Module 2 Settings. PSA 2015 Step by Step Guide. 2.1 Organization & Financials (basic) 2.2 PSA settings 2.3 PSA security roles 2.

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1 PSA 2015 Step by Step Guide Module Organization & Financials (basic) 2.2 PSA settings 2.3 PSA security roles 2.4 PSA users PSA 2015 (Release ) PSA 2015 Step by Step Guide is published by Assistance Software. All rights reserved. No part of this publication may be reproduced. The information contained in this guide is provided without any express, statutory, or implied warranties. Assistance Software will not be held liable for any damages caused or alleged to be caused either directly or indirectly by this guide. 1 (C) Copyright 2015 Assistance Software

2 Module 2. Contents... 1 INTRODUCTION... 4 MODULE 2. SETTINGS... 5 Overview ORGANIZATION & FINANCIALS (BASIC)... 7 Introduction... 7 What you will learn in this section LEGAL ENTITIES AND DEPARTMENTS... 8 Introduction... 8 Exercise 1: Create legal entities & departments (and assign them to CRM users)... 9 COST CENTERS Introduction Exercise 1: Create Cost Centers REGIONS Introduction Exercise 1: Create Regions (and assign to a CRM User) LOCATIONS Introduction Exercise 1: Create Locations LEDGER ACCOUNTS Introduction Exercise 1: Create Ledger Accounts CREDIT MANAGEMENT STAGES Introduction Exercise 1: Create Credit Management Stages TAX GROUPS AND TAX TYPES Introduction Exercise 1: Create a Tax Group and Tax Type for a single tax scenario

3 Exercise 2: Create a Tax Group and Tax Type for a multiple taxes scenario Exercise 3: Create a Tax Group and Tax Type for a tax exempt scenario Addendum: Manage taxes at the Account level BOOKING PERIODS Introduction Exercise 1: Create Booking Periods PSA SETTINGS Introduction What you will learn in this section PSA SETTINGS Introduction Exercise 1: Define the PSA of your organization PSA SECURITY ROLES Introduction What you will learn in this section PSA Security roles Introduction Exercise 1: Create a PSA Security Role and assign it to a User Exercise 2: Assign a security role to a CRM team PSA USERS Introduction What you will learn in this section PSA USERS Introduction Exercise 1: Create PSA Users

4 INTRODUCTION INTRODUCTION Welcome to PSA 2015 Step by Step Guide series! The intent of these guides is to teach you the core functionalities of Assistance PSA. You can use them as a complete training tool or as a reference for implementation purposes. Based on the PSA methodology it is broken down into 7 modules, each one designed to walk you through the implementation process up to and including best practice when working with the solution. For a complete description of each module please refer to the Appendix of Module 1. Module 1. Concept & Navigation Module 2. Module 3. Blueprint Module 4. Projects Module 5. Timesheet Module 6.Time and Expenses Module 7. Invoicing Starting at the beginning and working your way through all the exercises* will provide you with enough proficiency to be able to work with all the common functionality of PSA and apply this knowledge to your own business requirements. Last but not least this series of step by step guide will also prepare you for the certification exam of Assistance PSA. Good luck! * PSA for Microsoft CRM can be accessed from a web browser, from Microsoft Outlook by using the Microsoft Dynamics CRM for Outlook feature or from a mobile device. The screen shots and examples in this guide show the web browser option. Also note that for the purposes of this guide the security role used for all the exercises is System Administrator. 4

5 INTRODUCTION MODULE 2. SETTINGS Overview This step by step guide is the second of the series and covers the configuration of your settings in PSA. It is the very first step* of the implementation process and precedes the creation of your master data (ex: project template, hour type, etc.). In this module you will learn how to: Create the Organization and Financials (Basic) settings of your organization. Ex: legal entities, tax groups, booking periods, etc. Set up the different functionalities of the solution based on your business requirements. Ex: levels of approval, use of project item activities, CRM cases, Alerts, etc. Create PSA Security roles. Create PSA Users (and define them as time card users, Admin approver, etc). *Because it is fully embedded in Microsoft CRM Assistance PSA will make use of the existing settings of CRM in order to define its own. This initial set-up is, therefore, a pre-requisite to the configuration of Assistance PSA. System Administration Business units, CRM users, Currency PSA General Functionalities, PSA security roles, PSA users Note: In order to complete the exercises defined in this step by step guide, you must be defined as System Administrator in Microsoft CRM 5

6 2.1 ORGANIZATION AND FINANCIALS (BASIC) PSA 2015 Step by Step Guide 2.1: Organization & Financials (Basic) 6

7 2.1 ORGANIZATION AND FINANCIALS (BASIC) 2.1 ORGANIZATION & FINANCIALS (BASIC) Introduction There are 4 steps when defining the of your organization in Assistance PSA. Organization & Financials (Basic) PSA security roles PSA PSA users PSA Suite Basic for CRM 2013 The first one is the definition of your organizational and basic financial settings in PSA. This is where you will create the following elements: Legal Entities (mandatory) and Departments Cost centers, Regions and Location Ledger accounts Credit Management stages Tax groups and Tax types (mandatory) Booking periods (mandatory) What you will learn in this section. In this section you will learn how to create: Legal entities and departments (and assign them to a CRM user) Cost centers Regions (and assign them to a CRM user) Locations Ledger accounts Credit Stage Management Tax groups and Tax types Booking periods. 7

