Acumatica Integration - Prerequisite Configuration / Clean Up Steps

Before you start

*The diagram below represents the way that data can flow between the two systems.*

Important / Key Information:

• ***Please note that your Acumatica Environment must be set to run 24/7. If your Acumatica Environment is set to reboot or restart on a regular basis, this will result in the integration breaking and need to be re-authenticated.***
• Please note that Acumatica will be the source of truth in regard to the Integration for all features excluding Timesheets as dictated by the Feature set map above.
  • ***It is very important to note that if you need to add or modify any data piece that has already synced from Acumatica into Assignar after the integration has been enabled, then you will need to make those changes in Acumatica since it is the source of truth and the change will be automatically pushed into Assignar. 
    • ***Please see the Acumatica Integration - Detailed Data Mapping / Data Workflow Filter Options for specific details about each workflow.
      
      • Now if you accidentally make a change or add one of the data pieces in Assignar after the integration has been enabled, then that change will temporarily break the integration for that specific feature and require a true up process to fix it. 
        • A true up process is where our Customer Support team will re-calibrate the integration for the specific workflow. The re-calibration can take anywhere from a few hours to weeks to complete depending on how much data was affected. 
  • In regard to Timesheets, Assignar is the source of truth, meaning that if you ever need to modify timesheet data, then you will need to make that change in Assignar and it will be automatically pushed into Acumatica.
• ***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.
• ***Prior to the Integration Configuration Call, we will need you to create an Assignar Integration User in Acumatica. We will be using this User's email and password when Authenticating the integration within Assignar after granting permissions.
  • This user will need to have a new / unused email address. 
  • Do not worry about permissions since we will be configuring them together on our Integration Configuration call. 
  • When creating the user, we recommend making the name (Assignar Integration User) for ease of locating it when we assign permissions***Please note that your Acumatica Environment must be set to run 24/7. If your Acumatica Environment is set to reboot or restart on a regular basis, this will result in the integration breaking and need to be re-authenticated.***
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Employees (Acumatica) –—> Workers / Fieldworkers (Assignar)

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

• As we previously mentioned and shown on the feature set map Employees will flow from Acumatica into Assignar as Workers. 
• What this means is that Acumatica will be the source of truth for the Integration.
• Since Acumatica will be the source of truth in regard to the Integration, we recommend that you go into Acumatica and clean up / configure your Employees prior to the Integration being enabled.

Items to Review / Modify in Acumatica for Employees:

• ***All Employees that will be submitting time through the integration will need to be added to the Acumatica (Company Tree). 
  
  • We typically recommend creating an additional workgroup called (Employees) under the (Assignar Integration) workgroup which we will create on our configuration call together.
  • The reason that this (Employees) workgroup needs to be created will all employees who will be submitting time and underneath the Integration workgroup is to ensure that the (Assignar Integration User) has full permissions. (Please see the attached screenshot as a reference)

• By default ALL Employees in an (Active) status in Acumatica will sync into Assignar.
  • If you do not want a specific Employee to sync into Assignar, please make sure that they are in an (Inactive) status in Acumatica prior to the Integration Configuration.
• Now in addition to only (Active) status Employees syncing into Assignar, you will be able to select additional Employee filters to have a specific set of (Active) status Employees sync from Acumatica into Assignar as opposed to ALL Employees in an (Active) status.
• Your filter options will be to (Filter by Class, by Branch, and by Department) 
  • Should you wish to filter your Employees by Class, Branch, or Department, then you will need to create those preferences in Acumatica and be sure to assign the preference to each Active Employee that you wish to import into Assignar.
    • Example: If you choose to filter your (Active) Employees by Class, then you will need to create a Class in Acumatica and assign the Class to the Employees that you wish to see in Assignar.
  • Now if an Employee(s) is in Acumatica and is in an Active status, but not assigned one of those preferences, they will not pull into Assignar.
    • So should you choose to use one of the 3 filters and forget to assign the preference to an (Active) Employee in Acumatica, they will not pull into Assignar until they are assigned that specific preference that you chose. 

Projects (Acumatica) –—> Projects (Assignar)

• As shown on the feature set map Projects will flow from Acumatica into Assignar as Projects. 
• What this means is that Acumatica will be the source of truth for the Integration.
• Since Acumatica will be the source of truth in regard to the Integration, we recommend that you go into Acumatica and clean up / configure your Projects prior to the Integration being enabled.

Items to Review / Modify in Acumatica for Projects:

• Unlike the Employee / Worker workflow there are no special filters that need to be set up in Acumatica prior to Integration configuration in regard to Projects.
• However, there is the same built-in default filter where All (Active) status Projects from Acumatica will sync into Assignar. 
  • If you do not want a specific Project to sync into Assignar, please make sure that they are in an (Inactive) status in Acumatica prior to the Integration Configuration.

Project Tasks (Acumatica) –—> Work Order (Assignar)

• As shown on the feature set map Projects Tasks will flow from Acumatica into Assignar as Work Orders. 
• What this means is that Acumatica will be the source of truth for the Integration.
• Since Acumatica will be the source of truth in regard to the Integration, we recommend that you go into Acumatica and clean up / configure your Project Tasks prior to the Integration being enabled.

