Finago Procountor integration

• Adding a Procountor Integration
  • Activate the integration
  • Complete integration settings
  • Complete other settings
• Sales invoices
• Purchase invoices (bills)
• Travel and expense invoices
• Errors in data transfer

Finago Procountor is a financial and payroll management software, where you can transfer data directly from PSA:

• Sales invoices (incl. product, or sales account and dimension per invoice row), and fetch their payments
• Purchase invoices created in PSA, or approval information for invoices fetched from Procountor (incl. dimensions)
• Expense and travel invoices
• Hours (see separate instructions in Finnish here)

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

Adding a Procountor Integration

Activate the Integration

Complete integration settings

• Bills type: Select from which Procountor's status purchase invoices are retrieved daily: none, all, verified (only bills that currently have this status) or approved (includes paid). 
• Get Chart of Accounts from Procountor: Retrieve accounts that can be used on sales invoice or bill rows. 
• Default sales account: If you want the sales invoice integration to use the default accounts defined for the products in Procountor, leave this field empty (we recommend this approach).
  If a default account is entered here, the sales invoice row transferred from PSA will always use either this default account or the sales account given in PSA’s product registry or on the invoice row (meaning that the data transferred in the invoice material will override the default accounts defined in Procountor).
• Default purchase account: can be used when bills from PSA/Maventa are sent to Procountor. 
• Get dimensions from Procountor: Retrieve active dimension levels and dimensions. Can be used for both sales and purchase invoice rows.
• Get products from Procountor: Using the Get products button, you can import products from Procountor into PSA’s product register. You can perform the product import again later if new products have been added to Procountor.
  Using products makes it possible to automate the sales accounts (or other accounting information) used on sales invoice rows:
  -If you want the sales invoice integration to use the default accounts defined for the products in Procountor, do not enter any sales accounts in PSA (not in the settings, product register, nor invoice rows).
  -If you want the sales invoice integration to use the accounts defined in PSA, enter a default sales account in the settings and add product-specific account exceptions in the product register. When products are used on a PSA sales invoice, either the default account → the account defined in the product register → or the account specified on the invoice row will be transferred to Procountor along with the invoice line. See more under the section “Sales invoices” below.
  With a separate add-on, also job types can be linked to Procountor products in PSA’s settings. This feature can be activated by our customer service if needed. 
• Get expense products from Procountor: Fetches active travel-type products to be used as accounting products on PSA travel expense rows (are not added to PSA product register). Default accounting products for allowance types can be selected in expense settings. 
• Get Person IDs from Procountor: This information is needed for transferring travel and expense invoices. Retrieves a txt-file list of user IDs that must be entered into the users' Procountor ID field on PSA user cards.
• Set VAT status for reverse VAT invoices: Choose from the list which VAT status will be used for reverse VAT invoices. If empty, default status "domestic" will be used. 
  
  
   

• Contract Billing

  Bills (purchase invoices) can be passed through (re-invoiced) to your customers in PSA using automatic invoices.

  Activating contract billing adds products to the PSA product register, and you will need to set pricing for these products.

  When a purchase invoice arrives, it can be selected from the bills list and you can click Options > Add contract billing (Finago Procountor). (A purchase invoice can also be created manually, as long as a Finvoice XML invoice file is attached to it.) The following conditions must be met for the re-invoicing to succeed:

• The account exists in PSA and has a Business ID (Y-tunnus).
• The account has a project.
• The project has an automatic invoicing configuration with the option Contract billing selected. This indicates which automatic invoice the re-invoicing should be linked to.
  
   
• Transfer Hours to Procountor: The following fields must be filled out if transferring hours to Procountor. More information on transferring hours can be found here.

• Set dimension for project targeting

If projects are used as dimensions (cost centers) in Procountor, click Select dimension to specify the dimension level from which the projects are checked/added. If necessary, the selection can be done separately for main and subprojects by activating Use a separate dimension for subprojects. 

You can also choose whether the dimension according to the project will be automatically added to the sales invoice rows in PSA in the future. If the invoice contains materials from multiple projects, the dimension aka project information is inherited from the header row to the invoice row. This also works when adding new invoice rows under an existing header row. NOTE! If a new header row is added manually, its information will not be inherited.

Also define whether main project dimensions should be used for subproject invoices. If the setting is disabled, subproject dimensions will be used on subproject invoices, expenses and bills. 

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• Project creation

Select whether the projects created in PSA are automatically sent to Procountor and how the name of the new dimension is formed (project name, project number, or both). Existing dimension categories must first be retrieved from Procountor to PSA, see the instructions above.

You can also send all active projects found in PSA to Procountor. At a time, 300 projects are transferred, so if necessary, make multiple transfers.

• Invoices

If you want that sales invoices transferred to Procountor are sent to customers immediately (Procountor status: sent/not sent), please activate this settings. When setting is disabled, invoices will transfer to Procountor in unfinished status, and need to be sent from Procountor. 

Also choose whether invoice rows transferred to Procountor should include PSA's product register's: 

• product code: code is transferred as part of product row data and is shown on invoice rows in Procountor.
• product name: name is shown as the invoice row text in Procountor and row description goes to a separate description field (if these are the same, then only product name is transferred). 

If the setting is disabled, then only invoice row description is transferred. 

Complete Other Settings

1. Settings > User Management > Users:

Fill in this information if you will transfer expenses or hours via the integration. 

• Procountor ID: The employee's Procountor ID that is needed for transferring travel and expense invoices. Read more in "Get person IDs" section of this guide. 
• Procountor user number: The employee's Procountor user number that is needed for transferring hours. Read more here. 
  

