Acumatica Integration - Detailed Data Mapping / Data Workflow Filters

  • Updated

Before you start

  • The Acumatica Integration is implemented via our Integrations Hub, a platform that allows for intuitive & flexible set-up & management of your integrations with 3rd party systems
  • This is a paid additional feature of Assignar. Please reach out to your Assignar rep for pricing

 

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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

Acumatica (Customer)

Assignar (Client)

Customer ID External ID
Status Client Active
Account Name Client Name
Address Line 1 Address
City City
State State
Postal Code Zipcode
Account Email Email
Phone 1 Mobile
Phone 2 Office Phone
GUID Integration_ID

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.

Acumatica Equipment → Assignar Assets (Equipment)

Acumatica (Equipment)

Assignar Assets (Equipment)

Description

Description

Equipment ID

Equipment Name

Equipment ID

External ID

GUID

Integration_ID

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. 

Acumatica Employees → Assignar Workers (Fieldworkers)

Acumatica (Employees)

Assignar Workers (Fieldworkers)

Employee ID

Employee ID

Status

IsActive/Active

First Name

First Name

Last Name

Last Name

Phone1

ContactPhone/Contact

Email

Email

Address Line 1

Address

City

Suburb

State

State

Postal Code

Postcode

GUID

Integration_ID

--

User Type (Fieldworker)

--

Employment Type (Full Time)

Email

Username

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.

Acumatica Projects → Assignar Projects

Acumatica (Project)

Assignar (Project)

Start Date

Start

Project ID

Project External ID

Project ID - Description

Project Name

GUID

Integration_ID

End Date

End

Customer

Client

Address Line 1, City, State, Postal Code

Project Address

Filter Configuration Options:

  • There are currently no filter options for Projects.
  • ***However, there is a built in filter where All "Active Projects" from Acumatica will sync into Assignar.
    • This means that any Projects marked as "Active" in Acumatica will automatically import into Assignar.
    • If you do not want a specific Project in Assignar, please mark it as "Inactive" in Acumatica. 

Acumatica Project Tasks → Assignar Work Orders

Acumatica (Project Tasks)

Assignar (Work Order)

ID (Guid)

IntegrationID

Project ID

Project

Task ID

WO Number

Status

Status

Description

Job Description

Planned Start Date

Start Date

Planned End Date

End Date

Customer

Client

Filter Configuration Options:

  • ***By default All "Active Projects Tasks" from Acumatica will sync to 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

Acumatica Items → Assignar Tasks (Roles)

Acumatica (Items)

Assignar Tasks (Roles)

ID (Guid)

IntegrationID

Description

Role Name

Inventory ID

External ID

Filter Configuration Options:

  • Acumatica Items will be pulled from the (Non-Stock Item) menu in Acumatica. 
  • 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

 

Acumatica Cost Codes → Assignar Activities

Acumatica (Cost Code)

Assignar (Activities)

ID (Guid)

IntegrationID

Cost Code (ID)

External ID

Description

Activity Name

--

Status (Active)

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.

Assignar Timesheets  → Acumatica Time Activities

Assignar (Timesheets)

Acumatica (Time Activities)

IntegrationID

ID (GUID)

Project Integration ID

Project ID

Order Integration ID

Task ID

Timesheet ID - Activity Name (Job Description)

Summary

Total Time

Time Spent

Cost Code/Activity (Ext ID)

Cost Code

Order IntegrationID

Project Task

User Role (Ext ID)

Labor Item

--

Released (T/F)

Filter Configuration Options:

  • You can choose to filter based on the following conditions:
    • Sync Approved Timesheets with
      • No Overtime Hours
      • Overtime Hours
        • ***If Overtime Hours is selected, then you cannot send Equipment Time through the Integration 
    • 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. 
        • ***If you choose to have Overtime hours, then Equipment Time cannot be sent through the Integration and will need to be done manually.
      • Equipment Cost Code
        • Can be set to default or from any Active Cost Code that you synced in the previous workflow. 

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