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Integration Account and Service Mapping

A Comprehensive Guide to Account and Service Mapping

Overview

Account and Service mapping is an essential feature in optimizing the billing reconciliation process for your PSA products and DNSFilter services. This article explores the concepts of account and service mapping in detail.

Important Note

Vendor usage will be synchronized only after the accounts and services are mapped from DNSFilter to your PSA records.

Account Mapping

The Basics

The first page you will see here is your Accounts Mapping page. Here, we list every account that we have synced over from one of your vendors. The columns are ordered as such:

  1. The account name in that Vendor(DNSFilter) in the first column
  2. That accounts mapping status in the second column
  3. Which PSA account the Vendor account is mapped to in the third column

On this page, you can change the mapping for any Account from any integration, just by selecting the drop-downs available in the Vendor and PSA columns. 

Additionally, you have a visual indicator of all your accounts and service lines in the Status column, which will let you know if an account or service is mapped or not, and additionally gives you the option of setting an item to be Excluded, which will remove it from your dashboard. 

New Account Mapping

Automatic mapping doesn't happen after the initial configuration, enabling the intentional exclusion of specific accounts for usage synchronization. Therefore, manual mapping of new accounts is necessary during onboarding or provisioning of a new account in DNSFilter.

  1. When onboarding a new account within DNSFilter, open the billing configuration. (Data Settings > Integration)
  2. Manually map the new account by clicking "Update Account Mapping."
  3. Initiate a sync by pressing finish 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 service usage from multiple accounts onto a single invoice, you could create these accounts similarly in your PSA and then set the "bill-to" customer to the parent account, leveraging custom invoice templates in your PSA. Other potential workarounds exist, but they vary based on your PSA.

    Missing Account Mapping: DNSFilter Units are Blank on Mapped Service

    A common reason for unsynchronized 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 the billing tool and click the "Details" 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 navigate to the integration configuration and update the mappings accordingly. Remember to push a sync after updating account or service mappings to fetch the usage for the new mappings.

    How to Ignore Syncing Usage for an Account?

    If you prefer not to synchronize usage for a specific account, you can adjust the vendor integration settings. Simply navigate 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 the tool. 

    How to View and Update Account Mappings?

    1. Navigate to the Data Sources > Integrations page.
    2. Select "Update Account Mapping".
    3. Adjust mappings as you see fit.
    4. Click "Finish".
    5. Initiate a vendor sync by clicking "Sync Now" to synchronize usage for any new account mappings.

    Note that any accounts not mapped within the integration will not have their vendor usage synchronized into the billing tool. 

    Service Mapping

    The Services page in the Mapping menu shows all Services that we have synced in from your integrated Vendor.

    It works exactly like the Accounts page, with the exception that in the Services page, we will display multi-mapped services. For a full list of all PSA services that may be mapped to a Vendor service, simply select the drop-down with the PSA services in it. 

    The columns are ordered as such:

    1. The service name in that Vendor(DNSFilter) in the first column
    2. That service mapping status in the second column
    3. Which PSA service the Vendor service is mapped to in the third column

    New Service Mapping

    Manual mapping of new services is necessary when you provision a new service in DNSFilter.

    To map a new service within your, follow these steps:

    1. Configure the integration for the new service(Data Settings > Integration)
    2. Manually map the new service by clicking "Update Service Mapping."
    3. Initiate a vendor sync to synchronize usage after mapping the new service.

    Many-to-One Service Mapping

    In the realm of service mapping, two primary scenarios exist: 1:1 service mappings and many-to-one service mappings. While 1:1 service mappings represent the ideal situation where each PSA product aligns with a unique vendor SKU, the billing landscape can often be more complex, necessitating many-to-one service mappings.

    Note that 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 employed when inconsistencies arise within your PSA products, particularly when you have multiple PSA products created for the same vendor SKU. These inconsistencies can occur due to various reasons, including different naming conventions, variations in 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 accommodate these challenges by allowing you to map multiple PSA products to a single vendor SKU.

    Many-to-One Service Mapping Scenarios

    1. 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,  many-to-one service mapping enables you to track and bill these products without redundancy efficiently.
    2. Tiered Services or Service Bundles
      If your organization offers tiered service bundles with different list prices within client 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 structures. By mapping all three PSA products to a single vendor SKU, you can ensure accurate billing while avoiding unnecessary complexity in your client contracts. Notably, in this scenario, only one of these products typically exists in the client contract.

    How to View and Update Service Mappings?

    1. Navigate to the Data Sources > Integrations page.
    2. Select "Update Service Mapping".
    3. Adjust mappings as you see fit.
    4. Click "Finish".
    5. Initiate a vendor sync by clicking "Sync Now" to synchronize usage for any new account mappings.

    Note: Any services not mapped within the integration will not have their vendor usage synchronized with the billing tool.