With SyncLinx and AccountLinx, you can quickly import information such as employees, locations, and cost codes from Acumatica into your ExakTime Connect system (via SyncLinx) and export your employee's time data from ExakTime Connect into Acumatica (via AccountLinx). This article will focus on the configuration and use of AccountLinx with Acumatica so you can export your time date into Acumatica. If you would like information on using SyncLinx with Acumatica, you can refer to the following dedicated article.

Please Note

This article assumes that you are familiar with Acumatica, Acumatica has been set up and  AccountLinx/SyncLinx has been installed and successfully connected to your ExakTime Connect database. If you need assistance with the installation and initial setup of AccountLinx/SyncLinx, you can refer to the following article.

If you have any questions or concerns during setup and/or use with Acumatica, you can contact us with the "Request Support" link at the top of the page and we will try to assist as best as possible. Keep in mind, however, that we are not Acumatica support and may lack the knowledge that Acumatica can offer. We will try to assist you as much as we are able, but there are aspects of Acumatica that are out of our area of expertise and your questions may be better served by Acumatica support or your trusted contact to assist.

As each company can set up its company file in unique ways, we have provided generic steps below to try to cover the basics and may not be able to address all scenarios. It is advised to read through all the steps for each section before proceeding to provide context.

Requirements

Connecting AccountLinx with Acumatica

• Go to Tools and click Exporter Settings.
• Click Configure.
• Enter the connection information for SyncLinx/AccountLinx.
  • Client Name - Acumatica client name that has the Client ID and the Client secret associated with it.
  • Username & Password - Credentials that are used for logging on Acumatica.
  • Acumatica URL - The URL that contains the instance name, for example, "http://localhost:9001/Acumatica2022"
  • Client ID - Generated by Acumatica on the Connected Applications screen
  • Client Secret - Generated by the user on Acumatica at the Add Shared Secret section
• Click Test Connection and make sure a connection is established.
• If successful, click Save.

Please Note: If the Client ID is changed, the client name needs to be updated, this validation makes sure that the user does not forget to change the Client Name when the Client ID is changed.

AccountLinx Export Settings for Acumatica

The Acumatica exporter for AccountLinx offers a variety of settings when exporting your time data to help tailor the time data to your company's needs. These settings are unique to AccountLinx and will not affect ExakTime Connect or Mobile. If any of the settings offered do not sound familiar to you, then you may not be using the setting in Acumatica and leave it as <None>. 

• Go to Tools and click Exporter Settings.
• Click Configuration.
• Adjust your Exporter Settings based on your company's needs from the tabs offered:
  General

  • Instance Name - The currently connected instance.
  • Tenant Name - The currently connected tenant. 
    • Resetting the connection will reset the connection for both SyncLinx and AccountLinx. 
  • Default Earning Codes for Regular/Overtime/Overtime2 - The default earning codes that will be used when exporting time records if there are no alternative mapping codes set for the employee, location, or cost code of a time record.
    • All earning codes must already exist in Acumatica. 
  • Map Earning Codes to - Associate alternate earning codes with your Employee, Location, Cost Codes, or None. 
    • If an entity has an alternate earning code assigned, the default warning code will not be used. If an entity does not have an alternate earning code assigned, the default earning code will be used. 
    • All earning codes must already exist in Acumatica. 
  • Labor Item - Associate the labor item with an Employee, Location, Cost Code, or None. Labor item mapping is required if the time record is not associated with the "None-Project". 
    • Default to Labor Item - Allows you to default to the specified labor item.
    • Default to Acumatica Employee Labor if enabled.
  • Certified Job - Associate the certified job with an Employee, Location, Cost Code, or None. 
  • Billable - Associate the Billable flag with an Employee, Location, Cost Code, or None.
  • WCC Code - Associate the WCC (Workers Class Compensation) Code with an Employee, Location, Cost Code, or None. 
  • Union Local - Associate the Union Local with an Employee, Location, Cost Code, or None. 
  • Cost Code - Associate the Cost Code with an Employee, Location, Cost Code, or None. 
  • Non-Project Code - This code will be used when exporting any time data with a Location that has been set to "Non-Project".

  

  Employee

  The "Employee" tab allows you to select positions to filters employee for the employee mapping screens.

  

  Cost Codes

  The "Cost Codes" tab allows you to filter your cost codes by task type and account groups for the cost code mapping screen.

  

  Locations

  The "Locations" tab allows you to choose if locations should be generated with a project or project and task.

  

  Comments/Notes

  Select type of notes or comments to include with the exported time record - Use the comments from an Employee, Location, Cost Code, or Time Record. Can also be set to None.

  Default description - This default description will be used when exporting time records that would not have a comment normally.

  Comments are required by Acumatica and will be entered into the Description column of the Employee Time Activities screen. If this option is set to "None", then the "Default description" entered on the Export Settings page will be used.

  

  API

  The "API" tab allows you to specify the batch size and API version. 

  

  Time Entry

  

  • Time Entry Status - Marks records as open or completed when they reach Acumatica.
  • Time Entry Time Zone - Time records will be exported to Acumatica with the selected time zone. 
  • Time Entry Validations - Exported records typically go through validation before the records are expected. Enabling this option will remove validation from project tasks to allow you to export Project Tasks of the same code but with different names.
• Save your changes to Exporter Settings.

