This is where you start to sync data across both the systems! Please ensure you've already completed the prerequisites defined in the Integration Setup Setup Process.
Data Sync Schedule
Data does not sync in real time, it occurs on automated schedules or when a user initiates a manual sync.
- Automatic Syncs - Will Take Place 3 Times Per Day, Monday - Friday at approximately 6:00 AM, 12:00 PM and 6:00 PM Local Time. Local time is determined during the setup process.
- Manual Syncs - By pushing the Sync Now option, the Sync job will enter the queue, this job will start in 1 hour or less.
- Timesheet Syncs - Timesheet workflow runs on a less frequent schedule to support payroll, syncing once per day after 1:00 AM Local Time. This can be synced manually as needed and will follow the rules described above.
Data Sync Direction
All data syncs from Sage into Assignar, the only exception is timesheets (which flows from Assignar into Sage). That means that even after the integration is up and running, the customer should not create the following items in Assignar: Fieldworkers, Projects, Work Orders, Activities, Clients, Roles and Equipment. Doing so will create integration and sync errors. Instead, the customer should create the corresponding entity in Sage Intact, and it will be synced over into Assignar.
Workflows
A workflow is essentially a data mapping between Assignar and Sage within a category. Each category can be controlled independently as a "workflow" and has some level of filtering/customization that can be applied.
Intacct Employees → Assignar Workers
This workflow copies Employee records from Sage Intacct into Assignar as a Worker.
Adding / Editing Employees and Departments in Sage:
- To access Employees in Sage:
- Company > Setup tab > Employee
- To access Department(s) in Sage:
- Company > Setup tab > Departments
Configuration:
***By default only (Active Status Employees) from Sage will sync into Assignar.
***The Assignar Integration will only sync (Field employees) from Sage, not office users.
Should you not want all (Active Status Employees) to flow into Assignar, then we do have two filter options based on the following conditions.
-
Department - Select which employees to sync into Assignar based on their assigned Department in Sage.
- Department Information is added on each employee profile via the department field in Sage Intacct. Assignar pulls from the name of the department.
-
Earning Type - Select which employees to sync into Assignar based on their assigned Earning Type in Sage.
- This filter type is not recommended, but it can be used if the customer absolutely needs it.
-
***Please note that (Changes) or (Updates) to a (Worker) must be made in Sage Intacct 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 Sage Intacct, 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.
-
Field Mapping
Intacct (Employees) |
Assignar (Fieldworkers) |
|---|---|
|
Employee ID |
Employee ID |
|
Status |
IsActive/Active |
|
Position |
Role |
|
DOB |
Birthdate |
|
Contact Mailing Information |
Address |
|
Employee Contact - Mobile Phone (Located under Additional Information) (If the Mobile Phone is not being used, the Integration will then pull from the Primary Phone field located under Contact Information) |
Mobile Phone |
|
GUID |
Integration_ID |
|
-- |
User Type (Fieldworker) |
|
-- |
Employment Type (Full Time) |
|
Employee Contact - First Name |
First Name |
|
Employee Contact - Last Name |
Last Name |
|
Employee Contact - Primary Email Address |
Email, Username |
Demo Video
Intacct Customers → Assignar Clients
This workflow copies Customer records from Intacct into Assignar as a Clients.
Adding / Editing Customers and Customer Types in Sage:
- To access Customers in Sage:
- Projects (sometimes called Jobs) > All tab > Customers
- To access Customer Types in Sage:
- Projects (sometimes called Jobs) > All tab > Customers > Setup Tab > Types
Configuration:
***By default only (Active Status Customers) from Sage will sync into Assignar.
Should you not want all (Active Status Customers) to flow into Assignar, then we do have a few filter options.
You can choose to filter based on the following conditions:
- All Active Customers - The Integration will sync any Sage Customers marked with an (Active Status) into Assignar.
- Active Customers on Active Projects - This filter will sync Active Customers only when they are attached to an (Active Projects). *The Project workflow must be enabled if this filter is selected.
-
Customer Type - Will sync Customers based on Customer Type field from Sage Intacct.
- Within Sage, navigate to Projects > Setup > Customers > Types
- Create a Customer type
- Apply the Customer Type to the Customers in Sage that you wish to import into Assignar
-
***Please note that (Changes) or (Updates) to a (Client) must be made in Sage Intacct 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 Sage Intacct, then you will need to mark the (Client) as (Inactive) in Assignar since the integration can only detect changes to an (Active status) (Customer).
