Finago Modular integration

With Finago Modular (previously Heeros) integration you can:

• create project invoices in PSA and transfer them to Modular Sales Invoices for sending (through invoice operator to payers). 
• review and pay your bills in Modular Purchase Invoices and transfer them to PSA for project cost reporting.

Permissions: Admin (integration settings), feature permissions
PSA plans: Growth, Business, Enterprise, Enterprise +

Integration settings

Activate the Integration

1. Go to Settings > Integrations > All integrations.
2. Click Activate from Finago Modular integration box.
   
3. Add your Finago Modular account details to the Authetication information fields and click Save. After successful saving your integration is active. 
   
   

Username and password are your Finago Modular credentials, i.e. the ones you use when normally logging in to Modular Sales and Purchase Invoices. Or you can first create new credentials in the Modular Menu for this purpose with sufficient user rights for the needed applications. The credentials are asked only once when activating the integration, after that the integration works for all your company's PSA users. 
Also the Accounting company ID (tilitoimistotunnus) and the end customer ID (loppuasiakastunnus) can be found from Modular Menu, or from the Finago Modular program's top navigation bar when you are logged in. For example, in the picture below, 12902 is accounting company ID and 00010 is end customer ID.

Sales invoices

You can define in which status the invoices go to Modular Sales invoices, and whether customer and product data is created/updated from PSA to Modular Sales Invoices during invoice transfers:

• Send invoices to customers immediately after they are sent to Finago Modular
  • Note! Please do not activate this setting, if your sales invoices include attachments. Read more under Attachments.
  • If the setting is on, the invoices will go into Sending mode. They are sent to recipients directly upon transfer, and they can no longer be edited or canceled.
  • If the setting is off, the invoices go to Ready mode. Invoices can still be edited on the Modular Sales invoices and must be sent separately from there.
• Create new customers in Finago Modular
  • If the setting is on, new customers will be added to the Modular Sales Invoices customer register based on the Finago Modular ID in PSA.
  • If the setting is off, new customers must first be added to Modular Sales Invoices, and the Finago Modular ID (Modular Sales Invoices customer number) must be manually entered into PSA.
• Update existing customers in Finago Modular
  • If the setting is on, customer information updates will be synchronized to the Modular Sales Invoices customer register based on the Finago Modular ID in PSA. (Note! Empty information will not overwrite previous data, for example contact person on the invoice.)
  • If the setting is off, customer information updates must be manually entered into Modular Sales Invoices.
• Create new products in Finago Modular
• Update existing products in Finago Modular

Sales Accounts

Sales accounts (Tili nro) have to be created in Modular Sales Invoices, then manually added to PSA. Sales account selection will be visible on invoice row, you will be able to select one per row. Default sales account shown on invoice row, and it can be edited.

1. Go to Settings > Integrations > All integrations > Finago Modular > Edit. 
2. Click Add sales account.
3. Enter Accounting account name and account name. 
   Sales account number has to be identical in both programs (name does not matter).
4. Set sales account as default as needed. Row is saved automatically.

View in Modular Sales Invoices: Sales Accounts

VAT Codes

Vat codes (Alv-koodi) have to be created in Modular Sales Invoices, then manually added to PSA. Please make sure that the codes in both programs are similar. 

Vat code selection will be visible on invoice row, you will be able to select one per row. Default VAT code is shown on invoice row, and it can be edited. If vat code is not selected for the invoice row, the given vat percent will transfer with code "S". 

1. Go to Settings > Integrations > All integrations > Finago Modular > Edit.
2. Click Add VAT code.
3. Enter VAT code, VAT code name and VAT %. 
4. Set VAT code as default as needed. Row is saved automatically.

View in Finago Modular Sales Invoices: VAT codes

Dimensions

Accounting objects (cost units/dimensions) have to be created in Modular Sales Invoices, then manually added to PSA. Modular supports three (3) accounting object types/levels, for example cost unit, project and department.

1. Go to Settings > Integrations > All integrations > Finago Modular > Edit.
2. Click Add dimensions.
3. Enter accounting object type's/level's name (e.g. Cost unit). Save with the green button. 
   
4. In front of the line, behind the three dots, select Add. Enter the name of the accounting object (e.g. Helsinki) and the code. Set as default if desired. Save with the green button.
5. Add all necessary accounting object levels (max 3) and the accounting objects they contain in the same way.

View in Finago Modular Sales Invoices: Accounting objects

Dimensions in invoices

The order of accounting object types is first defined in the general settings of Modular sales invoices, and the same information must be added manually to PSA.

1. Go to Settings > Integrations > All integrations > Finago Modular > Edit.
2. Use the drop-down menus to set the accounting object types in the same order as they are in Modular Sales Invoices. The selections are saved automatically.