8 LEGAL ENTITIES AND DEPARTMENTS Introduction 2.1 ORGANIZATION AND FINANCIALS (BASIC) Legal entities are mandatory in PSA. CRM users must be linked to their respective legal entity; in this case the legal entity will: Be used as a parameter for administrative approval rights Determine if the user can book time and/or expenses in a specific booking period (open or closed for that legal entity). Be used as a filter option in the Utilization Sheet as well as in the Hours Analysis entity. Projects must also be linked to a legal entity; in this case the legal entity will be used for integration with your financial solution. Departments are related to legal entities. CRM users must be linked to a department; in this case the department will: Be used as a parameter for administrative approval rights. Be used as a filter option in the Utilization Sheet as well as in the Hours Analysis entity. Departments can also be related to a project and used as a dimension when integrating PSA with your financial solution. 8

9 2.1 ORGANIZATION AND FINANCIALS (BASIC) Exercise 1: Create legal entities & departments (and assign them to CRM users) Scenario: Your organization consists of two legal entities with the following departments: Assistance Software USA. Dept.: Consultancy, Helpdesk. Assistance Software EMEA. Dept.: R&D, Consultancy Follow the detailed steps below to create and relate them to your CRM users. Step 1: Create legal entities and departments Under PSA, click Legal Entities. To create a legal entity click + New. Now fill out the fields of the General section Name: Enter the name of the legal entity. o Enter Assistance Software USA. 2. Code: You can specify here the code of your legal entity as defined in your financial back-end solution. o This field is not mandatory; for the purpose of the exercise enter US. 3. First Month: Enter the first month of the financial year of the legal entity. o Select January. 9

10 2.1 ORGANIZATION AND FINANCIALS (BASIC) Hit the Save button. You need to create the departments of that legal entity. Click the + sign at the far right of the section. In the next screen, enter the name of the department: Consultancy. You can also define a code for this department; this field is not mandatory however for the purpose of the exercise enter CO. You will notice that the Legal Entity field is already populated. Hit the Save button To create your second department hit + New in the command bar. 4. Enter Helpdesk in the name field and HD for the code. 5. This time you will need to specify the legal entity; use the look-up to do so and select Assistance Software USA. 10

11 2.1 ORGANIZATION AND FINANCIALS (BASIC) 6. Once you are done SAVE your data and close the window ( ). Back in the Legal entity screen hit + New to create your second legal entity. Follow the exact same steps to create the legal entity Assistance Software EMEA (code EMEA). 7. Select January as the first month of the year 8. And create two departments: R&D (code R&D) and Consultancy (code CO). Once you are done, click Legal Entity in the navigation bar. You will see your newly created legal entities. Step 2: Assign the legal entities and departments to their respective CRM users. Under PSA, click CRM Users. 11

12 2.1 ORGANIZATION AND FINANCIALS (BASIC) Click on your name to open your record. In the next screen, go to the section Organization Information. Use the look-up to find the legal entity to which you belong: select Assistance Software USA. Use the look-up record to find the department to which you belong and select Consultancy. 12

13 2.1 ORGANIZATION AND FINANCIALS (BASIC) Once you are done, navigate to the next CRM user (PSA will auto-save the changes you have made to this CRM user record). Click the down or up arrow located at the top right of the screen. Now update the legal entity and department of all your CRM users according to the table below. CRM User Legal entity Department April Meyer Assistance Software USA Consultancy As Admin Assistance Software USA Helpdesk Beheerder Assistance Software EMEA R&D James Bond Assistance Software USA Consultancy Once you are done click CRM users in the navigation bar; you will now see your CRM users with their respective department and legal entity (you might need to refresh the list). 13

14 2.1 ORGANIZATION AND FINANCIALS (BASIC) COST CENTERS Introduction Cost centers are not mandatory in PSA. They are stand-alone elements at the project level that are mainly used as a dimension for reporting purposes as well as for integration with your financial back-end solution. Exercise 1: Create Cost Centers Scenario: Your organization reports on the following three cost centers: CRM Consulting Enterprise Consulting PSA Consulting Follow the detailed steps below to create them in Assistance PSA. Step 1: Create cost centers Under PSA, click Cost Centers. To create your first cost center click + New. In the next screen, enter a name: CRM Consulting And a code (as in your financial back end solution): This field is not mandatory; for the purpose of the exercise enter CRM and hit Save. 14

15 2.1 ORGANIZATION AND FINANCIALS (BASIC) Your cost center has been created, click + New to create the next one. This time enter Enterprise Consulting in the name field and ENT in the code field. Hit Save and then + New to create your last cost center. Enter PSA Consulting in the name field and PSA in the code field. Hit Save. Now in the navigation bar click Cost Centers. You will see your newly created cost centers. 15

16 2.1 ORGANIZATION AND FINANCIALS (BASIC) REGIONS Introduction Regions are not mandatory in PSA. They are stand-alone elements that are mainly used for reporting purposes and as a filter option in the Utilization Sheet. You can select a Region on the project form as well as you can assign a Region to a CRM User. Exercise 1: Create Regions (and assign to a CRM User) Scenario: Your organization needs to filter the Utilization Sheet on the following region structure: Parent region Region CRM user USA USA Midwest User 1, User 2 Midwest Illinois Illinois Chicago Yourself USA Northeast Northeast New York New York New York User 3 Follow the detailed steps below to create the regions in Assistance PSA and assign the relevant ones to their respective user. Step 1: Create regions Under PSA, click Regions. To create the top parent region click + New. 16