Field Mapping
|
Intacct (Customer) |
Assignar (Client) |
|---|---|
|
Customer ID |
External ID |
|
Status |
Client Active |
|
Customer Name |
Client Name |
|
Address 1 |
Address |
|
City |
City |
|
State |
State |
|
Postal Code |
Zipcode |
|
Primary Contact Email |
|
|
Primary Phone |
Mobile |
|
GUID |
Integration_ID |
Demo Video
Intacct Project (Parent) → Assignar Project
This workflow copies Job Project records from Intacct into Assignar as Projects. Parent level projects in Sage become Projects in Assignar, where as child level projects in Sage become orders in Assignar.
Adding / Editing Projects, Project Types, and Status(s) in Sage:
- Projects:
- Projects (sometimes called Jobs) > Setup > Projects
- Project Type:
- Projects > Setup tab > Projects > Types
- Project Status
- Projects > Setup tab > Projects > Status
Configuration
***By default only "Active Jobs/Projects" from Sage will sync to Assignar.
You can choose to filter based on the following conditions.
-
Type - Choose to Sync Projects based on Job Type from Sage Intacct
- This can be added via Projects > Setup > Projects > Types
- Add the Type on a particular Project
- Utilize this Filter via the Integrations Hub in Assignar
-
Status - Choose to Sync Projects based on Job/Project Status from Sage Intacct
- This can be added via Projects > Setup > Projects > Status
- Add the Status to a particular Project
- Utilize this Filter via the Integrations Hub in Assignar
-
***Please note that (Changes) or (Updates) to a (Project) must be made in Sage Intacct on the (Parent Project)
-
- However, (Changes) or (Updates) will only push into Assignar if the (Parent Project) is in an (Active status) on both sides.
-
- ***Please note that if you mark a (Parent Project) as (Inactive) in Sage Intacct, then you will need to mark the (Project) as (Inactive) in Assignar since the integration can only detect changes to an (Active status) (Parent Project).
Field Mapping
|
Intacct (Job/Project) |
Assignar (Project) |
|---|---|
|
Customer |
Client Name |
|
Job Name |
Project Name |
|
Begin Date |
Start Date |
|
Job Manager |
Supervisors |
|
Job ID |
External ID |
|
Cost Codes |
Activities |
|
ID/GUID |
Integration ID |
Demo Video
Intacct Project (Child level) → Assignar Work Order
This workflow copies (Child level) Job/ Project records from Intacct into Assignar as Work Orders. Parent level projects in Sage become Projects in Assignar, where as child level projects (2nd level down) in Sage become orders in Assignar.
If an Order, is created directly in Assignar, the Order will not sync back to Sage. However, if that order is associated in Assignar to a project that was sync'ed over from Sage, then any timesheets on the Work Order will post to the parent project in Sage.
In Assignar, you can relate cost codes to Projects and Work Orders. However, the integration will only relate the parent level Intacct Project cost codes to the integrated Assignar Project; cost codes related to a child Project in Intacct will not map to the integrated Assignar Work Order. This has implications on the way time is reported back from Assignar to Sage; see the final section in this article for more details (Assignar Timesheets -> Intacct Timesheet Entries)
Adding / Editing (Child level) Job/ Projects in Sage:
- Projects:
- Projects (sometimes called Jobs) > Setup tab > Projects
- Project Type:
- Projects > Setup tab > Projects > Types
- Project Status
- Projects > Setup tab > Projects > Status
Configuration
***By default only "Active Jobs/Projects" from Sage will sync into Assignar.
You can choose to filter based on the following conditions.
- Type - Choose to Sync Work Orders based on their assigned Job Type from Sage Intacct.
- Status - Choose to Sync Work Orders based on the (Child Level) Job/Project Status from Sage Intacct.
-
***Please note that (Changes) or (Updates) to a (Work Order) must be made in Sage Intacct on the (Child Level Project)
-
- However, (Changes) or (Updates) will only push into Assignar if the (Child Level Project/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 (Child Level Project) as (Inactive) in Sage Intacct, then you will need to mark the (Work Order) as (Inactive) in Assignar since the integration can only detect changes to an (Active status) (Child Level Project).
