Merge pull request #94269 from Expensify/claude-draftCertiniaNewDotHelpPages

[No QA] Draft NewDot Certinia help pages (Connect, Configure, FAQ)

Author: trjExpensify

docs/articles/new-expensify/connections/certinia/Configure-Certinia.md

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+---
+title: Configure Certinia
+description: Configure import, export, and advanced sync settings for Expensify's Certinia (FinancialForce) integration in New Expensify.
+keywords: [New Expensify, Certinia settings, FinancialForce, import configuration, export preferences, auto-sync, dimensions, FFA, PSA, SRP]
+internalScope: Audience is Workspace Admins. Covers configuring Certinia import, export, and advanced sync settings, does not cover connecting Certinia or troubleshooting.
+order: 2
+---
+
+
+After connecting Certinia, set up how data flows between Expensify and Certinia using the **Import**, **Export**, and **Advanced** settings. Some options differ depending on whether you use the **FFA** or **PSA/SRP** module — those differences are noted below.
+
+To open these settings, go to **Workspaces > [Workspace Name] > Accounting** from the navigation tabs (on the left on web, on the bottom on mobile), then select **Import**, **Export**, or **Advanced** under the Certinia connection.
+
+---
+
+## How to configure Certinia import settings
+
+From **Workspaces > [Workspace Name] > Accounting**, click **Import** under the Certinia connection.
+
+## How to import categories from Certinia
+
+How categories are imported depends on your module:
+
+- **FFA – Chart of Accounts:** Your **Prepaid Expense Type** and **Profit & Loss** accounts are imported and used as expense categories.
+- **SRP – Expense Type GLA Mappings:** Expense Type GLA Mappings are imported as expense categories.
+- **PSA:** PSA does not import or export categories.
+
+Disable any unnecessary categories under **Workspaces > [Workspace Name] > Categories**. Every expense must have a category to export successfully.
+
+## How to import dimensions from Certinia (FFA)
+
+Expensify imports up to four dimension levels. For each dimension, choose how it's imported:
+
+- **Do not map:** Certinia defaults apply and no data is imported.
+- **Tags:** Employees select the dimension from the **Tags** section per expense.
+- **Report Fields:** Employees apply the dimension at the report level.
+
+Manage these under **Workspaces > [Workspace Name] > Tags** and **Workspaces > [Workspace Name] > Reports**.
+
+## How to import projects and assignments from Certinia (PSA/SRP)
+
+Import **Projects**, **Assignments**, or **Projects & Assignments** as tags:
+
+- **Milestones** are optional.
+- If only projects are imported, the account is derived from the project.
+- If assignments are imported, both the account and project are derived from the assignment.
+
+> **Note:** To use a project without an assignment, enable **Allow Expenses Without Assignment** in Certinia.
+
+## How to import tax rates from Certinia
+
+Toggle on **Tax** to import tax rates from Certinia and apply them to expenses. Set default rates per category under **Workspaces > [Workspace Name] > Categories**.
+
+---
+
+## How to configure Certinia export settings
+
+From **Workspaces > [Workspace Name] > Accounting**, click **Export** under the Certinia connection.
+
+## How to set the preferred exporter for Certinia
+
