Talenom integration

In the PSA-Talenom integration, you can:

• send sales invoices from PSA to Talenom (includes sales account, products, cost centers (and project))
  • project invoices only if project tracking is enabled in Talenom, one project per invoice.
• send or retrieve bills (without accounting information).

Permissions: Admin (integration activation), Sales Invoices, Bills
PSA plans : Growth, Business, Enterprise, Enterprise+

Activate Talenom Integration

Activate bills

If you want to transfer purchase invoices between Talenom and Finago PSA (receiving, sending, or approval), activate this feature. NOTE! The connection for purchase invoices disconnects every 30 days; remember to renew the connection by reactivating.

1. Go to Settings > Integrations > Talenom > Activate Talenom BIlls.
2. Enter the Talenom login ID.
3. Click Activate. The program will redirect you to Talenom to complete the process.

Activate invoicing

If you want to transfer sales invoices from Finago PSA to Talenom, activate this feature. NOTE! Please also activate payment retrieval under SFTP credentials.

1. Go to Settings > Integrations > Talenom > Activate Talenom Sales Invoices.
2. Enter the Talenom login ID and password.
   -The login ID is the numeric part at the beginning of the "Username" provided by Talenom (usually 5 characters and the same as the "Client ID" provided by Talenom)
   -The Password is the "HASH" provided by Talenom (usually 32 characters)
   -(The Client ID is usually left blank; fill in the Talenom "Client ID" here only if it differs from the numeric part of the "Username")
3. Click Save.

Activate accounting

If you want to transfer projects between the programs, fill in these authentication details, which you can get from your accountant or Talenom support if needed.

Activate payment retrieval (SFTP Credentials)

To have PSA retrieve payment transactions for sales invoices from Talenom daily during early morning hours, the integration must be activated using SFTP credentials.

1. Go to Settings > Integrations > Talenom > SFTP Credentials.
2. Enter the Talenom SFTP username and password.
3. Save. Payment transactions will be retrieved starting the next day.

Integration Settings

Match customer registers between programs (mandatory)

Before using the integration, customer registries must be matched between the programs.

• PSA customers already found in Talenom: In the basic information of the Finago PSA account card, there is a field Talenom ID. Enter the ID by which the customer is found in Talenom. When the ID transferred with the invoice is recognized in Talenom, the customer's information is also updated in Talenom during the invoice transfer.
• PSA customers missing from Talenom: fill in the Talenom ID field, e.g., with a running number starting from the highest available number. If the ID is not found in Talenom during invoice transfer, a new customer is automatically created there.
  • Adding new customers after implementation: When a new customer is added in Finago PSA, the program automatically selects the next available Talenom ID.
• The country in the customer's invoicing address must be the official two-letter country code, e.g., FI, not Finland.

Sending Method

Select the default sending method for sales invoices and the default sending method for email invoices: whether the invoice is sent to the customer as a link via email or as a PDF attachment (some receiving systems may not be able to process, for example, links).

Tax Rates (mandatory)

The tax rates added here are linked to sales accounts.

1. Go to Settings > Integrations > Talenom > Tax Rates.
2. Add the tax rates that can be used on your sales invoices.

Sales Accounts (mandatory)

The sales account is mandatory information in invoice transfer. If a sales account is not specifically selected for an invoice row, we use account 3000 and the default VAT percentage by default in transfers.

1. Go to Settings > Integrations > Talenom > Sales Accounts.
2. Fill in the sales accounts used on your sales invoices in the same format as they appear in Talenom. If the same account can be used with multiple tax rates, each combination must appear here as a separate line.

Cost Centers

You can allocate sales invoice rows to cost centers defined here. If the cost center number is not found in Talenom, it will be created there during invoice transfer.

1. Go to Settings > Integrations > Talenom > Cost Centers.
2. Add the cost center name and number in the same format as in Talenom.

Products

You can allocate sales invoice rows to accounting products defined here. This facilitates invoice accounting if you have certain products on the Talenom side already linked to the correct sales accounts and cost centers. If the product number is not found in Talenom, it will be created there during invoice transfer.

1. (Add products first to the Finago PSA product register if you want to use them for e.g., payment installments, cost calculations, and invoice lines, either via import file or manually.)
2. Go to Settings > Integrations > Talenom > Products.
3. Add the product name and product ID in the same format as in Talenom.

Projects

An Admin user can send projects from PSA to Talenom to be used as accounting targets. Sending can be done in bulk from integration settings, or individually either from the project list (behind the three dots) or from the project card (from the Actions menu).

You can also activate automatic sending for new projects in the settings. Sending existing projects in PSA can be done in bulk using the button found in settings. A project sent once cannot be sent again (sending status is visible as its own column in the project list). Bulk sending transfers a maximum of 300 projects at a time (if there are more projects, do multiple sends). The first 50 characters of the project name are transferred.

Using the Integration

Sales Invoices

• Adding an invoice is done normally. NOTE! To transfer project invoices, project tracking must be enabled in Talenom, and only one project detail can be included with the sales invoice.
• Invoices are transferred from the top of the sales invoice list via Print & Export > Send to Talenom.
• You can select a delivery method different from the default on the right side for the invoice.
• The invoice language can be Finnish, Swedish, or English.
• If the sales invoice is subject to reverse VAT, select Reverse Taxation below the address details.

• The Show Accounting button allows selection per invoice line of Product, Dimension (i.e., cost center), and Sales Account (with defined VAT). If no sales account is selected, we automatically use account 3000 and the default VAT percentage in transfers.

  

• The invoice can include 1 PDF attachment. One page in the attachment must not exceed 2MB (the attachment can have multiple pages).
• Multi-currency support is not currently available in this integration, so invoices are always sent in the company's currency.
• Payment transactions are retrieved daily from Talenom during early morning hours.

Bills

Retrieving bills from Talenom to PSA:

• New purchase invoices are retrieved from Talenom to Finago PSA once a day during early morning hours, up to a maximum of 60 days back (invoice date).
• Purchase invoices are allocated in PSA to the default recipient for purchase invoices without project allocation, unless the invoice contains one of the following details (only one allocation reference per invoice):
  • If the invoice has 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.
  • If the invoice has a PO number in any invoice field, and a 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 has a US number in any invoice field, the invoice is allocated to that user.

Sending a bill or its approval from PSA to Talenom:

• Purchase invoice approval/sending is always done in the name of the person who activated the purchase invoice interface with their own credentials.
• The approval (date and name) of a purchase invoice received from or sent to Talenom can be sent to Talenom from the top of the purchase invoice list via Print & Export > Approve in Talenom. The approver must be on Talenom's default routing list for purchase invoice approvers.
• A purchase invoice created in PSA can be sent to Talenom from the top of the purchase invoice list via Print & Export > Send to Talenom.
  • If there are multiple routing lists in Talenom, the user will be asked to select the correct list in a new window.
  • The purchase invoice must have a PDF file as the invoice image (only one) to be transferable to Talenom. The purchase invoice transfer interface does not support Google Drive functionality.
  • There is no purchase invoice accounting in Finago PSA; it is done on the Talenom side.
  • The purchase invoice reference number and bank account are mandatory.

Error Situations