Sage Integration - Detailed Data Mapping / Enable Workflows

  • Updated

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. 

 

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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 Intacct into Assignar as a Worker.

Configuration

By default only "Active Employees" from Sage will sync to Assignar.  Assignar only sync's Field employees from Sage, not office users. 

You can choose to filter based on the following conditions.

  • Department - Select which employees to sync to Assignar based on assigned Department.
  • Earning Type - Select which employees to sync to Assignar based on Earning Type.
    • This filter type is not recommended, only use if the customer absolutely needs it.

Field Mapping

Intacct (Employees)

Assignar (Fieldworkers)

Employee ID

External ID

Status

IsActive/Active

Position

Role

DOB

Birthdate

Contact Mailing Information

Address

Employee Contact - Primary Phone

Contact 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

Editing Employees in Sage

  • To access employees:
    • Company > Setup tab > Employee
  • To access Department:
    •  Company > Setup tab > Departments

Demo Video

Intacct Customers → Assignar Clients

This workflow copies Customer records from Intacct into Assignar as a Clients.

Configuration

By default only "Active Clients" from Sage will sync to Assignar.  You can choose to filter based on the following conditions.

  • All Active Client - Will sync any sage client marked as Active to Assignar.
  • Active Clients with Active Projects - Will sync Active Clients when Syncing Projects Only.  *Must have project sync workflow enabled.
  • Customer Type - Will sync customers based on Customer Type field from Sage Intacct.

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

Email

Primary Phone

Mobile

GUID

Integration_ID

Editing Customers in Sage

  • To access Customers:
    • Projects (sometimes called Jobs) > All tab > Customers
  • To access Customer Types:
    • Projects (sometimes called Jobs) > All tab > Customers > Types

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.

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
  • Status - Choose to Sync Projects based on Job/Project Status from Sage Intacct

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

Editing Projects in Intacct

  • Projects:
    • Projects (sometimes called Jobs) > Setup > Projects
  • Project Type:
    • Projects > Setup tab > Projects > Types
  • Project Status
    • Projects > Setup tab > Projects > Status

Demo Video

Intacct Project (child) → Assignar Work Order

This workflow copies 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 over 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.

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 Work Orders based on Job Type from Sage Intacct.
  • Status - Choose to Sync Work Orders based on Job/Project Status from Sage Intacct.

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

Editing Projects in Intacct

  • Projects:
    • Projects (sometimes called Jobs) > Setup tab > Projects
  • Project Type:
    • Projects > Setup tab > Projects > Types
  • Project Status
    • Projects > Setup tab > Projects > Status

Demo Video

Intacct Labor Items → Assignar Roles

This workflow copies Labor Items from Intacct into Assignar as Roles.

Configuration

By default only "Active Labor Items" from Sage will sync to Assignar.  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.

Field Mapping

Intacct (Item, Type Labor)

Assignar (Roles)

Name

Name

ID

Code, Ext ID

GUID

Integration ID

Editing Labor Items in 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)
  • Accessing Items:
    • Projects (sometimes called Jobs) > Overview > Items (the icon with stacked boxes)

Demo Video

Intacct Equipment Items → Assignar Assets

This workflow copies Equipment Items from Intacct into Assignar as Assets.

Configuration

There are no filters for this workflow. In order for Items to sync over to Assignar, a GL Group named “Equipment” must be created. Please note that Sage Equipment Items must have unique names in order to sync to Assignar properly

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

Editing Equipment in Intact

  • Create a GL Group called Equipment:
    • Purchasing  > Setup tab > > GL Group from the Items section > Add > Create group named “Equipment”
  • Accessing Items:
    • Projects (sometimes called Jobs) > All > Items

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.

Configuration

Only cost codes that are defined at the parent level are brought over into Assignar. If a cost code is defined in Sage as the child of another cost code, it will not integrate over to Assignar. Only "Active Cost Codes" from Sage Intacct Standard Cost Code Catalog will sync to 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.

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

Editing Cost Codes in Intact

  • Project (sometimes called Job) > Setup tab > Standard Cost Code Catalog

Demo Video

Assignar Timesheets → Intacct Timesheet Entries

This workflow copies Timesheet records from Assignar into Intacct as Timesheet Entries. 

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.

Several notes on this workflow:

  • Timesheets are currently not bringing over Cost Type or Time type into Sage from Assignar. These items can still be assigned once the time entries have been integrated into Sage.
  • If an order is created directly in Assignar, the order will not sync over 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.

The “Entry Grouping” filter in the Integrations Hub must match how time is tracked in Sage and the Timesheet periods must match how time is tracked in Sage. You must configure this in 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.
  • Timesheet Week Begins - Choose the day of the week that represents the start for your weekly payroll process.
  • Employee Default Role - Choose an Employee Default Role to support a fallback option for incorrectly coded timesheet entries.  *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 radio buttons 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

Viewing Timesheets in Intact

  • Project (sometimes called Job) > All tab > Approved Timesheets

Demo Video

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