17 2.1 ORGANIZATION AND FINANCIALS (BASIC) In the next screen, leave the Parent Region field blank as this is the top parent region. Enter USA in the Name field and click Save. Your top parent region has been created. Click New to create the region a level below this one. This time select USA in the Parent field and Midwest in the Name field. Hit Save and then New for the region below. This time select Midwest in the Parent field and Illinois in the Name field. Hit Save and then New for the next region below. This time select Illinois in the Parent field and Chicago in the Name field. 17

18 2.1 ORGANIZATION AND FINANCIALS (BASIC) Hit Save and then + New for the creation of another region. This time select USA in the Parent field and Northeast in the Name field. You want to create another branch of regions under USA. Hit Save and then New for the next region below. This time select Northeast in the Parent field and New York in the Name field. Hit Save and then New for the next region below. This time select New York in the Parent field and New York in the Name field. Hit Save. Now in the navigation bar click Regions. You will see your newly created regions. Note: in order to display the Parent region you will need to create a view with the additional column. 18

19 2.1 ORGANIZATION AND FINANCIALS (BASIC) Step 2: Assign a region to a CRM User You want to assign a region to each of your users. Under PSA, click CRM Users. Click on your name to open your record. In the next screen, go to the section Organization Information. 19

20 2.1 ORGANIZATION AND FINANCIALS (BASIC) Click the look-up button of the field Region. Scroll down and click Look up More Records. PSA will display the list of Regions with their respectiveparent Region. Select Chicago. Click Add. Once you are done, navigate to the next CRM user (PSA will auto-save the changes you have made to this CRM user record). Click the down or up arrow located at the top right of the screen. In the next CRM user screen go to the Organization information section and select Midwest for the Region of this user. 20

21 2.1 ORGANIZATION AND FINANCIALS (BASIC) Once you are done, navigate to the next CRM user, go to the Organization information section and select the same region (Midwest). Navigate now to the last CRM user and select the Region New York (Parent Region New York). Once you are done click CRM users in the navigation bar. If you are familiar with CRM you can create a view with an additional column to display the Region of each user. 21

22 2.1 ORGANIZATION AND FINANCIALS (BASIC) LOCATIONS Introduction Locations are not mandatory in PSA and are solely used to report on time spent outside of one s own State/Province/Territory/Country. If this option is checked in the PSA *, the Location field will be displayed in the Time entry screen of the Timesheet, Instant Time Entry and Hours screen. *See section 2.2 PSA of this guide. Exercise 1: Create Locations Scenario: Your organization needs to report time on the following locations: Florida Maine Texas Follow the detailed steps below to create the locations of your organization in Assistance PSA. Step 1: Create locations Under PSA, click Locations. To create the first location click + New. In the next screen, enter Florida in the Name field.. And click Save. 22

23 2.1 ORGANIZATION AND FINANCIALS (BASIC) Now click + New to create the next location. This time enter Maine in the Name field.. And click Save. Now click + New to create the last location. Enter Texas in the Name field. Hit Save. Now in the navigation bar click Locations. You will see your newly created locations. 23

24 2.1 ORGANIZATION AND FINANCIALS (BASIC) LEDGER ACCOUNTS Introduction Ledger accounts are used for integration with your financial back-end solution. They are primarily used in the billing process when PSA generates the invoice but can also be used for reporting purposes. Ledger accounts are assigned at the project template item level of your project structures but can be overridden at the project item level of your projects and ultimately at the invoice line level of your invoices. You can choose to define a default value in the PSA record (invoices section) and leave blank the ledger field of your project template items. In this case the ledger field of the project item will also show blank and the invoice line will pick up the default value defined in the PSA. In the billing process PSA will first look at the project item for a ledger account; if it can t find one it will then take the default ledger accounts of the PSA. If no ledger accounts can be found at all, PSA will leave the corresponding field of the invoice line blank. *See section 2.2 PSA of this guide. The flow below illustrates the areas where you will find ledger accounts in Assistance PSA and how they are managed in the solution. PSA : Default Ledger and Default Expense Ledger* If no ledger is defined at the project template item or project item level then will be picked up at the invoice line level. Project template item : Ledger This is standard configuration. Will override the default ledger accounts of the PSA. Project item : Invoice Ledger Will be automatically populated with the ledger defined at the template level; if no ledger is defined, will display a blank field. You can override this field. Invoice line : Ledger Will be automatically populated with the ledger defined at the project item level. If no ledger is defined, will take the default of the PSA. You can override this field. 24

25 2.1 ORGANIZATION AND FINANCIALS (BASIC) *You can define two default ledger accounts in the PSA record (Invoices section): one for revenues related to services and the other one for revenues related to expenses. Note that you will also find a Revenue Ledger field at the project item group level of your project templates; this field can be leveraged for specific reporting needs however it will not be considered by PSA in the billing process when determining the revenue account of the invoice lines. Exercise 1: Create Ledger Accounts Scenario: You will only create two ledger accounts: one for revenues related to services and one for revenues related to expenses Revenue Services 8020 Revenue Expenses Follow the detailed steps below to create the two ledger accounts in Assistance PSA. Step 1: Create ledger accounts Under PSA, click Ledgers. To create the first ledger account click + New. In the next screen, enter a code: And a description: Revenue Services and click Save. 25

