Acumatica Integration - Detailed Data Mapping / Data Workflow Filter Options

Introduction

This article describes the supported workflows for Assignar's Acumatica Integration. You will learn how data is synced, how fields are mapped for each workflow, and the configuration options available for each workflow.

Data Syncing

Once set up, the Assignar - Acumatica Integration will sync as described below. In addition to the automatic time-based data syncs, users can manually initiate a sync between these intervals, resulting in data being moved across the systems sooner.

• Automatic Syncs:
  • The Timesheet Workflow can auto sync new data into Acumatica up to 4 times a day every day of the week
    • You can select any or all of the following times:
      • 1:00AM, 6:00AM, 1:00PM, or 7:00PM (local time)
      • Please allow up to 45 minutes for the data to arrive in Acumatica from the selected time(s)
  • All other Workflows can auto sync new data into Assignar:
    • Monday - Friday at Midnight, 6:00AM, 12:00PM, 2:00PM, 6:00PM local time
    • Please allow up to 45 minutes for the data to arrive in Assignar from the posted time(s)
• Manual Syncs:
  • Can be run at any time of day, any day of the week.
  • Once a manual sync has been initiated, please allow up to 45 minutes for the data to arrive in the corresponding system depending on the Workflow

Re-Authorize Acumatica Integration

Once set up, the Assignar - Acumatica Integration will need to be Re-Authorized every 30 days.

• This is mandatory requirement from Acumatica which requires their customers to re-approve 3rd party integrations every 30 days.
• Please see the Support Article Re-Authorize Acumatica Integration for additional details and the steps to complete the Re-Authorization so that your integration can continue running without interruption.

Workflows

Below is a comprehensive list of the Assignar & Acumatica objects & field mappings.

Acumatica Customer → Assignar Client

*The integration will pull Customers from Acumatica when Customers are created under (Profiles>Customers)*

Filter Configuration Options: 

• ***By default All "Active Customers" from Acumatica will sync into Assignar. 
• You can choose to filter based on the following conditions:
  • Sync All Active Customers (Default)
  • Only Sync Active Customers that are on Active Projects
  • Or you can Filter by Class
    • If you choose to filter by Class, then a Sub Filter for Customer Class will appear. 
      • You will then be able to filter by Customer Class which is pulled from Acumatica based on what Customer Classes that you have created in Acumatica.
• ***Please note that (Changes) or (Updates) to a (Client) must be made in Acumatica on the (Customer)
  • • However, (Changes) or (Updates) will only push into Assignar if the (Customer/Client) is in an (Active status) on both sides.
• ***Please note that if you mark a (Customer) as (Inactive) in Acumatica, then you will need to mark the (Client) as (Inactive) in Assignar since the integration can only detect changes to an (Active status) (Customer). 

Acumatica (Organization) Equipment → Assignar Assets (Equipment)

*The integration will pull Equipment from Acumatica when Equipment is created under (Organization>Equipment)*

Filter Configuration Options: 

• There are currently no filter options for Assets.
• ***However, there is a built in filter where All "Active Equipment" from Acumatica will sync into Assignar.
  • This means that any Equipment marked as "Active" in Acumatica will automatically import into Assignar.
  • If you do not want a specific Equipment item to import into Assignar, please mark it as "Inactive" in Acumatica. 
• ***Please note that (Changes) or (Updates) to a (Asset) must be made in Acumatica on the (Equipment)
  • • However, (Changes) or (Updates) will only push into Assignar if the (Equipment/Asset) is in an (Active status) on both sides.
• ***Please note that if you mark a (Equipment) as (Inactive) in Acumatica, then you will need to mark the (Asset) as (Inactive) in Assignar since the integration can only detect changes to an (Active status) (Equipment). 

Acumatica Employees → Assignar Workers (Fieldworkers)

*The integration will pull Employees from Acumatica when Employees are created under (Organization>Employees)*

Filter Configuration Options:

• ***By default All "Active Employees" from Acumatica will sync to Assignar.
• Should you not choose to use the default, then you will have 3 filter options, (Class, Branch, and Department).
  • Class:
    • When selecting the Class filter, the integration will search in Acumatica for any Employees that have been assigned the specific Class that you selected.
      • This means that should you choose to use the Class filter, all of your employees in Acumatica will need to be assigned a Class or they will not import into Assignar.
  • Branch:
    • When selecting the Branch filter, the integration will search in Acumatica for any Employees that have been assigned the specific Branch that you selected.
      • This means that should you choose to use the Branch filter, all of your employees in Acumatica will need to be assigned a Branch or they will not import into Assignar.
  • Department:
    • When selecting the Department filter, the integration will search in Acumatica for any Employees that have been assigned the specific Department that you selected.
      • This means that should you choose to use the Department filter, all of your employees in Acumatica will need to be assigned a Department or they will not import into Assignar.

