A Comprehensive Guide to Account and Service Mapping
Overview
Service mapping is an essential feature of the billing reconciliation process for your PSA products and vendor services. This article explores the concepts of account and service mapping in detail.
Account Mapping
Account mapping is the process of associating PSA accounts with their corresponding vendor accounts, ensuring accurate billing across client contracts.
Left-Side Accounts (PSA):
- PSA accounts are displayed on the left side of the account mapping screen.
- Accounts can be searched by name, and hovering over them reveals the PSA Id, a unique ID to help you know which account is which from your PSA.
- Updates to account names in your PSA won't affect mappings in Reconcile™, as we use the PSA ID for mapping.
- Only "active" accounts or clients from your PSA are displayed in the left-hand search bar.
Right-Side Accounts (Vendor):
- Vendor accounts fetched from your vendor are displayed on the right side.
- During the initial setup, accounts from your vendor are automatically mapped to your PSA if there's an exact match of names between them.
- Automatic mapping doesn't occur after the initial setup, allowing intentional skipping of certain accounts for usage synchronization.
New Account Mapping
Automatic mapping doesn't happen after the initial configuration, so you can intentionally exclude specific accounts for usage synchronization. Therefore, manual mapping of new accounts in Reconcile™ is necessary during onboarding or creation of a new account in your vendor.
- When onboarding a new account within your vendor, sync the integration in Reconcile™.
- Now, go to your Integrations page and find the integration, and hit Configure on its card.
- Manually map the new account by clicking Update Account Mapping.
- Initiate a vendor sync to synchronize usage after mapping the new account.
Do You Support Many-to-Many Account Mapping?
Currently, we do not support many-to-many account mapping. While we understand that this feature is frequently requested, there are potential workarounds depending on your PSA.
For example, if you need to consolidate services from multiple accounts onto a single invoice, you could create these accounts in your PSA and then set the "bill-to" customer to the parent account, perhaps using custom invoice templates. Other potential workarounds exist, but they vary based on your PSA.
Missing Account Mapping: Vendor Units are Blank on Mapped Service
A common reason for missing vendor units on mapped services is the absence of account mapping. To confirm whether an account is mapped, hover over the service card or row in Reconcile™ and click the Review button.
Here, you'll find account and service mappings under the Data Sources widget. If there's no account mapping, click the gear icon to go to the integration configuration and update the mappings. Remember to push a vendor sync after updating mappings to fetch the usage for the new mappings.
How to Ignore Syncing Usage for an Account?
If you prefer not to synchronize vendor usage for a specific account, you can adjust the vendor integration settings:
- Go to the Integrations page
- Configure the vendor integration
- click Update Account Mapping
- Locate the account mapping on the right-hand side, or search for the mapped account using the search box on the left
- Then, click the "x" icon to remove the account mapping. Keep in mind that any unmapped accounts will not have their usage synchronized into Reconcile™.
- Click Finish.
How to View and Update Account Mappings?
- Go to the Integrations page.
- Hover over the integration card you want to configure.
- Click Configure.
- Select Update Account Mapping.
- Delete account mappings by clicking the "x" icon either on the left (PSA side) or the right (Vendor side).
- Click Finish.
- Initiate a vendor sync by clicking Sync Now to synchronize usage for any new account mappings.
Note, any accounts not mapped within a vendor integration will not have their vendor usage synchronized into Reconcile™.
Service Mapping
Service mapping involves linking PSA products with their corresponding vendor services or SKUs, ensuring accurate billing across client contracts.
Left-Side Services (PSA):
- PSA products or services are displayed on the left side of the service mapping screen.
- Products can be searched by name or product id, and hovering over them reveals their PSA ID.
- Updates or modifications to product names in your PSA won't affect mappings in Reconcile™ as we map to the PSA ID unique identifier.
- Only "active" products from your PSA are displayed in the left-hand search bar.