26 2.1 ORGANIZATION AND FINANCIALS (BASIC) Your ledger account has been created, click New to create your second one. This time enter 8020 in the code field and Revenue Expenses in the description. Hit Save. Now in the navigation bar click Ledgers. You will see your newly created Ledger accounts. 26

27 CREDIT MANAGEMENT STAGES Introduction 2.1 ORGANIZATION AND FINANCIALS (BASIC) Credit Management stages will help you manage the aging of your invoices and are mainly used for reporting purposes. Exercise 1: Create Credit Management Stages Scenario: Your organization manages the aging of its invoices with the following 5 stages. 1. Invoice sent 2. 1st reminder 3. 2nd reminder 4. Notice 5. Collection Agency Follow the detailed steps below to create these stages in Assistance PSA. Step 1: Create credit management stages Under PSA, click Credit Management Stages. To create the first credit management stage click + New. In the next screen enter Invoice sent in the Name field 27

28 2.1 ORGANIZATION AND FINANCIALS (BASIC) Hit the Tab key; you will get the following message: This feature is not yet functional, close the window, Now enter 1 in the stage field. This is the first stage of your billing follow-up process. Once you are done click Save and then + New Go ahead with the creation of your other stages: 2. 1st reminder 3. 2nd reminder 4. Notice 5. Collection Agency Once you are done with the last stage, Hit Save. Now in the navigation bar click Credit Management. You will see your newly created Credit Management Stages. 28

29 TAX GROUPS AND TAX TYPES Introduction 2.1 ORGANIZATION AND FINANCIALS (BASIC) Assistance PSA manages single tax types, multiple tax types, including the tax on tax scheme, and tax exempt scenarios. Tax groups are mandatory at the project item level of the project template. They can be overridden at the project item level and ultimately at the invoice line level. You can also manage your tax groups at the Account level, in which case PSA will calculate taxes based on the specificity of the Account when generating the invoice. Exercise 1: Create a Tax Group and Tax Type for a single tax scenario. Scenario: Your organization manages taxes at the project item level* and needs to have the following tax schemes defined in PSA. Tax Scenario Tax Groups and Tax Types Single tax VAT 19.6% VAT 19.6% Multiple taxes GST & QST (with tax on tax scheme) GST 5% QST 8.5% (to be applied on Amount + GST) Tax Exempt Exempt Exempt This exercise will focus on the single tax scenario. Follow the detailed steps below to create the tax group VAT 19.6% and related tax type. *Please refer to Addendum Manage tax at the account level for the detailed steps on how to configure PSA. Step 1: Create a tax type Under PSA, click Tax Types. To create the first tax type click + New. 29

30 2.1 ORGANIZATION AND FINANCIALS (BASIC) Start with the creation of a single tax type: Enter a description in the Tax Type field (ex: VAT). If you have connected Assistance PSA with your financial back end application, you will select a Ledger account via the dropdown menu. For the purpose of this exercise, leave the field blank. Give a Description to your tax type (ex: 19,6%). Once you are done, Save the data; you need to create the tax group for this tax type. Step 2: Create a tax group Under PSA click Tax Groups. Click + New. In the new screen enter a Name for this Tax Group. Note that you can also specify a legal entity for your tax group; this field will be used for filtering your tax groups by legal entity. For the purpose of this guide we will leave this field blank for all tax groups. 30

31 2.1 ORGANIZATION AND FINANCIALS (BASIC) Once you are done Save the data. Click the + sign at the far right to assign a tax type to this group. In the Tax Type field of the next screen, use the lookup function to select the tax type that you have just created (VAT 19%). Enter the corresponding % for this tax type. Specify 1 in the Order field (for any tax group PSA will require an order in which it will calculate the tax). Leave the Tax on Tax box unchecked. Once you are done Save the data and at the top right of the screen close the window ( ). a Notice that PSA displays a No in the Tax on Tax column for the Tax type. You are ready to create your next tax type and tax group; go to the next exercise. 31

32 2.1 ORGANIZATION AND FINANCIALS (BASIC) Exercise 2: Create a Tax Group and Tax Type for a multiple taxes scenario. Scenario: Your organization manages taxes at the project item level* and needs to have the following tax schemes defined in PSA. Tax Scenario Tax Groups and Tax Types Single tax VAT 19.6% VAT 19.6% Multiple taxes GST & QST (with tax on tax scheme) GST 5% QST 8.5% (to be applied on Amount + GST) Tax Exempt Exempt Exempt This exercise will focus on the multiple taxes scenario. Follow the detailed steps below to create the tax group GST & QST and related tax types. *Please refer to Addendum: Manage tax at the account level for the detailed steps on how to configure PSA. Step 1: Create a tax type from the tax group entity The creation of your tax types can be done via the Tax type entity or via the Tax Groups entity; this exercise will show how you can create your tax types from the Tax Groups entity. Under PSA click Tax Groups. Click + New. 32