2. Settings > Company details > Bank Account & Invoicing

Ensure that the bank account of your company in Finago PSA matches the bank account in Procountor.

Sales Invoices

• Sending sales invoices: from the invoice list, select the invoices you want and then click Print & Export > Send to Procountor.
  • As a default, sales invoices are transferred to Procountor in "unfinished" status. If you want them to be sent from Procountor right away, this can be set up in PSA integration settings (we recommend using the default setting). 
  • Delivery method is automatically selected in Procountor based on the addresses found on the invoice data (eInvoicing address > email address > postal address). 
• Invoice rows can be set to show the following in the Show accounting section: product, sales account, and dimension. This allows accounting information to be predefined in the invoice data that is transferred to Procountor.
  • The section “Complete integration settings” in this guide explains in more detail when the default accounts defined in Procountor are used and when the accounts transferred via PSA’s invoice data are used.
  • If a user edits invoice details that affect the accounting (such as price, quantity, etc.) on the Procountor side, the accounting will be regenerated. In such cases, the information transferred via the integration (such as the sales account) will be replaced with Procountor’s default values.
• Header rows (such as project name) are transferred as header rows to Procountor, if they have regular invoice rows (such as hours) below them. 
  • Individual header rows, without regular rows below them, will be grouped together with the next header row in Procountor and separated by a line break (max no of characters 512), or if the individual header row is the last one, it will be transferred to Procountor's "more information" field. 
• Regular invoice rows can contain only description or also a product code and name found in the PSA product register. 
  • Define in PSA integration settings if only the description should be transferred to Procountor on the invoice row or also possible product code and name. 
• Description rows are transferred as description rows to Procountor. 
• Our reference or invoice notes will be transferred to "more information" field in Procountor  (above the invoice rows, max 10000 characters). 
• Material period (project invoices) or delivery date (non-project invoices) will be transferred as delivery date to Procountor. 
• Note to invoice creator is transferred to Procountor as an internal note.
• Certain fields have a maximum number of characters in Procountor.
  • Invoice or title row: 80 characters
  • Customer name: 80 characters
  • Street address: 80 characters
  • Postal code: 20 characters
  • City: 40 characters
  • Business ID: 40 characters
• Invoice language can be Finnish, English, Swedish or Estonian. 
• Invoices can be sent in multiple currencies if currency add-on is activated in PSA. 
• Attachments can be added to invoices in the following formats: gif, jpg, PDF, and txt.
  • To transfer attachments with invoices to Procountor, your PSA setup cannot have a Google Drive connection activated. If you want to maintain this connection, attachments must be added to invoices only in Procountor. 
• Payments for sales invoices are fetched from Procountor to PSA once a day during the early morning. For payment retrieval to work, the user defined for the API key must have sufficient user rights in Procountor, please see more under "Errors in data transfer". In the general invoice settings, you can define how much the accepted payment amount is allowed to differ from the invoice total (default is €0.02).

Sales Invoice Numbering

If there are already sales invoices in Procountor (i.e., it has been in use before the integration), you can reconcile invoice numbering in PSA Settings > Feature Settings > Invoicing & Bills> Invoice Starting Number.

Invoices are sent to Procountor in an ascending invoice number order, and can thus (theoretically) match the numbering of Procountor, if starting invoice numbers are the same.
However, invoice numbering may later differ between the programs, if for example some invoices are not transferred due to an error. This is not a problem in accounting point of view. The main invoice ledger is in Procountor, from which payment information is sent to PSA. In Procountor's invoice list, there is a column showing the PSA invoice number, allowing viewing of cross-numbering.

Purchase Invoices (bills)

Receiving bills from Procountor > PSA

Received purchase invoices are allocated to the default recipient in PSA without project, unless the following information is included in the invoice details:

• Dimension: If the dimensions are synchronized in the integration settings and matching dimensions are found on the invoice rows, the costs are allocated to the respective project(s). If the invoice has multiple dimensions, the invoice is allocated to the project manager of the project with the highest allocation.
• Project number: If there are no dimensions on the invoice rows but the invoice contains a PR or PRJ number, the invoice is allocated to the respective project and its project manager. The project manager must have permission to purchase invoices.
• User ID: To allocate the invoice to someone other than the project manager, the invoice details must include a user ID. The person must have permission to purchase invoices.
• Purchase order number: If the invoice contains a PO number in any of the invoice fields, the invoice is allocated to the project related to the purchase order and its project manager.

Sending bills' approval information from PSA > Procountor

Purchase invoices originally received from Procountor to PSA can be approved in PSA, and this approval information is transferred to Procountor. 

1. Go to Bills.
2. Select the bills to be approved.
3. Select Print & Export > Approve in Procountor. The approval information goes to Procountor, and the program asks if you want to archive these bills in PSA.
   

Transferring (original) bills from PSA > Procountor 

When transferring original bills (=created in PSA or fetched from Maventa to PSA) to Procountor, the bills go to the "In Progress" state in Procountor.

1. Go to Bills.
2. Select the bills you want to transfer.
3. Select Send Procountor.
   

Travel and Expense Invoices

The travel invoice products retrieved into PSA will be shown when creating travel invoices. When adding a travel invoice row, the user selects the product from the Product dropdown menu, which determines the accounting posting rules in Procountor.

1. Go to Travel Expenses or Expenses.
2. Filter the invoices by payment type, if necessary.
3. Select the travel or expense invoices.
4. Select Send Procountor from the menu. Attachments of travel and expense invoices are transferred with the invoice material to Procountor.
   

Errors in data transfer

If there are issues with data transfer through the integration, Procountor will provide Finago PSA with an error code, offering insights into the possible issue. You can check Procountor's descriptions of error codes on Procountor website.