Field Mapping
|
Intacct (Job/Project) |
Assignar (Work Orders) |
|---|---|
|
-- |
Work Order Type - Full |
|
Parent Job |
Project |
|
Customer |
Client |
|
Begin Date |
Start |
|
End Date |
End |
|
Job Manager And/Or Assignar Super |
Owner |
|
ID/GUID |
Integration ID |
|
-- |
Status (New) |
|
Description |
Description |
Demo Video
Intacct Labor Items → Assignar Roles
This workflow copies Sage Intacct Items (with an assigned GL group of Labor or Labour) from Intacct into Assignar as Roles since there is not a specific module in Sage for Roles.
Creating Labor Items in Sage Intacct
- Create a GL Group called Labor:
- Purchasing > Setup tab > GL Group from the Items section > Add > Create group named “Labor” or "Labour" (Australian spelling)
- Once the GL Group of Labor or Labour has been created, please create your Labor items / Roles as an (Item) in Sage Intacct and assign the Labor item / Role the GL Group of Labor or Labour.
- Accessing Items:
- Projects (sometimes called Jobs) > Overview > Items (the icon with stacked boxes)
Configuration
- ***By default the integration will look for Labor Items that have a status of (Active) in Sage Intacct and create them in Assignar as a Role.
- There are no available filter options for the Labor Items workflow at this time.
- ***In order for Intacct items to sync over to Assignar as roles, the labor item must have a GL group of Labor.
-
***Please note that (Changes) or (Updates) to a (Role) must be made in Sage Intacct on the (Labor Item)
-
- However, (Changes) or (Updates) will only push into Assignar if the (Labor Item/Role) is in an (Active status) on both sides.
-
- ***Please note that if you mark a (Labor Item) as (Inactive) in Sage Intacct, then you will need to mark the (Role) as (Inactive) in Assignar since the integration can only detect changes to an (Active status) (Labor Item).
Field Mapping
|
Intacct (Item, Type Labor) |
Assignar (Roles) |
|---|---|
|
Name |
Name |
|
ID |
Code, Ext ID |
|
GUID |
Integration ID |
Demo Video
Intacct Equipment Items → Assignar Assets
This workflow copies Sage Intacct Items (with an assigned GL group of Equipment) from Intacct into Assignar as Assets since there is not a specific module in Sage for Equipment.
Creating Equipment in Sage Intacct:
- Create a GL Group called Equipment:
- Purchasing > Setup tab > > GL Group from the Items section > Add > Create group named “Equipment”
- Once the GL Group of Equipment has been created, please create your Equipment / Assets as an (Item) in Sage Intacct and assign the Equipment the GL Group of Equipment.
- Accessing Items:
- Projects (sometimes called Jobs) > All > Items
Configuration
- There are no available filter options for the Equipment Items workflow at this time.
- ***In order for Items to sync over to Assignar, a GL Group named “Equipment” must be created.
- ***Please note: Equipment names must be unique within Sage in order to sync to Assignar properly. External ID in Assignar equals Item ID in Sage, and Equipment name in Assignar is Item name in Sage.
-
***Please note that (Changes) or (Updates) to a (Asset) must be made in Sage Intacct on the (Equipment Item)
-
- However, (Changes) or (Updates) will only push into Assignar if the (Equipment Item/Asset) is in an (Active status) on both sides.
-
- ***Please note that if you mark a (Equipment Item) as (Inactive) in Sage Intacct, then you will need to mark the (Asset) as (Inactive) in Assignar since the integration can only detect changes to an (Active status) (Equipment Item).
|
Intacct (Items) |
Assignar (Equipment) |
|---|---|
|
Type (Equipment) |
-- |
|
Name |
Name |
|
Extended Description |
Description |
|
Specification 1 |
License Plate |
|
Specification 2 |
Year, Make Model |
|
Specification 3 |
Serial # |
|
Item ID |
Ext ID |
Demo Video
Intacct Cost Codes → Assignar Activities
This workflow copies Cost Codes from Intacct into Assignar as Activities. These Activities are pulled directly from the “Standard Cost Code Catalog” menu within Intacct.
Editing Cost Codes in Intacct
- Project (sometimes called Job) > Setup tab > Standard Cost Code Catalog
Configuration
- Only "Active Cost Codes" from Sage Intacct Standard Cost Code Catalog will sync to Assignar".
- Active Cost Codes are brought over through the integration into Assignar regardless of their parent/child structure within Sage Intacct.
- However, Cost Codes are only associated to Assignar Projects from parent Intacct Projects (there is no association of Sage Intacct child Project Cost Codes to Assignar Work Orders) since all Active Cost Codes will be brought over into Assignar.
You can choose to filter based on the following conditions.
- Billable Cost Codes - Choose to Sync Cost Codes marked as Billable in Sage Intacct.
- Utilized Cost Codes - Choose to Sync Cost Codes marked as Utilized in Sage Intacct.
-
***Please note that (Changes) or (Updates) to a (Activity) must be made in Sage Intacct 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 Sage Intacct, 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).
Field Mapping
|
Intacct (Cost Codes) |
Assignar (Activities) |
|---|---|
|
ID + Name + Parent Name (up to 100 char) |
Activity Name |
|
Cost Code ID |
External ID |
|
GUID |
Integration ID |
Demo Video
Assignar Timesheets → Intacct Timesheet Entries
This workflow copies Timesheet records from Assignar into Intacct as Timesheet Entries.
Viewing Timesheets in Intact
- Project (sometimes called Job) > All tab > Approved Timesheets or My Timesheets
Configuration
By default only "Approved Timesheets" from Assignar will sync to Sage Intacct. The following configurations are required to set up this workflow. Timesheets sync ONCE per day at 1:00 AM Local Time.
Key information to review and consider:
Please review this section for Key information and things to consider.
- ***Timesheets do not send (Cost Type or Time type) into Sage from Assignar.
- These items can still be assigned once the time entries have been integrated into Sage.
- ***Timesheets do not send (Equipment Time) into Sage from Assignar, because Sage Intacct does not currently have an (Equipment) module.
- ***If a Work Order is created directly in Assignar, the Order will not sync back to Sage.
- However, if that order is associated in Assignar to a Project that was sync'ed over from Sage, then any timesheets on the Work Order will post to the (Parent Project) in Sage.
- ***The timesheets workflow only retrieves (approved) (not processed) timesheets for employees with an integration id.
- After retrieving the timesheets, the workflow then verifies the integration ids are valid in Sage. If an employee with an integration id doesn't exist in Sage, an error will be thrown to the error log.
- ***Any Cost Code reported in a timesheet must already exist on the (Parent Project) in Sage.
- It does not matter if Cost Codes are set on the (Child Project / Work Order) in Sage, however the Cost Codes must exist on the (Parent Project) in order for the timesheet to successfully sync from Assignar into Sage.
Project Configuration in Sage
- Navigate to: Project (sometimes called Job) > Setup tab > Configuration.
- Ensure that the option for Employee Position is not marked as required under the Timesheet Table Display. You can check the box for Use Employee Position, but you cannot check the Required box just to the right.
- Under the Track Time By, take note of which option you have selected, in the next step you will configure the Entry Grouping in Assignar to the option you have selected in Sage.
Timesheet Configuration in Assignar
- In Assignar, open the Sage integration and select Timesheets.
-
Timesheet Period - Select daily or weekly.
- If Weekly time, check in Sage which day the week begins on by navigating to Company > Setup > Configuration > Accounting > “Week Begins on”
- Match the above value with the timesheets workflow filter.
- Timesheet Week Begins - Choose the day of the week that represents the start for your weekly payroll process.
- Employee Default Role - If a role does not exist on a timesheet that also exists in Sage (i.e. existence of Ext. ID) then a default role will be chosen based on the filters within the timesheet workflow. (Still must be created via the GL Group of “Labor”. *This prevents sync failures because this field is required.
-
Entry Grouping - Choose how you would like your timesheet entries to be grouped based on the setup of your Sage Intacct environment.
- In Sage, navigate to: Project (sometimes called Job) > Setup tab > Configuration, and look at which of the 4 buttons under have been selected under the (Track Time By) section.
-
This must match between Sage and Assignar or time will not post.
Field Mapping
|
Assignar (Timesheet) |
Intacct (Timesheet Entries) |
|---|---|
|
Client |
Customer ID |
|
Work Order |
Job/Project ID |
|
Activity |
Cost Code |
|
(Obey Preference) |
Billable |
|
Role |
Item ID |
|
Location ID |
Location ID* |
|
Date |
Entry Date |
|
Total Time |
Quantity |