33 2.1 ORGANIZATION AND FINANCIALS (BASIC) Enter a description in the Name field (ex: GST & QST) and Save the data. Click the + sign at the far right to assign a tax type to this group. PSA will open up a new window. In the Tax Type field click the Look Up Record In the Look Up Record window click + New. PSA will bring you to the Tax Type screen. Enter the tax type (ex: GST) and description (5%) for this new tax type. If you have connected Assistance PSA with your financial back end application you will select a Ledger account via the dropdown menu. For the purpose of this exercise, leave the field blank. Once you are done click Save and then + New; you want to create your 2 nd tax type now. 33

34 2.1 ORGANIZATION AND FINANCIALS (BASIC) Enter the tax type (ex: QST) and description (8.5%) for this new tax type. For the purpose of this exercise leave the field Ledger blank. Once you are done Save the data and at the top right of the screen close the window ( ). Back in the Tax Group screen, you will see that PSA has automatically selected your first tax type. Enter the Percentage value for this tax type: enter 5 (for 5%). Specify 1 in the Order field (this tax will be calculated on the amount only). Check the Tax on Tax box. Click Save and close the window ( ). Back in the Tax Group screen you will see the GST at 5% already linked to the Tax group. Click the + to link your 2 nd Tax Type. Select the tax type (QST). Enter and a tax Percentage: enter 8.5 (for 8.5%). Specify 2 in the Order field (This tax will be calculated on the amount + GST (5%) tax). Check the Tax on Tax box. 34

35 2.1 ORGANIZATION AND FINANCIALS (BASIC) Click Save and the window ( ). Back in the Tax Group screen you will see both tax types linked to the tax group. Notice that now PSA displays a Yes in the Tax on Tax column for the Tax type. Note: If you have multiple tax types that are not part of a tax on tax scheme: Leave the box Tax on Tax unchecked for each tax type. In the field Order give each tax type a sequential number (1, 2, 3, etc.) it will not impact the calculation of the tax amounts. Your Tax Group is now created. You are ready to create the next Tax Group; go to the next exercise. 35

36 2.1 ORGANIZATION AND FINANCIALS (BASIC) Exercise 3: Create a Tax Group and Tax Type for a tax exempt scenario. Scenario: Your organization manages taxes at the project item level* and needs to have the following tax schemes defined in PSA. Tax Scenario Tax Groups and Tax Types Single tax VAT 19.6% VAT 19.6% Multiple taxes GST & QST (with tax on tax scheme) GST 5% QST 8.5% (to be applied on Amount + GST) Tax Exempt Exempt Exempt This exercise will focus on the tax exempt scenario. Follow the detailed steps below to create the tax group Exempt and related tax type. *Please refer to Addendum: Manage tax at the account level for the detailed steps on how to configure PSA. Step 1: Create a tax type from the tax group entity The creation of your tax types can be done via the Tax type entity or via the Tax Groups entity; this exercise will show how you can create your tax types from the Tax Groups entity. Under PSA click Tax Groups. Click + New. 36

37 2.1 ORGANIZATION AND FINANCIALS (BASIC) Enter a description in the Name field (ex: Exempt). Because no tax will be applied here the Tax Group can be created without a tax type. To do so simply click Save on the command bar; PSA will save the group without any tax type and will automatically apply a zero rate to the entry. If you need to report on tax exempt transactions you will then create a tax type called Exempt with a zero value in the percentage field. Go ahead and create that tax type directly from this screen (repeat the same steps as the preceding exercise). 37

38 2.1 ORGANIZATION AND FINANCIALS (BASIC) Addendum: Manage taxes at the Account level Important Note: In order to follow this exercise you must have created project templates, accounts, projects and invoices. In the PSA Entity: Check the box Used account tax groups in the PSA screen. In the Tax Types entity: Create the required tax types. In the Tax Groups entity: Create your tax groups based on the specificity of the account (ex: by state, province, European, non-european, etc.) Link the corresponding tax types to the tax groups and define their respective % Example below: Customer located in the state of New York 38

39 2.1 ORGANIZATION AND FINANCIALS (BASIC) Create generic tax groups that you will link to your project template items according to the item type: services, goods, specific goods (ex: have a different taxation % than goods). Link all the corresponding tax types to the tax groups and define their respective % at 0. In the example below the tax groups contain all the possible tax types Goods. In the Project Template Items entity link each project template item with the generic tax groups according to the project item type. In the navigation bar click the dropdown menu of the project template item and go to Associated tax types. 39

40 2.1 ORGANIZATION AND FINANCIALS (BASIC) Add every tax types within this tax group. Note: if you need to apply account tax groups to existing projects, you have to change the tax group at the project item level and also add the relevant tax types to the project item via Associated Tax Types (also found in the navigation bar menu of the project item). In the Account:entity: Click an account to open the record. Add the field Tax groups in the Billing Information section of the Account screen (edit form). Select the corresponding tax group; you will need to update all your accounts with their corresponding tax group. 40

41 2.1 ORGANIZATION AND FINANCIALS (BASIC) When in the process of invoicing a project, PSA will calculate the tax for each project item according to the account tax group. It will calculate for each project item the corresponding tax %. It will first look at the tax types of the account tax group then look for the corresponding tax type in the tax group of the project item and finally it will look if that tax type is in the Associated Tax Type entity. If all criteria are met then it will apply the tax type % of the account tax group. In this example the Account tax group was: State Tax and Tax on services = 0 State Tax and Tax on goods = 5% and 3% Which was applied when calculating the tax on the invoice. 41