View in Finago Modular Sales Invoices: Accounting objects 1-3

Bill workflows

Bills that are received in Modular Purchase Invoices are always processed there, the last phase being payment. After that, the bills can also be transferred to PSA side to enable project cost tracking. 
Workflows (approval process) and their phases are first defined in Modular Purchase Invoices settings. After that, you decide with this PSA integration setting, which workflow phase in Modular Purchase Invoices triggers the bill import to PSA. If you don't add any workflow to PSA settings, it will import all bills.

1. Go to Settings > Integrations > All integrations > Finago Modular > Edit. 
2. Click Add workflow.
3. Enter Workflow name and Status number. Row is saved automatically.

When choosing the transferring phase, please notice that:

• the bills must have postings, because sums and vat information are fetched from the posting rows. 
• each day PSA fetches only those bills, which are currently in the chosen phase in Modular Purchase Invoices.

For this reason we recommend transferring the bills from the last phase (where they stay multiple days). This way also no unnecessary bills are transferred. If there are multiple bills types and workflows, you may also create a new workflow for the transferable bills, for example "Project bills". 

In the integrations settings the three different rules concerning workflows are:

• If only the workflow name is added, all invoices are fetched from that workflow.
• If only phase number is added, all invoices are fetched from that phase in all workflows.
• If both are added, only invoices from that phase in that workflow are fetched.

Read more about the daily automatic fetching of bills here. 

View in Finago Modular Purchase Invoices: Approval process

Bill accounts

You can import/get accounts automatically from Modular Purchase Invoices settings.

1. Go to Settings > Integrations > All integrations > Finago Modular > Edit.
2. Click Get accounts. All accounts are fetched from Modular settings and those can be used on bills.

Bill dimensions

You can import/get dimensions automatically from Modular Purchase Invoices settings.

1. Go to Settings > Integrations > All integrations > Finago Modular > Edit.
2. Click Get dimensions. All dimensions are fetched from Modular settings and those can be used on bills.

Bill VAT codes

You can import/get VAT codes automatically from Modular Purchase Invoices settings.

1. Go to Settings > Integrations > All integrations > Finago Modular > Edit.
2. Click Get VAT codes. All VAT codes are fetched from Modular settings and those can be used on bills.

Approval information

Specify to whom and to which phase of the approval process the (manually created) purchase invoices transferred from PSA are placed in Modular Purchase invoices. The selection is the same for all purchase invoices.

Projects

Product register

You can use Modular Sales Invoices products in PSA by adding the products to the PSA register.  See article "Products and inventory management" for details.
In the product register, there is a column called "Integration ID" when this integration is activated. The product code used in Modular sales invoices must be entered in this field. The integration ID is used when sending invoices to Modular sales invoices.
The product code is required for data transfer for all invoice lines, so we use a general product code for invoice lines that do not have their own product code.
In the product page, you can set the default VAT code (on the Product info tab), sales account and accounting objects on three levels (on the Accounting Information tab).

Products from the product registry can also be linked to job types in the PSA time management settings under Job Types > Linked Product. This enables the product to be automatically populated on sales invoice rows when invoicing tracked work hours in the future. Note: To ensure this information is also transferred through the integration, time entries from different job types must not be grouped onto the same invoice row.

Sending invoice to Modular Sales Invoices

Customer details

• If customer data creation and updates are enabled in the integration (see the Sales Invoices section of the guide), the Modular Sales Invoices customer number, found in the Finago Modular ID field on the PSA account card, is used as the customer identifier during invoice transfer.
• If customers already exist in PSA before enabling the sales invoice integration, a Finago Modular ID must be assigned to existing PSA customers during the implementation.
• After enabling the integration, we recommend always creating new customers (invoice recipients) in PSA. This way, the next available Finago Modular ID is automatically assigned when customer data is created. When the first invoice for such a PSA customer is sent to Modular Sales Invoices, the data transfer will also create the customer in the Modular Sales Invoices customer register with the same customer number.
• Note! If the customer is created first in Modular Sales Invoices (i.e., customer data creation is not enabled in the integration), you must manually create the customer in PSA and add the Finago Modular ID (Modular Sales Invoices customer number) to the customer details.
• The Country field in the invoicing address must contain the official country code according to international standards, not the country name. For example: FI (not Finland).
• The Contact Person for the invoicing address will be transferred to the Modular Sales Invoices register as the recipient's contact person. Note! Once a contact person has been transferred, it will appear on all invoices of the recipient in Modular Sales Invoices until a new contact person is transferred via a new invoice, or the information is manually cleared from the Modular Sales Invoices register.

VAT codes

In the basic view of the invoice, you can select the VAT code for each invoice line separately, or from the right sidebar the same VAT code for all lines at once.

