk sending, a maximum of 300 projects are transferred at a time (if there are more projects, perform multiple sends).
 

Purchase invoices (bills)

Define whether all un-fetched bills are retrieved from Fennoa once a day, or only approved ones. Bills are retrieved in the early morning for the last 60 days based on the invoice creation date. 

You can also limit retrieval to only those bills that already have project information in Fennoa (PR/PRJ number or project as a cost object). Note: if it is a summary invoice (multiple projects in Fennoa), the bill is automatically allocated in PSA only to the first project.
 

Using the integration

Sales invoices

• Sending a sales invoice to Fennoa is done by selecting the sales invoices from the list and clicking Print & Export > Send to Fennoa. 
  • Invoices can be found in Fennoa under: Sales → Drafts.
• Show accounting allows you to select accounting details per invoice row:
  • Product
  • Cost object
  • Sales account
• Header row is transferred as a zero-amount invoice row. 
• Description rows, the invoice message, late-payment interest, or reminder period are not exported with the invoice data.
• Payment terms are transferred correctly if the due date/payment terms match the days in Fennoa’s dropdown list. 
• Note to invoice creator is transferred to invoice's internal notes section. 
• Delivery method default selection is defined in the integration settings and can be changed per invoice. 
  • Nothing is saved into the customer’s email field in Fennoa as a result of exporting the invoice. If the customer’s first invoice is sent by email, then the customer’s e-invoice address in Fennoa will become the email address (the email address and e-invoice address are carried in the same record in the invoicing material transferred from PSA). 
  • The recipient’s e-invoice operator ID must be in the format required by Fennoa; see the list on Fennoa’s pages.  
• The invoice language can be Finnish, Swedish, or English. 
• Currency can be selected on sales invoices if the currency add-on is enabled in PSA.
• PDF attachments can be transferred with the sales invoice.  
• Products and customers are created as new records in Fennoa during invoice transfer if Fennoa does not contain matching IDs to those included with the invoice. See the section Integration settings in this guide. 

Bills

Bills can be retrieved from Fennoa into PSA for project cost tracking. First, define in the integration settings whether all un-fetched bills are retrieved from Fennoa once a day or only approved ones, and whether only those bills that already have project information in Fennoa are retrieved.

Bill retrieval takes place every morning by 6:00 AM. 

The bill is allocated in PSA to the default bill recipient without project allocation, unless the invoice contains one of the following details (only one allocation reference per invoice):

• If the invoice contains a PR/PRJ number (the same as the PSA project’s E-invoice reference field) in any invoice field, the invoice is automatically allocated to that project and its project manager. Note: if it is a summary invoice (multiple projects in Fennoa), the bill is automatically allocated in PSA only to the first project.
• If the invoice contains a PO number in any invoice field, and the corresponding purchase order is saved in PSA, the invoice is allocated to the purchase order, the related project, and its project manager.
• If the invoice contains a US number in any invoice field, the invoice is allocated to that user.

Error situations

Any error messages related to sales invoice transfer will appear in the Invoice log view.