42 2.1 ORGANIZATION AND FINANCIALS (BASIC) BOOKING PERIODS Introduction Booking periods will allow you to manage time and expense entries for defined period(s); if closed a booking period will prevent time and expense entries for that specific period while still allowing billing. Each legal entity must be set with at least one booking period (set as Always) in order for the resources related to the legal entity to book time and expenses. Booking periods and Time Cards: If you define a PSA user with the rights to be a Time Card User you must create 52 weekly booking periods for the legal entity related to this user (defined in the CRM user screen). These booking periods must start either on a Sunday or a Monday as defined in the PSA record, in the section Hours, First Day of the Week. Closing a Booking period: In order to close a period all time and expense entries within that period must have been approved according to the level of approvals checked in the PSA screen. If some or all of your PSA users are set to be a Time Card User you will only be able to close a booking period if the time cards of these users have been generated and approved. Exercise 1: Create Booking Periods. Scenario: You will generate the following booking periods for each legal entity of your organization: Assistance Software EMEA: Define one booking period (Always) for Assistance Software EMEA; you do not want to manage booking periods for this entity. Assistance Software USA: You will generate a series of 52 weekly booking periods for that legal entity. Follow the detailed steps below to create the booking periods of both legal entities. Step 1: Create booking periods Under PSA, click Booking Periods. 42

43 2.1 ORGANIZATION AND FINANCIALS (BASIC) By default there is one booking period already created that covers an endless timeframe. If you do not want to manage booking periods AND will not be using the Time Card functionality for any of your PSA Users simply leave this booking period as is do NOT delete it and link it to the legal entity of your organization. If you have more than one entity for which you will generate projects and time/expenses entries you must create the same period (Always) for each one of them. You do not want to manage booking periods for the legal entity Assistance Software EMEA and no PSA Users related to this legal entity will use the Time Card functionality. Open the period and select Assistance Software EMEA in the Legal Entity field. Once you are done click Booking Periods to go back to the list display of the entity (PSA will automatically save the modification. Note: If you want to create a series of booking periods INSTEAD of defining one as endless, select the booking period Always and hit Delete on the command bar. You can only delete a booking period if no entries have been posted during this period. You can create one booking period at a time* (by clicking + New on the navigation bar) or you can create a series of weekly booking periods with the Create Series function. Note that by default the weekly series of booking periods will start on a Sunday; to change it for Monday go to the PSA entity, under Hours, First Day of the Week. 43

44 2.1 ORGANIZATION AND FINANCIALS (BASIC) You want to create a series of booking period; click Create Series. PSA will open up a new screen. Enter the start and end date of the series of weekly booking periods you wish to create. Select Jan. 1 st and Dec. 31 st of the current year. Use the dropdown arrow to select the legal entity to which they relate. Select: Assistance Software USA. Note that PSA will create booking periods for the weeks between Start and End Date including the weeks containing the Start Date and End Date. Once you are done, click Accept. PSA will now generate 52 booking periods. It will also indicate if the period is opened or closed. IMPORTANT NOTE: If you define a PSA user with the rights to be a Time Card User you must create weekly booking periods for the legal entity related to this user (defined in the CRM user screen). These booking periods must all start on a Sunday or a Monday as defined in the PSA record, in the section Hours, First Day of the Week. If you generate a series of booking period, the start day will be generated automatically according to the PSA. 44

45 2.1 ORGANIZATION AND FINANCIALS (BASIC) Click the header of the Start Date column to sort the period and display the earliest at the top of the list. And click the first period to open the record. You will close the period (when need be) by checking the corresponding box. Note that in order to close a period all time and expense entries within that period must have been approved (if and according to the levels of approval checked in the PSA screen). Also note that if some or all of your PSA users are set to be a Time Card User you will only be able to close a booking period if the time cards of these users have been generated and approved. * Finally note that you can re-open and close a booking period at any given time (as long as the previous conditions are met when closing the period). * If you define a PSA user with the rights to be a Time Card User you must create weekly booking periods for the legal entity related to this user (defined in the CRM user screen). These booking periods must all start on a Sunday or a Monday as defined in the PSA record, in the section Hours, First Day of the Week. If you generate a series of booking period, the start day will be generated automatically according to the PSA. You do not wish to make any changes or close the period; click Booking Periods to go back to the list display of the entity. 45

46 2.1 PSA SETTINGS PSA 2015 Step by Step Guide 2.2: PSA 46

47 2.2 PSA SETTINGS 2.2 PSA SETTINGS Introduction There are 4 steps when defining the general settings of Assistance PSA. Organization & Financials (Basic) PSA security roles PSA PSA users The second one is to define the PSA record of the solution. This step will require that you set-up the different functionalities of Assistance PSA according to your business processes and requirements. What you will learn in this section. In this section you will learn how to: Define the PSA record according to the business processes and requirements of your organization. 47

