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I'm trying to grapple with the expense to actuals procedure in PSA, and was wondering if anyone can help me with a problem?
As far as I am aware, when adding expenses, you need to put the net amout of the receipt (ie. amount without sales tax), and then the sales tax seperately. For example, if I had a receipt for a total of £60, £15 of which is tax, I would have to put in an Amount of £45, and a Sales Tax of £15:
However, it would be really useful if I could put the Gross Amount (ie. £60) in the first box, and then add the sales tax from that below (£15). I've tried creating workflows and changing calculated fields to make this happen, but no matter what I do, the actuals are created assuming that the first box is the Net Amount.
My final thought would be to register a plugin that can link either the Expense actual to the related Tax actual that has been created, or link the Expense actual back to the Project Approval it originated from. I could then directly update the Actual with the correct amount. However, I can't find any field that links them together.
Has anyone had any success with changing the expense input system to cater for Gross amount input, or has anyone had any success linking Project Approvals to Actuals via a plugin?
Looks like the image didn't load in the original post. This is the situation I would like to be in, where I have a receipt for a Total Amount of £60 (Gross), which includes £15 sales tax. In this situation, I wouldn't need to work out the different between the Gross Amount and the Sales Tax Amount on my receipt, to enter the Net amount manually.
Hi Michael. So an expense entry first creates a journal line. On approval an actual is created based on what you have on a journal line.
V3 of PSA allows you to create markups etc so if not in a rush, wait until end of summer for V3 GA or try V3 in private preview.
Where I'm from the fixed value sales tax is next to useless as a percentage is needed so I can't comment on that field and it's best practices. I would however generally approach sales tax as a percentage and use that as a pass through value to an ERP where sales tax / VAT calculations are made.
Do keep in mind that the expense amount field populates the basis price field on unbilled sales journal lines and the price field on cost journal lines. To actually invoice an expense from a customer you have to set a sales price for it on project approval. This can be done with a WF running against the project approval entity as subsequent changes are reflected on journal lines or by setting the value manually on project approval.
Below you can see two screenshots: one of project approval and one of actuals. As you can see, you have quite a few variables. As you can see the price field of tax on unbilled sales is 0. This is because at project approval you have no means of setting a sales price for tax. What you can do is create a WF against the journal line entity that sets price to equal basis price on unbilled sales journal lines. This way you can invoice sales tax.
Thanks for the reply, I had no idea that the expense entry actually creates a journal entry! Thanks for the additional information as well, it's super useful.
As an aside, I don't suppose you've had any luck on linking a project approval to a journal or an actual? I can't see any GUID in the web API for journal lines or actuals to link to the project approval, but there must be a way that Dynamics updates them via a system plugin somehow!
PSA keeps track of Actual to Journal to Time entry using a complex system that involves creating records in Transaction Origin and Transaction Connection entities. We will be publishing this information soon as a white paper. Targeting Calcium GA for this.
Oh this is sweet. Awesome news Rupa. Volunteer to comment on the drafts ;)
Could you submit this as a feature request on the Ideas portal?
Thanks for the good idea, I have done so. Anyone is free to upvote it! experience.dynamics.com/.../idea
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