Right-Side Services (Vendor):
- On the right side, you'll find vendor services or SKUs fetched from your vendor. From the left side, you can map multiple PSA products or services to a single vendor service or SKU. This process is known as many-to-one service mapping, and further details can be found below.
New Service Mapping
Manual mapping of new services in Reconcile™ is necessary when you setup a new vendor service.
To map a new service within your vendor, follow these steps:
- Configure the integration in Reconcile™ for the new service.
- Manually map the new service by clicking Update Service Mapping.
- Initiate a vendor sync to synchronize usage after mapping the new service.
Many-to-One Service Mapping
In service mapping, two main scenarios exist: One-to-one service mappings, and many-to-one service mappings. While one-to-one service mappings represent the ideal situation where each PSA product matches with a unique vendor SKU, billing can often be more complex, so requires many-to-one service mappings.
Note, we've paused the creation of "New Found Revenue" (NFR) cards for many-to-one service mappings to avoid generating incorrect NFR cards. 1:1 service mappings will still generate NFR cards, highlighting potential unbilled services.
Why Many-to-One Service Mappings?
Many-to-one service mappings are used when inconsistencies arise within your PSA products, particularly when you have multiple PSA products created for the same vendor SKU. These inconsistencies can occur for various reasons, like different naming conventions, different product configurations, or a lack of standardization.
While standardizing your PSA products is recommended, it may not always be feasible, especially in complex billing scenarios. Many-to-one service mappings handle these challenges by allowing you to map multiple PSA products to a single vendor SKU.
Many-to-One Service Mapping Scenarios
- Product Catalog Inconsistencies
In situations where you use a vendor SKU or count to reconcile multiple products, many-to-one service mappings simplify the process. For instance, if you offer various PSA products like "Workstations," "Total Workstations," and "Premium Workstations" all reconciled under the same vendor SKU, such as NinjaOne's "Total Workstations". - Tiered Services or Service Bundles
If your organization offers tiered service bundles with different list prices within contracts, many-to-one service mappings come in handy. For example, consider Bronze, Silver, and Gold packages, which share the same count for reconciliation but have distinct pricing. By mapping all three PSA products to a single vendor SKU, like NinjaOne's "Total Workstations," you get accurate billing while avoiding complexity in your client contracts. - Using a Vendor Source of Truth to Reconcile Other PSA Services or Products
In certain scenarios, you may rely on a particular vendor service to reconcile your client contracts. For instance, if you deploy Proofpoint Essentials to every managed user's mailbox and offer a managed user service bundle, you can map Proofpoint Essentials to reconcile your managed user service bundle.
Mapping a PSA Service or Product to Multiple Vendor Sources
In certain scenarios, you may need to map a service or product from your PSA to multiple vendor sources. For instance, if you purchase Webroot Endpoint Protection and SentinelOne but incorporate both Endpoint Detection and Response (EDR) solutions across your client contracts, only reselling one service (e.g., Endpoint Protection), you can map that service from your PSA to multiple different Vendor integrations. We will then synchronize usage across multiple vendors and aggregate that usage, allowing you to reconcile the one service, regardless if which vendor you sell the service to the client from.
You can find the connected vendors under the "Data Source" widget by clicking the "Details" tab of a connected service.
How to View and Update Service Mappings?
- Go to the Integrations page.
- Hover over the integration card you wish to configure.
- Click Configure.
- Choose Update Service Mapping.
- Delete service mappings by clicking the "x" icon on either the left (PSA side) or the right (Vendor side).
- Click Finish.
- Initiate a vendor sync by clicking Sync Now to synchronize usage for any new service mappings.
Note Any services not mapped within a vendor integration will not have their vendor usage synchronized into Reconcile™.
Important Note
Vendor usage will be synchronized only after the accounts and services are mapped from the vendor to your PSA records. For detailed instructions on connecting and configuring specific vendor integrations or CSV Import Profiles, please refer to the following links: