Overview

Cetinia (formerly known as FinancialForce) is a cloud-based software solution that provides a range of financial management and accounting applications built on the Salesforce platform. There are two versions: PSA/SRP and FFA and we support both.

Before connecting to Certinia

Install the Expensify bundle in Certinia using the relevant installer:

• PSA/SRP
• FFA

Check contact details in Certinia

First, make sure you have a user and contact in Certinia that match your main email in Expensify. Then, create contacts for all employees who will be sending expense reports. Ensure that each contact’s email matches the one they use in their Expensify account.

If you use PSA/SRP

Each report approver needs both a User and a Contact. The user does not need to have a SalesForce license. These can be free chatter users. Set permission controls in Certinia for your user for each contact/resource.

• Go to Permission Controls
  • Create a new permission control
  • Set yourself (exporter) as the user
  • Select the resource (report submitter)
  • Grant all available permissions
• Set permissions on any project you are exporting to
  • Go to Projects > select a project > Project Attributes > Allow Expenses Without Assignment
  • Select the project > Edit
  • Under the Project Attributes section, check Allow Expenses Without Assignment
• Set up Expense Types (categories in Expensify - SRP only)
  • Go to Main Menu > + symbol > Expense Type GLA Mappings
  • Click New to add new mappings

How to connect to Certinia

1. Go to Settings > Workspaces > Groups > [Workspace Name] > Connections in Expensify
2. Click Create a New Certinia (FinancialForce) Connection
3. Log into your Certinia account
4. Expensify and Certinia will begin to sync (in Expensify)

How to configure export settings for Certinia

Preferred Exporter

The preferred exporter is the user who will be the main exporter of reports. This person will receive the notifications for errors.

Payable Invoice Status and Date

Reports can be exported as Complete or In Progress, using date of last expense, submitted date or exported date.

Reimbursable and non-reimbursable exports

Both reimbursable and non-reimbursable reports are exported as payable invoices (FFA) or expense reports (PSA/SRP). If you have both Reimbursable and Non-Reimbursable expenses on a single report, we will create a separate payable invoice/expense report for each type.

Default Vendor (FFA)

Choose from the full list of vendors from your Certinia FFA account, this will be applied to the non-reimbursable payable invoices.

How to Configure coding for Certinia

Company

Select which FinancialForce company to import from/export to.

Chart of Accounts (FFA)

Prepaid Expense Type and Profit & Loss accounts are imported to be used as categories on each expense.

Expense Type GLA Mappings (PSA/SRP)

Your Expense Type GLA Mappings are enabled in Expensify to use as categories on each expense when using both PSA and SRP; however, PSA will not import or export categories, while SRP will.

Dimensions (FFA)

We import four dimension levels and each has three options to select from:

• Do not map: FinancialForce defaults will apply to the payable invoice, without importing into Expensify
• Tags: These are shown in the Tag section of your workspace, and employees can select them on each expense created
• Report fields: These will show in the Reports section of your workspace. Employees can select one to be applied at the header level i.e. the entire report.

Projects, Assignments, or Projects & Assignments (PSA/SRP)

These can be imported as tags with Milestones being optional. When selecting to import only projects, we will derive the account from the project. If an assignment is selected, we will derive both the account and project from the assignment.

Note: If you are using a project that does not have an assignment, the box Allow Expenses Without Assignment must be checked on the project in FinancialForce.

Tax

Import tax rates from Certinia to apply to expenses.

How to configure advanced settings for Certinia

Auto Sync

Auto Sync in Certinia performs daily updates to your coding. Additionally, it automatically exports reports after they receive final approval. For Non-Reimbursable expenses, syncing happens immediately upon final approval of the report. In the case of Reimbursable expenses, syncing occurs as soon as the report is reimbursed or marked as reimbursed.

Export tax as non-billable

When exporting Billable expenses, this dictates whether you will also bill the tax component to your clients/customers.

Deep Dive

Multi-Currency in Certinia PSA/SRP

When exporting to Certinia PSA/SRP you may see up to three different currencies on the expense report in Certinia, if employees are submitting expenses in more than one original currency.

• Summary Total Reimbursement Amount: this currency is derived from the currency of the project selected on the expense.
• Amount field on the Expense line: this currency is derived from the Expensify workspace default report currency.
• Reimbursable Amount on the Expense line: this currency is derived from the currency of the resource with an email matching the report submitter.