48 2.2 PSA SETTINGS PSA SETTINGS Introduction The PSA record is where you will set-up the different functionalities of Assistance PSA according to your business processes and requirements. Ex: Naming convention, levels of approval, hours entry scope Case management, project item activities, hourly rate adjustment Alerts & forecast parameters Outlook retrieval Etc. The installation of Assistance PSA will automatically generate a PSA record. This record, however, will remain unique; i.e. you can only have one PSA settings record* for your whole organization. It is this record, therefore, that you will modify. *If you try to create a new PSA record, upon saving you will get an error message informing you that you cannot have more than 1 record in the table. Exercise 1: Define the PSA of your organization Scenario: You need to set up your organization in Assistance PSA according to the following business requirements (see below): Naming convention: The following naming convention must be defined. Entity Program Project Expense claim Invoice Prefix PRG. as the default Prefix PRGEMEA. for Assistance Software EMEA. 20XX. (enter the last two digits of the current year) EXP. INV. Approval: You want both Project management and Administrative approvals on your hours and expenses. You also want your expense claims to be approved but only once the expenses have been approved. 48

49 2.2 PSA SETTINGS Time and expenses: You will book time towards CRM cases and project item activities. You want to use adjusting factors for overtime and travel time. You do not want the description field to be mandatory in the timesheet. Mileage is billed at a selling rate of $0.55. This is also the cost rate used for reimbursing mileage to the employees. People should be able to book time towards all the projects within the organization. The timesheet should display Project item activities, Location as well as the first active project item once a project has been selected. Invoicing: You will set a default ledger account for your hours (8000 Revenue Services) and your expenses (8020 Revenue expenses). You want the Name of your recurring invoices to display the period billed. Alerts and Forecast Alerts: 75% for yellow threshold / 90% for red threshold. You want your forecast to be based on a monthly period. Follow the detailed steps below to define the PSA of your organization. Step 1: Define the PSA of your organization. Under Microsoft Dynamics CRM click PSA. By default PSA will bring you to PSA. You can only have one setting record for your organization and it will be automatically generated when you install Assistance PSA. Click the record in order to open it. 49

50 2.2 PSA SETTINGS In the next screen review and adjust the settings according to your business requirements: PROGRAM: 1. Program Number Prefix: The program number prefix is determined by you and can be alphanumeric. Enter PRG. 2. Program Number: This number is generated automatically and consists of 4 digits starting by default at 1. You can also define a number from which to start the sequencing (ex: 10000). Leave the field blank, you want PSA to generate the sequence at Program per Legal Entity: If you have more than one legal entity you can define specific program naming convention for each one of them. To do so, click the + sign. In the next screen select the legal entity for which you want a specific naming convention. Select Assistance Software EMEA. Enter the Program Number Prefix specific to the legal entity. Enter EMEA. Enter 1000 in the Program Number field. 50

51 2.2 PSA SETTINGS Now hit SAVE and use the back arrow to return to the previous screen. Now whenever you create a program related to Assistance Software EMEA the naming convention will consist of EMEA.100X (The sequence will be automatically generated by PSA starting at 1001). If you create a program for any other legal entity the naming convention will consist of PRG.000X (The sequence will be automatically generated by PSA starting at 0001). Now scroll down to the Projects section (you can also click the label Programs in order to collapse it and give room to Projects) PROJECTS: 1. Project Number Prefix: The project number prefix is determined by you and can be alphanumeric. Enter 201X. (Enter the current year followed by a dot) 2. Project Number: This number is generated automatically and by default the sequence will start at 1. 51

52 2.2 PSA SETTINGS 3. KPI Costs comparison: This settings is used for Spent money in both the KPI Chart and KPI Chart II of the project module (this chart is delivered out of the box by PSA). You indicate here if you want to use cost, transfer or selling amount as a basis for your actuals (Spent) compared to your budget. Leave the parameter at Cost Amount. Note that this setting is also used in the revenue recognition process of Assistance Financials; for further explanation please refer to the training documentation on Assistance Financials. 4. % Complete Method: If you select via Budget PSA will automatically update the % of completion of the project item (field Prc Complete) based on the % of completion entered at the budget line level. If you select Manual you will manually enter the % of completion of the project item (field Prc Complete). Select Manual. 5. % Complete Base: This settings is used in the revenue recognition process of Assistance Financials; for further explanation please refer to the training documentation on Assistance Financials. Leave the field as is. 6. Default Project Report: You can define a default project report for all your projects. Note that this selection can be overwritten at the project level. In the command bar, click Project Report. And check the box Project Calc Forec US ; PSA will automatically close the window. PSA will now display your selection in the field. 7. Print Server: A print server can be configured for the purpose of printing the Gant Chart. The URL of the print server is to be entered here. 52

53 2.2 PSA SETTINGS 8. Project per Legal Entity: As with Programs if you have more than one legal entity you can define specific project naming convention for each one of them. This is not the case here; leave this section blank. Now go to the next section: Hours HOURS: Project Management Approval: Check the box, you want project managers to approve hours. Administrative Approval: Check the box, you also want administrative approval on hours Case Management: Check the box, you will link your time entries to CRM cases. Hours Entry Scope: This field will determine if your employees can post entries to all projects or only to projects where they are team members. Click the dropdown menu and select All Projects Hourly Rate Adjustment: Check the box, this option will allow you to apply an hourly rate adjustment to a time entry. Show link to Project Item Activities: This option will display the field Project item activity in the timesheet screen allowing the user to post time towards project item activities. Check the box. Hours Description Required: If you check this box, PSA will make the description field mandatory in any time entry (Timesheet entry or via the Hours entity). Leave the box unchecked. 53