• ***Please note that (Changes) or (Updates) to a (Worker) must be made in Acumatica on the (Employee)
  • • Different from the other workflows, (Changes) or (Updates) will push into Assignar if the (Employee/Worker) is in an (Active or Inactive status) on both sides.
• ***Please note that if you mark a (Employee) as (Inactive) in Acumatica, the Integration will then detect this (Change) and mark the (Worker) as (Inactive / Archived) within Assignar.
  • • This process will only work for the (Employee/Worker) workflow.

Acumatica Projects → Assignar Projects

Filter Configuration Options:

• ***If a Project is made in Acumatica without an (End Date) then the Integration will auto populate an (End Date) in Assignar that matches the (Start Date). Do not worry, you can always update the (End Date) in Acumatica and it will then update Assignar.
•  
• There are currently no filter options for Projects.
• ***However, there is a built in filter where the Integration will look for any (Active Status Projects) with a (Customer assigned) in Acumatica and if both criteria are met, they will sync into Assignar.
  • This means that any Projects marked as (Active) and with a (Customer assigned) in Acumatica will automatically import into Assignar.
  • If you do not want a specific Project in Assignar, please mark it as "Inactive" in Acumatica. 

• ***Please note that (Changes) or (Updates) to a (Project) must be made in Acumatica on the (Project)
  • • However, (Changes) or (Updates) will only push into Assignar if the (Project) is in an (Active status) on both sides.
• ***Please note that if you mark a (Project) as (Inactive) in Acumatica, then you will need to mark the (Project) as (Inactive) in Assignar since the integration can only detect changes to an (Active status) (Project). 

Acumatica Project Tasks → Assignar Work Orders

Filter Configuration Options:

• ***By default All "Active Projects Tasks" from Acumatica will sync to Assignar. 
• ***If a Project Task is made in Acumatica without an (End Date) then the Integration will auto populate an (End Date) in Assignar that matches the (Start Date). Do not worry, you can always update the (End Date) in Acumatica and it will then update Assignar.
• However, you can choose to filter based on the following conditions:
  • Sync Project Tasks Marked as "Active" or "In Planning" in Acumatica
  • Only Sync Project Tasks Marked "Active" in Acumatica
  • You can also filter by Project Task Description
    • For Project Task Description you can use 1 of 2 sub filters to search for Project Tasks.
      • You can sub filter by Project Tasks that (INCLUDE) a key word that you manually type in the sub filter 
      • Or you can use a sub filter to search for Project Tasks that (START WITH) a key word that you manually type in the sub filter

• ***Please note that (Changes) or (Updates) to a (Work Order) must be made in Acumatica on the (Project Task)
  • • However, (Changes) or (Updates) will only push into Assignar if the (Project Task/Work Order) is in an (Active status) on both sides and if the (Work Order) in Assignar is in a status of (NEW).
• ***Please note that if you mark a (Project Task) as (Inactive) in Acumatica, then you will need to mark the (Work Order) as (Inactive) in Assignar since the integration can only detect changes to an (Active status) (Project Task). 

Acumatica (Non-Stock Items) Items → Assignar Tasks (Roles)

*The integration will pull Items from Acumatica when the Items are created under (Non-Stock Items) with with an (Item Type of Labor) assigned.

Filter Configuration Options:

• Acumatica Items will be pulled from the (Non-Stock Item) menu in Acumatica with an (Item Type of Labor). 
• You can choose to filter based on the following conditions:
  • Sync Labor Items
• Or you can Select Filter options which is a sub filter:
  • You can filter by Class: 
    • Using the Class filter will automatically pull in your Item Classes that you have created in Acumatica so that you can select which one that you want to filter from.
  • You can filter by Type:
    • Using the Type filter will pull Inventory Items based on their Type in Acumatica
  • You can filter by Posting Class:
    • Using the Posting Class filter, you can select a Posting Class that you have created in Acumatica
• There is also an option for a Sync Rule:
  • Under the Sync Rules you can choose to Automatically Sync Tasks to already synced Orders in Assignar.
    • ***The prerequisite for the Sync Rule is to have the Orders Workflow enabled

• ***Please note that (Changes) or (Updates) to a (Role) must be made in Acumatica on the (Non-Stock Item)
  • • However, (Changes) or (Updates) will only push into Assignar if the (Non-Stock Item/Role) is in an (Active status) on both sides.
• ***Please note that if you mark a (Non-Stock Item) as (Inactive) in Acumatica, then you will need to mark the (Role) as (Inactive) in Assignar since the integration can only detect changes to an (Active status) (Non-Stock Item). 