Items to Review / Modify in Acumatica for Project Tasks:

• By default ALL Project Tasks in an (Active) status in Acumatica will sync into Assignar.
  • If you do not want a specific Project Task(s) to sync into Assignar, please make sure that they are in an (Inactive) status in Acumatica prior to the Integration Configuration.
• Aside from the default filter to sync all (Active) status Project Tasks you can choose to filter Project Tasks that are either Marked as (Active) or (In Planning) in Acumatica.
  • This means that you will need to make sure that any Project Tasks that you wish to see in Assignar are either in an (Active) status or (In Planning) 
  • Regardless which of the two filters that you choose, we will have an additional sub-filter option that will sort Active Project Tasks by their Project Task Description in Acumatica
    • Should you choose to use the subfilter and filter Project tasks by their Project Task Description, then we would recommend to add in a Project Task Description on our Project Tasks in Acumatica.

Cost Codes (Acumatica) –—> Activities (Assignar)

• As shown on the feature set map Cost Codes will flow from Acumatica into Assignar as Activities. 
• What this means is that Acumatica will be the source of truth for the Integration.
• Since Acumatica will be the source of truth in regard to the Integration, we recommend that you go into Acumatica and clean up / configure your Cost Codes prior to the Integration being enabled.
• ***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. 

Items to Review / Modify in Acumatica for Cost Codes:

• By default ALL Cost Codes in an (Active) status in Acumatica will sync into Assignar.
  • If you do not want a specific Cost Code(s) to sync into Assignar, please make sure that they are in an (Inactive) status in Acumatica prior to the Integration Configuration.
• Aside from the default filter to sync all (Active) status Cost Codes you can choose to filter Cost Codes only when they are attached to an Active Project Task in Acumatica.
• In addition, you can filter Cost Codes to automatically sync when they are attached to an already synced Project.
  • Should you choose to automatically sync Cost Codes to an already synced Project, then you will have an additional option to filter by those Cost Codes by Account Groups.
  • Account Groups will need to be created in Acumatica Prior to the Integration Configuration. 

Customers (Acumatica) –—> Clients (Assignar)

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

• As shown on the feature set map Customers will flow from Acumatica into Assignar as Clients. 
• What this means is that Acumatica will be the source of truth for the Integration.
• Since Acumatica will be the source of truth in regard to the Integration, we recommend that you go into Acumatica and clean up / configure your Customers prior to the Integration being enabled.

Items to Review / Modify in Acumatica for Customers:

• By default ALL Customers in an (Active) status in Acumatica will sync into Assignar.
  • If you do not want a specific Customer(s) to sync into Assignar, please make sure that they are in an (Inactive) status in Acumatica prior to the Integration Configuration.
• Aside from the default filter to sync all Customers in an (Active) status you will have the option to filter (Active) Customers that are on (Active) Projects
• Or you will be able to filter (Active) Customers by Customer Class
  • Should you choose to filter by Customer Class, then you will need to create the Customer Classes in Acumatica and assign the Customer Class to the Customer.

Inventory Items (Acumatica) –—> Tasks / Roles (Assignar)

*The integration will pull Items from Acumatica when the Items are created under (Non-Stock Items)*

• As shown on the feature set map Inventory Items (more specifically Non-Stock Items) will flow from Acumatica into Assignar as Tasks/Roles. 
• What this means is that Acumatica will be the source of truth for the Integration.
• Since Acumatica will be the source of truth in regard to the Integration, we recommend that you go into Acumatica and clean up / configure your (Non-Stock Items) prior to the Integration being enabled. 

Items to Review / Modify in Acumatica for Inventory Items (Non-Stock Items):

• By default ALL (Non-Stock Items) in an (Active) status in Acumatica and with an (Item Type of Labor) will sync into Assignar.
  
  • If you do not want a specific (Non-Stock Item) to sync into Assignar, please make sure that it is in an (Inactive) status in Acumatica prior to the Integration Configuration.
• Should you choose to sync (Non-Stock Items) that do not only have an (Item Type of Labor), then you can select to filter the (Non-Stock Items) by Class, Type, or Posting Class.
  • Should you choose to filter (Non-Stock Items) by Class: 
    • Then you will need to create the Item Classes in Acumatica and assign the Item class to the (Non-Stock Items) that you wish to see in Assignar. 
  • Should you choose to filter (Non-Stock Items) by Item Type:
    • Then you will need to create the Item Type in Acumatica and assign the Item Type to the (Non-Stock Items) that you wish to see in Assignar. 
  • Should you choose to filter (Non-Stock Items) by Posting Class:
    • Then you will need to create the Posting Class in Acumatica and assign the Posting Class to the (Non-Stock Items) that you wish to see in Assignar. 

(Organization) Equipment (Acumatica) –—> Assets (Assignar)

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

• As shown on the feature set map Equipment will flow from Acumatica into Assignar as Assets. 
• What this means is that Acumatica will be the source of truth for the Integration.
• Since Acumatica will be the source of truth in regard to the Integration, we recommend that you go into Acumatica and clean up / configure your Equipment prior to the Integration being enabled.

Items to Review / Modify in Acumatica for Inventory Items (Non-Stock Items):

• By default ALL Equipment that is in an (Active) status in Acumatica will sync into Assignar.
  
  • If you do not want a specific piece of Equipment to sync into Assignar, please make sure that it is in an (Inactive) status in Acumatica prior to the Integration Configuration.
• There are no additional filters or configuration steps for Equipment.

Timesheets (Assignar)–—> Employee Time Activities (Acumatica)

• ***It is important to note that Timesheets are the only feature that will flow from Assignar into Acumatica. 
• What this means is that Assignar will be the source of truth for the Integration.
• Since Assignar will be the source of truth in regard to the Integration, there will not be any prerequisite configuration or clean up needed in Acumatica. 
• ***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.
• ***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.