Adding Gross Amount to Expense Form instead of Net - PSA

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Posted on by Michael Searle

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?

Thanks!

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Time and Expense

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Community Member Microsoft Employee on at

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RE: Adding Gross Amount to Expense Form instead of Net - PSA

Hi

we have manged to do this with Version 2 PSA UCI form using Javascript which looks up the rate from the Expense Category. Hopefully they will organise this in the future
Michael Searle on at

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RE: Adding Gross Amount to Expense Form instead of Net - PSA

Thanks for the good idea, I have done so. Anyone is free to upvote it! experience.dynamics.com/.../idea
Rupa Mantravadi on at

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RE: Adding Gross Amount to Expense Form instead of Net - PSA

Hello Michael,

Could you submit this as a feature request on the Ideas portal?

Thanks

Rupa
Rupa Mantravadi on at

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RE: Adding Gross Amount to Expense Form instead of Net - PSA

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.
Michael Searle on at

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RE: Adding Gross Amount to Expense Form instead of Net - PSA

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!
Michael Searle on at

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RE: Adding Gross Amount to Expense Form instead of Net - PSA

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.

Adding Gross Amount to Expense Form instead of Net - PSA

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