+Assign a **Preferred Exporter**. This member is responsible for exporting reports and receives any export error notifications. Any Workspace Admin can export reports, but Concierge auto-exports on behalf of the Preferred Exporter.
+
+## How to set the Certinia export status
+
+Choose whether reports export as **Complete** or **In Progress**.
+
+## How to set the Certinia export date
+
+Choose which date Expensify uses when creating records in Certinia:
+
+- **Date of last expense**
+- **Submitted date**
+- **Exported date**
+
+## How reimbursable and non-reimbursable reports export to Certinia
+
+Both reimbursable and non-reimbursable reports export as:
+
+- **Payable Invoices** (FFA), or
+- **Expense Reports** (PSA/SRP)
+
+If a report contains both reimbursable and non-reimbursable expenses, Expensify creates separate payable invoices or expense reports for each type.
+
+## How to set a default vendor for Certinia (FFA)
+
+Select a vendor from your Certinia FFA account. This vendor is assigned to non-reimbursable payable invoices.
+
+---
+
+## How to configure Certinia advanced sync settings
+
+From **Workspaces > [Workspace Name] > Accounting**, click **Advanced** under the Certinia connection.
+
+## How to enable auto-sync for Certinia
+
+We recommend enabling **Auto-sync** to keep your data up to date. Auto-sync performs daily updates to your coding and automatically exports reports upon final approval:
+
+- **Non-reimbursable expenses:** Export immediately after final approval.
+- **Reimbursable expenses:** Export when the report is reimbursed or marked as reimbursed.
+
+## How to sync reimbursed reports with Certinia
+
+Keep reimbursement status in sync between Expensify and Certinia for reports that have been paid.
+
+## How to export tax as non-billable in Certinia
+
+Decide whether tax amounts are billed to clients when exporting billable expenses.
+
+## How foreign currency (multi-currency) export works in Certinia (PSA/SRP)
+
+When employees submit expenses in multiple currencies, Certinia may display up to three currencies per report:
+
+- **Summary Total Reimbursement Amount:** Uses the project currency.
+- **Amount field on the expense line:** Uses the Expensify Workspace default report currency.
+- **Reimbursable Amount on the expense line:** Uses the submitter's resource currency.
+
+---
+
+# FAQ
+
+## What happens if a report fails to export to Certinia?
+
+If a report isn't exported:
+
+- The **Preferred Exporter** receives an email with error details.
+- The error is recorded in the **report's comments**.
+- The report appears in the exporter's Expensify inbox as **Awaiting Export**.
+
+Fix the error, then have a Workspace Admin manually export the report.
+
+## Will enabling Auto-sync affect previously approved reports?
+
+No. Enabling Auto-sync does not affect previously approved or reimbursed reports. If approved reports haven't been exported, export them manually or mark them as manually entered.
+
+## How do reports map to records in Certinia?
+
+- **FFA (Payable Invoices):** Account Name = the account linked to the submitter's email, Reference 1 = the report URL, Invoice Description = the report title.
+- **PSA/SRP (Expense Reports):** Expense Report Name = the report title, Resource = the submitter's email, Description = the report URL, Approver = the Expensify report approver.
+
+## How do I export tax?
+
+Manage Expensify tax rates under **Workspaces > [Workspace Name] > Tax**. The tax amount calculated on each expense is exported to Certinia.