NOTE! In general, the VAT code is inherited for the invoice rows from the default settings or from the information in the project material (e.g. hours, scheduled invoicing row). However, when automatic invoicing is used, only the VAT percentage is inherited to the invoice rows and the VAT code remains empty. The VAT codes must then be added in the invoice view. If the invoice is sent without VAT codes, a VAT code "S" and the VAT percentages in the rows are transferred (which may cause extra work on Modular Sales Invoices / Accounting side).

Sales account and accounting objects

In the Show accounting view, you can see the sales accounts and accounting objects of the invoice lines. The default information comes from the product register. You can edit the data per invoice line or use the copy function on the right edge to copy the same selections to all lines.

The program informs with an error message at the top of the view, if the order of accounting objects on the invoice differs from the settings.

Attachments

Attachments should be PDFs and max 2 Mb total per invoice, including all attachments. NOTE! Attachments will only transfer to Modular Sales Invoices after the status check done by PSA, see below (meaning attachments of invoices in Sending status have not yet been transferred).

Transfer of the invoice

You can transfer invoices to Modular Sales Invoices using the Print & Export > Send to Finago Modular function.

At first the sent invoice changes to Sending status in PSA.

PSA performs a check every 15 minutes between 6 am and 6 pm, which updates the status of successfully transferred invoices to Sent, provides error messages for invoices that encountered errors (see Errors section) and brings Paid status to paid invoices. For invoices sent after 6 pm, the status will be updated the following morning.

NOTE!

• Attachments will only transfer to Modular Sales Invoices after the status check done by PSA  (meaning attachments of invoices in Sending status have not yet been transferred).
• If Modular Sales Invoices recognizes the incoming bank account in the PSA invoice data (the same bank account can also be found in the Modular Sales Invoices settings), it selects only that bank account, i.e. one bank account, for the invoice. If Modular Sales Invoices does not recognize the incoming account number in the PSA invoice data (the same bank account is not found in the Modular Sales Invoices settings), it selects all bank accounts found in its settings for the invoice to be sent to the customer. So if you want to include multiple bank accounts on the invoice, add them to the Modular Sales Invoices settings and add one "dummy bank account" to the PSA settings, which is selected for the invoices in PSA.

If you decide to export invoice as Finvoice XML-format and import it manually to Modular Sales Invoices, you need to modify XML-file before it can be imported.

Automatic fetching of bills to PSA

Automatic bills fetching from Modular Purchase Invoices to PSA runs once a day at 04.00 am. The import is based on the integration settings you have made in PSA.

• Please notice that each day PSA fetches only those bills, which are currently in the chosen phase (defined in integration settings) in Modular Purchase Invoices.
• PSA filters purchase invoices based on the date of their indexes in Modular Purchase Invoices. Modular Purchase Invoices updates the index when a purchase invoice is moved from a workflow phase to another. PSA only fetches purchase invoices that have updated their indexes in the last 7 days to keep requests as lightweight as possible.
• PSA fetches the image of the purchase invoice and data filled in Modular Purchase Invoices fields (for example sum and VAT are fetched from the posting rows, not from an invoice file).  
• The purchase invoice is assigned to PSA's default invoice receiver without project, unless the invoice includes the following data (one reference per invoice): 
  • If the invoice contains a PR/PRJ number (same that can be found in PSA project's E-invoice target field) on some invoice field, the invoice will be automatically associated with that project and its project manager. 
  • If the invoice contains a PO number in some invoice field, and similar purchase order has been saved in PSA, the invoice is associated with that purchase order, its project and project manager.
  • If the invoice contains a US number in some invoice field, the invoice will be assigned to that user.

Sending bills to Modular Purchase Invoices

Manually created bills can be sent to Modular Purchase Invoices from Bills > Print & Export > Send to Finago Modular.
An error message is shown if the invoice details are not sufficient.

• If VAT codes have been fetched from Modular earlier, they must be chosen on the bill rows.
• Attachment file is mandatory. 
• If "Heeros Supplier ID" in the account card is empty, PSA tries to find the supplier number from Modular based on the supplier name and business ID when bill is being sent. If supplier is not found, PSA creates the supplier to Modular before sending the bill and saves the supplier number to PSA. Suppliers can be added, but not updated via the transfer. When new customer is created in PSA, next available supplier number will be set to it automatically.

After successful sending, you will be asked if you wish to archive the bill in PSA and add a comment on it.

Errors in data transfer

Possible sending errors are shown in upper right corner. From there, the Show invoices function will bring you a list of invoices which have errors. By clicking the three dots in front of the invoice row, you can choose Handle error.

The errors are also shown in the beginning of each row with an exclamation mark.

Check if the invoice can already be found in Modular Sales Invoices and then select the error handling function:

• Revert and edit invoice: Choose this if invoice needs to be edited before resending to Modular sales invoices. 
• Send invoice again: Choose this if invoice should be resent to Modular sales invoices as it is.
• Clear error: Choose this only if the invoice is already found in Modular sales invoices and the error message is invalid.