54 2.2 PSA SETTINGS Exchange URL/Exchange Online: This field will allow connection to the exchange server for the retrieval of your Outlook appointments into your timesheet. For more details, please refer to the installation document. Hours per day: The official number of working hours of your business will be entered here. PSA will use this value for converting Day Rate into Hours when generating the budget and forecast from the Gantt chart. Enter 8 First Day of the Week: This parameter is used when you generate a series of booking periods; by default it is set to Sunday, however, you can change it to Monday. The change must be done prior to generating the booking periods. Leave the field as is. Show Account/Activity in Timesheet Line: These two settings will display respectively a column for Account and a column for Project Item Activity in the Timesheet by Line. Check the box Activity. Show Location in Timesheet: This setting will display the Location field in both Timesheets and allow resources to specify the location where the time was spent (according to the Locations created in the Locations entity. Check the box. Show Program in Timesheet: This setting will display the column Program in the Search screen of both Timesheet. Check the box. Select First Active Item: This setting will auto populate the field Project Item of a new time entry with the first active project item in alphabetical order of Item ID. If the setting is not active, then the field for project item of a new time entry is empty by default; the user will then have to select an active project item manually. Check the box. Exchange per Legal Entity: This is the last settings of the Hours section and will allow you to define specific Exchange settings per legal entity. This doesn t apply here; leave this section blank. 54

55 2.2 PSA SETTINGS Navigate to the next section: Expenses EXPENSES: 1. Claim Number Prefix: Expense claims will allow you to group together multiple expenses for reimbursement purposes. The claim number prefix is determined by you and can be alphanumeric. Enter EXP. 2. Claim Number: This number is generated automatically and by default the sequence will start at Expense Claim Approval: Using the dropdown menu, select only allow Claim approval if all Expenses are approved. 4. Project Management Approval: Check the box; you want project managers to approve expenses. 5. Administrative Approval: Check the box; you also want administrative approval on expenses. 6. Selling price per mile/ Cost price per mile and Default Travel Expense item: These 3 parameters will allow you to establish a standard selling and cost price per mile (or kilometer) for all your projects. They will also allow PSA to create automatically an expense entry in the timesheet when an employee hits the Mileage/kilometer functionality in his/her timesheet. Note that a default expense item must be defined here in order to trigger the automatic calculation in the timesheet entry. Also note that the project item can be overwritten in the timesheet entry screen. Finally remember that you can overwrite the standard selling price per mile at the project level and the cost price per mile in the PSA user screen. Enter 0.55 in both the Selling Price per mile and the Cost price per mile fields. Leave blank the field Default Travel Expense item ; you will need to come back here once you have created your project templates. Navigate to the next section Invoices. 55

56 2.2 PSA SETTINGS INVOICES: 1. Default Invoice Number Prefix: The invoice number prefix is determined by you and can be alphanumeric. 2. Invoice Number: This number is generated automatically and the sequence will start at 1 by default. 3. Default Ledger: If you have connected Assistance PSA to your financial back-end solution, you can specify a Default Ledger account as well as a Default Expense Ledger account for your project items. Note that when generating an invoice PSA will only use these ledger accounts if it can t find any at the project item level. Use the look-up function to select the ledger account 8000 Revenue Services for your Default Ledger. Use the look-up function to select the ledger account 8020 Revenue Expenses for your Default Expense Ledger. 4. Use Account Tax Groups: This option will allow you to manage tax groups at the Account level. These groups will overwrite the ones defined at the project item level. Note that you will need to modify your account s form in order to display the tax group field in the account screen. Leave the box unchecked. 5. Default Invoice Report: As with your Projects, you can also define a default invoice report here. On the command bar, simply click Invoice Report. 56

57 2.2 PSA SETTINGS And check the box Invoice_3_US PSA will then display your selection in the field. 6. Start Invoice Name with Invoice ID: If you check this box PSA will start the invoice name with the invoice ID (which corresponds to the CRM invoice ID). Leave it unchecked. 7. Add Period to Invoice Name for Recurring Item: If you check this box PSA will display the selected recurring invoice period next to the name of the invoice. Ex: Monthly billing ( ). Check the box. 8. QuickBooks: This option is intended for a connection with QuickBooks. If this is enabled the invoice line description will be empty. Leave the field unchecked. The section Invoice per Legal Entity will allow you to define specific naming convention for your invoices per legal entity. As well as specific default ledger accounts for each one of them: In both cases simply follow the same steps as with the other legal entity settings. For the purpose of this exercise leave both sections blank. The next two parameters will complete the PSA settings record of your organization: 57

58 2.2 PSA SETTINGS Alerts: This feature will allow you to define up to 2 alerts based on % of spent hours at the project item activity level. These alerts will also roll up to the project item. Alert Threshold Yellow %: Enter 75. Alert Threshold Red %: Enter Forecast: Forecast period: With this field PSA gives you the option to define your forecast entries on a monthly or a weekly period. Select Monthly. Forecast item: This field allows you to generate forecast entries at the project item level. Check the box. Navigate to the next section: License. The License section will display your access to Assistance PSA. You will find here the type and number of licenses of your organization. 58

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