docs/articles/new-expensify/connections/certinia/Connect-To-Certinia.md

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+---
+title: Connect to Certinia
+description: Connect Certinia (formerly FinancialForce) to New Expensify to streamline expense reporting, approvals, and accounting export.
+keywords: [New Expensify, Certinia integration, FinancialForce, connect Certinia, Salesforce, FFA, PSA, SRP]
+internalScope: Audience is Workspace Admins. Covers connecting Certinia (FFA and PSA/SRP) to New Expensify, does not cover configuring import/export settings or troubleshooting.
+order: 1
+---
+
+
+Connect your Expensify Workspace to Certinia (formerly FinancialForce) to automate expense syncing, approvals, and accounting export. Certinia is a cloud-based financial management solution built on Salesforce, and Expensify supports both the **FFA** (Financial Force Accounting) and **PSA/SRP** (Professional Services Automation) modules. This guide walks you through installing the Expensify bundle, preparing your Certinia account, and finalizing the connection in New Expensify.
+
+**Note:** The Certinia integration is only available on the **Control** plan.
+
+**Before you begin, make sure:**
+
+- You can log into Certinia (Salesforce) as an administrator
+- A Certinia user and contact exists that matches your primary email in Expensify
+- Each employee who will submit reports has a Certinia contact whose email matches their Expensify account email
+
+---
+
+## How to install the Expensify bundle in Certinia
+
+Install the package that matches your Certinia module. You only need the bundle for the module you use.
+
+- **FFA:** [FFA Installer](https://login.salesforce.com/packaging/installPackage.apexp?p0=04t4p000001UQVj)
+- **PSA/SRP:** [PSA/SRP Installer](https://login.salesforce.com/packaging/installPackage.apexp?p0=04t2M000002J0BHD%252Fpackaging%252FinstallPackage.apexp%253Fp0%253D04t2M000002J0BH)
+
+Follow the Salesforce prompts to complete the installation.
+
+---
+
+## How to verify contact details in Certinia
+
+1. Confirm there is a Certinia user and contact whose email matches your **primary email** in Expensify.
+2. Create contacts for every employee who will submit expense reports.
+3. Make sure each contact's email exactly matches their Expensify account email.
+
+---
+
+## How to complete PSA/SRP setup before connecting
+
+> Skip this step if you use **FFA only**.
+
+If you use Certinia PSA/SRP, complete the following before connecting in Expensify:
+
+## Configure Permission Controls
+
+1. Go to **Permission Controls** in Certinia and create a new permission control.
+2. Set yourself (the exporter) as the user.
+3. Select the resource (the report submitter).
+4. Grant all available permissions.
+
+## Configure Project Permissions
+
+1. Go to **Projects > [Select a Project] > Project Attributes**.
+2. Click **Edit** and enable **Allow Expenses Without Assignment**.
+3. Confirm the setting is checked under the Project Attributes section, then save.
+
+## Set up Expense Types (SRP only)
+
+1. Go to **Main Menu > + > Expense Type GLA Mappings**.
+2. Click **New** to add and configure expense type mappings.
+
+---
+
+## How to connect to Certinia in New Expensify
+
+1. From the navigation tabs (on the left on web, on the bottom on mobile), go to **Workspaces > [Workspace Name] > Accounting**.
+2. Select **Certinia > Connect to Certinia**.
+3. Log in to your Certinia (Salesforce) account when prompted.
+4. Follow the on-screen prompts to authorize the connection.
+5. Select the Certinia **company** to use for importing and exporting data.
+
+Once connected, continue to [Configure Certinia](/articles/new-expensify/connections/certinia/Configure-Certinia) to set up import, export, and advanced settings.
+
+---
+
+## How to connect to a Certinia sandbox
+
+If you want to test the integration against a Certinia **sandbox** instead of your production account, use the sandbox connection option. The configuration experience is identical to production once connected — only the connection endpoints and bundle differ.
+
+1. Install the sandbox version of the Expensify bundle in your Certinia sandbox (the sandbox uses different bundle install links and OAuth endpoints than production).
+2. From the navigation tabs, go to **Workspaces > [Workspace Name] > Accounting**.
+3. Select **Certinia > Connect to Certinia Sandbox**.
+4. Log in to your Certinia **sandbox** account and follow the on-screen prompts.
+5. Select the company to use.
+
+Once connected, continue to [Configure Certinia](/articles/new-expensify/connections/certinia/Configure-Certinia) to set up import, export, and advanced settings.
+
+---
+
+# FAQ
+
+## What's the difference between FFA and PSA/SRP?
+
+- **FFA (Financial Force Accounting)** is used for general accounting. Expenses export as **Payable Invoices**, and you map dimensions and a chart of accounts.
+- **PSA/SRP (Professional Services Automation)** is used by project-based organizations. Expenses export as **Expense Reports**, and you import projects and assignments.
+
+Expensify automatically tailors the available configuration options to the module you connect.
+
+## Do employees who submit reports need a Certinia license?
+
+Employees who only submit expense reports do not need Certinia access — but each must have a Certinia **contact** whose email matches their Expensify account email so their reports can map correctly on export.
+
+## How do I disconnect Certinia?
+
+1. From the navigation tabs, go to **Workspaces > [Workspace Name] > Accounting**.
+2. Select the three dots **(⋮)** next to the Certinia connection.
+3. Click **Disconnect** and confirm.
+
+Disconnecting clears all imported options from Expensify.