Mapping Data

After setting up your Acumatica exporter settings, you will need to map your data in AccountLinx so the time data from AccountLinx will export to the matching entities in Acumatica. The mapping process is fairly consistent for all applications we integrate with some variations depending on your export settings.

If you are unfamiliar with the mapping process, you can refer to the following dedicated article.

With Acumatica, there are some considerations when mapping your data that you should keep in mind:

• Mapping Employees - Mapping employees will be performed for active workers from Acumatica.

  

• Mapping Locations:
  • When mapping Locations, you are mapping ExakTime Locations with Acumatica Active Projects. If a location should not be associated with an Active Project, the "Non-Project" option should be enabled. The "Non-Project" code will be used when exporting time data. 
  • If a location is mapped to an Active Project and Cost Codes have been enabled, then a cost code must be assigned as well. To export a time record without a cost code assigned, the location must be set to "Non-Project".
  • If a location has been set to Billable, the location must also be associated with an Active Project. A location cannot be set to billable and non-project. 

  

• Mapping Cost Codes:
  • When mapping cost codes, you are mapping ExakTime Cost Codes with Acumatica Project Tasks. AccountLinx will respect the relationship between Projects and Project Tasks of Acumatica as Acumatica requires that a Project Task belongs to a Project. If an exported time record has a combination of location and cost code mappings that do not respect Acumatica's Project and Project Task relationship, the time record will be rejected.
    
    • For example, Acumatica has Project A with only Task 1, 2 and 3. If you try to export a time record with Task 4 with a Location mapped to Project A, the record will be rejected.

  

Exporting Time Data

When your exporter settings and your mappings have been completed, you should be able to begin exporting your time data. The export process is fairly consistent for all applications we integrate with. For assistance with exporting time data, you can refer to the following dedicated article.

Reviewing Exported Time Data in Acumatica

While the steps below may not cover all scenarios of importing into Acumatica, they should cover the basics of what to expect.

If you need assistance, please feel free to contact us, but keep in mind that we are not Acumatica support. We will try to assist you as much as we are able, but there are aspects of Acumatica that are out of our area of expertise and your questions may be better served by Acumatica support or your trusted contact to answer/assist.

• Go to Time and Expenses.
• Go to the Time Tracking section and click Employee Time Activities.
• All time data exported from AccountLinx into Acumatica will be shown on the page with an "Open" for you to utilize as needed.

Troubleshooting Acumatica Integration

Connection Timeouts

Sometimes the Acumatica API will present a timeout error. AccountLinx will automatically retry to connect with the standard retry being 5 times with 1-second intervals. If this timeout error continues happening, you will need to try again later as the timeouts are outside of our control.

Server Internal Error

This message suggests there is a problem with the OData4 connection. This may be addressed in Acumatica by using the 'Restart Application' button on the Apply Update screen.

Be aware that during this operation, all running processes will be stopped and all unsaved data will be discarded. Because of this, it may be better to wait until after work hours to perform this action.

Activating Cost Codes

If Cost Codes are not activated as a default feature on Acumatica, you will receive the following message when trying to receive any cost code data:

You have insufficient rights to access the CostCode (PM209500) form.

You can activate cost codes by:

• Go to More Items, go to System Management, go to Licensing, and go to Enabled/Disable Features in Acumatica.

  

• Click the MODIFY button, mark the Cost Codes checkbox, and then click the ENABLE button to save your changes.

  

• After activating cost codes, it will be possible to display cost codes on AccountLinx.

Activating Union and Worker's Class Compensation Code

If Union and WCC Codes are not activated as a default feature on Acumatica, you will receive the following message when trying to receive any cost code data:

You have insufficient rights to access the UnionLocal (PM209700) form.
You have insufficient rights to access the WorkClassCompensationCode (PM209800) form.

Activating both features are done through the "Construction" feature.

You can activate "Construction" by:

• Go to More Items, go to System Management, go to Licensing, and go to Enabled/Disable Features in Acumatica.

  

• Click the MODIFY button, mark the Construction checkbox, and then click the ENABLE button to save your changes.

  

• After activating cost codes, it will be possible to display Unions and WCC Codes on AccountLinx.

Time Records Not Importing into Acumatica

If the user login used to connect AccountLinx with Acumatica lacks sufficient user permissions, it is possible that we are unable to export records from AccountLinx. 

This can be confirmed in Acumatica by navigating to Time and Expenses/Employee Time Activities with the user that was used to connect AccountLinx with Acumatica. If the user is only able to view their own data, then the user lacks permission(s) for other employees.

This can be addressed in Acumatica by:

• Create a user from the Users page of Acumatica.
• Create an employee with an email from the Employees page.
• Create an Employment History record with a position from the Employment History tab)
• Assign the employee as a linked entity to the user from the Users page.
• See all workgroups available for the company from the Company Tree page. This will show the hierarchy of the employees.
• Assign workgroups to the employee you created from the Company Tree Info tab of the Employees page.
• Access the Employee Time Activities page and you will be able to add time entries for all employees in the lower workgroups at the Company Tree level

If you want to add time cards for an employee that does not belong to any workgroup, you can update the employee's record to delegate to you by going to the Delegates tab for an employee record. 

Data Mapping Tables for Exporting
Time Data into Acumatica

Time Export From AccountLinx Acumatica API Compared With Business Bridge

Scroll horizontally to see additional rows and columns.