Acumatica Cost Codes → Assignar Activities

Filter Configuration Options:

• ***By default All "Active Cost Codes" from Acumatica will sync to Assignar. 
• You can choose to filter based on the following conditions:
  • Only Sync Cost Codes when attached to an active Work Order in Assignar otherwise known as a Project task in Acumatica.
  • Or Sync ALL “Active” Cost Codes
• In addition there is a Sync Rule that can be turned on. 
  • This Sync Rule will (Automatically Sync Activities to Projects) that have already been synced into Assignar.
    • Lastly, should you choose to use the (Automatically Sync Activities to Projects) sync rule, then you can sub filter by Account Groups which are created in Acumatica.
• ***The integration was designed around the use of Cost Codes. If the customer has not enabled Cost Codes in Acumatica, then all timesheets from Assignar will post to ProjectX. 

• ***Please note that (Changes) or (Updates) to a (Activity) must be made in Acumatica on the (Cost Code)
  • • However, (Changes) or (Updates) will only push into Assignar if the (Cost Code/Activity) is in an (Active status) on both sides.
• ***Please note that if you mark a (Cost Code) as (Inactive) in Acumatica, then you will need to mark the (Activity) as (Inactive) in Assignar since the integration can only detect changes to an (Active status) (Cost Code). 

Assignar Timesheets  → Acumatica Time Activities

*The integration will push Employee Timesheets from Assignar into Acumatica where they can be viewed in (Employee Time Activities)*

*The integration will push Equipment Timesheets from Assignar into Acumatica where they can be viewed in the (Equipment Time Card) menu

****It is important to note that Overtime Rules cannot be sent through the Timesheets Workflow. Overtime Rules will need to be added once the time is in Acumatica or your Payroll solution.

*Once a Timesheet has been Approved within Assignar, the Integration will then detect this and push the Timesheet into Acumatica. From there the Timesheet will need to be released

Filter Configuration Options:

• NOTE:
  • If a timesheet is created without a Project, Work Order, and Cost Code assigned in Assignar, the timesheet will post to the catch all ProjectX in Acumatica.
  • If the Project that the timesheet references doesn't exist in Acumatica, then the timesheet will post to the catch all ProjectX in Acumatica.
  • If a Work Order is not assigned to the timesheet in Assignar, the timesheet will then post to the catch all ProjectX in Acumatica.
  • If the timesheet cost code (activity) doesn't exist in Acumatica, then the timesheet will post to ProjectX in Acumatica, because that is the only project that allows time to be posted without a cost code.
    • The integration was designed around the use of cost codes. If the customer has not enabled cost codes in Acumatica, then all timesheets from Assignar will post to ProjectX. 
• You can choose to filter based on the following conditions:
  • Sync Approved Timesheets with
    • No Overtime Hours
    • Overtime Hours
      • ***It is important to note that Overtime Rules cannot be sent through the Timesheets Workflow. Overtime Rules will need to be added once the time is in Acumatica or your Payroll solution.
  • Sync Method
    • Manually
      • (If selected, Timesheets will not sync to Acumatica unless they are manually synced)
    • Automatic Daily
      • The Timesheet Workflow can auto sync new data into Acumatica up to 4 times a day every day of the week
      • You can select all or any of the following times:
        • 1:00AM, 6:00AM, 1:00PM, or 7:00PM (local time)
      • ***Please allow up to 45 minutes for the data to arrive in Acumatica from the selected time(s)
  • Sync Timesheets Submitted on or After
    • Select a date
  • Sync Timesheets Submitted on or Before 
    • Select a date
  • Sync Rules
    • Include Equipment Time
      • ***Can only be selected if "No Overtime Hours" option is selected. 
      • ***It is important to note that Overtime Rules cannot be sent through the Timesheets Workflow. Overtime Rules will need to be added once the time is in Acumatica or your Payroll solution.
    • Equipment Cost Code
      • Can be set to default or from any Active Cost Code that you synced in the previous workflow.