docs/articles/new-expensify/connections/certinia/Troubleshooting/Certinia-FAQ.md

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+---
+title: Certinia Integration FAQ and Troubleshooting
+description: Troubleshoot the Certinia (FinancialForce) integration in New Expensify — export failures, manual export rules, company card mapping, project limitations, and disconnecting.
+keywords: [New Expensify, Certinia, FinancialForce, export not working, manual export, company card export, project status, disconnect Certinia, FFA, PSA, SRP]
+internalScope: Audience is Workspace Admins and Domain Admins. Covers common Certinia export and troubleshooting questions, does not cover connecting or configuring Certinia or CER### error codes.
+order: 3
+---
+
+
+This article covers common issues with the Certinia (formerly FinancialForce) integration in New Expensify. It's intended for Workspace Admins and Domain Admins using FFA or PSA/SRP.
+
+For specific Certinia error codes (the `CER###` errors that appear in a report's comments), see the [Certinia error code articles](/expensify-classic/hubs/connections/certinia/Troubleshooting).
+
+---
+
+# FAQ
+
+## Why is my report not automatically exporting to Certinia?
+
+An error is preventing the report from exporting automatically. You can find the error in several ways:
+
+- The **Preferred Exporter** (set in your Export settings) receives an email with the error details.
+- The error appears in the report's comments.
+- Automatic exports keep failing until the error is resolved.
+
+**How to resolve:**
+
+1. Open the affected report.
+2. Review the error message in the comments.
+3. Make the required corrections.
+4. Have a Workspace Admin manually export the report.
+
+---
+
+## Why am I unable to manually export a report to Certinia?
+
+Only reports in **Approved**, **Done**, or **Paid** status can be exported. If the report is in **Draft** status, selecting export may show an empty screen.
+
+**How to resolve:**
+
+1. Submit the report if it's in Draft status.
+2. Have an approver approve the report if it's Outstanding.
+3. Once the report is Approved, Done, or Paid, a Workspace Admin can manually export it.
+
+---
+
+## Why are company card expenses exporting to the wrong account?
+
+Company card expenses may export to the wrong account if the card export mapping is incorrect or the exporter doesn't have the right permissions.
+
+**Verify the company card export mapping:**
+
+1. Confirm the correct export account is mapped for the affected card under your company card settings.
+2. Confirm the expenses display the **Card + Lock icon**, which means they're mapped correctly.
+3. Confirm the **Preferred Exporter** is a **Domain Admin**.
+
+If the Preferred Exporter is not a Domain Admin, exports default to the fallback company card account set in the Workspace configuration.
+
+---
+
+## Are there export limitations based on projects in Certinia? (PSA/SRP)
+
+Yes. Project settings in Certinia can prevent expenses from exporting.
+
+**Expenses can be exported when:**
+
+- **Project Status** = Active or In Progress
+- **Assignment Status** = Closed, Active, or Completed
+- **Closed for Expense Entry** = Unchecked
+
+**Expenses cannot be exported when:**
+
+- **Project Status** = Closed
+- **Closed for Expense Entry** = Checked
+
+**How to resolve:**
+
+1. Check the Project Status in Salesforce. If it's Closed, expenses can't be entered or exported. If Active or In Progress, continue.
+2. Verify the **Closed for Expense Entry** setting. If checked, uncheck it to allow expense exports.
+3. Manually test expense entry in Salesforce. If manual entry works, the Expensify–Certinia export should also work.
+
+---
+
+## Does assignment status affect expense exports?
+
+No. Assignment Status in Certinia (Closed, Active, or Completed) does not affect expense entry or export. Only **Project Status** and the **Closed for Expense Entry** setting affect export eligibility.
+
+---
+
+## How do I disconnect the Certinia connection?
+
+1. From the navigation tabs (on the left on web, on the bottom on mobile), go to **Workspaces > [Workspace Name] > Accounting**.
+2. Select the three dots **(⋮)** next to the Certinia connection.
+3. Click **Disconnect** and confirm.
+
+Disconnecting removes the active integration and clears all imported options from Expensify.