Initial Setup – Connection Screen

All fields need to be populated.

• Client Name: Acumatica client name that has the Client ID and the Client secret associated with it
• Username and Password: Credentials that are used for logging on to Acumatica
• Acumatica URL: The URL that contains the instance name, for instance: 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

Creating a New Credential on Acumatica

Go to: Connected Applications Screen (More Items > Integration > Show All > Connected Applications) Click and add a new record (Plus icon)

Type the Client Name and select the Resource Owner Password Credentials on the Flow dropdown, this is used for the API, so it is possible to authenticate using the credentials

After that click on Add Shared Secret, this section will create the Client Secret

It is not possible to get the "client secret" again after it is saved, for tests purpose, you can add the "client secret" to the description. Click on the OK button

After that click on the Save button and the Client ID key will be generated.

After adding the credentials everything should be working.

Note: If the Client ID is changed, the client's 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.

Set up Non-Project Code

Non-Project Code is used when a Connect Location does not need a project associated with it, Acumatica allows the user to choose what should be the code, it is possible to change it on the Project Preferences screen, can be accessed from the left menu, clicking on Construction, under the Preferences section the Project Preferences options will show.

Import

Import Options - Connection tab

In this tab, it is possible to set up the Connection with Acumatica by clicking on the Connection button, this will open the Connection Screen to add the credentials, after setting it up, the URL with the instance name will show below the button. If it needs to reset the connection, the Reset Acumatica Connection button will reset all your credentials on SLX.

Location Import

The checkbox Import Cost Codes per Location if its marked will do the Viewset between the imported Cost Code and the selected Location

Employees

After getting the connection set up, a list of active Acumatica Employees will be able to be imported as ET Employees.

Locations

After clicking on the Get Location button, it will display a list of active Acumatica Projects that it is possible to import, also it is possible to do the Viewset between the Project and the Project task that will be imported as ET Cost Codes if the checkbox Import Cost Codes per Location is marked.

Cost Codes

Clicking on the Get Cost Codes button, all active Project Tasks belonging to active Projects will display to be imported as ET Cost Codes.

Mappings

All the settings for Acumatica can be mapped to Employee, Location, Cost Code, or None. Mapping is a required process in AccountLinx to define what an ExakTime entity is the equivalent of an entity in your accounting/payroll application when exporting your time data. For example, employee "John Smith" may be known as employee "3598" in your other applications.

Alternative Earning Codes

Alternative Earning Codes can be mapped to Employee, Location, Cost Code, or None, this means if it is mapped to Employee, the user can put specific earning codes for the employee, and if it is exporting an employee that has earning code and one that does not have, the values for Default Earning Code will be associated to the employee that does not have the alternative.

Note: All the earning codes should exist in Acumatica, the API does not allow earning codes that do not exist in Acumatica

Comments

Comments are required in Acumatica, they go on the Description column in the Employee Time Activities screen, it is possible to get comments from Employee, Location, Cost Code, Time Record, or None, in this case, if are mapped to None, all the record will go with Default description, it is a required field in the Exporter Settings screen if the comment is mapped to Employee and the employee does not have a comment, the record will have the default description as the comment, but if the employee has a comment, the comment, the record will be exported with employee comment and not with the default.

Other Options

If a location is mapped to a project, and the Cost Code feature is enabled, Acumatica API does not allow sending a record without the Cost Code associated with the record, only it is possible to send a record without the cost code if the Connect Location it is flagged as Non-Project on the Location mapping screen.

For Billable, if a location is marked as a non-project, Acumatica API does not allow adding the record if it is marked as billable, in order to make a billable hour, the Connect Location must be mapped to a Project.

Employees

This screen gets all active employees from Acumatica.

Locations

The Location mapping screen will get the active Projects from Acumatica, if a Connect Location does not need to associate with any Acumatica Project, just check the Non-Project checkbox, and the API will be sent the Non-project code that is set up in the Exporter settings screen.

Cost Codes

The Cost Code mapping screen will load the Project's Tasks from Acumatica, each project task has it is own Project, Acumatica does not allow export data if the mapped Project Task does not belong to the mapped Project if a Connect Location does not have a project, does not need to map anything here, make sure that the correct task it been mapped to the correct project.

For instance, in Acumatica the user has a Project named "Project 1", and this project has the Tasks "task 1", "task 2" and "task 3" set in Acumatica, if the user tries to map "task 4" to a record that the Connect Location it is mapped to "Project 1", the API will reject the record, using "Project 1" is only is possible to choose "task 1", "task 2" or "task 3".

Export

To export data for Acumatica make sure all the entities and settings are mapped.

Union Local, Cost Code, WCC Code, and Labor Item have a combo box with the data loaded from Acumatica.

The exported data can be accessed in the Employee Time Activity screen.

It can be accessed in Time and Expenses at the left menu, on the Time Tracking section will show the Employee Time Activities option.

All the data exported from AccountLinx will have the Hold checkbox marked and the Status "Open".

Overtime and double time hours are sent as Overtime, on the OVERTIME it is possible to see the summed hours for the selected period.

Note: If the user needs to billable overtime hours, there is a checkbox called Billable Overtime in AccountLinx, this checkbox shows when in the Exporter Settings screen the user chooses the mapping for Billable, if it is not marked, the overtime hours will not go as billable in Acumatica.

Troubleshooting – Common Problems - Timeouts

Sometimes Acumatica API throws a timeout error, AccountLinx already has the retries for that, the standard retry is 5 times with 1 second as an interval, if this error continues happening, unfortunately, the customer will need to try again later, this is something that it is not on our control.

Activating Cost Codes

Cost Codes are not activated as a default feature on Acumatica, if the user tries to do a GET request, it will get this message:

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

The Cost Codes feature it is activated on the Enabled/Disable Features screen, from the menu on left just access More Items > System Management > Licensing > Enabled/Disable Features.

The first thing it needs to click on MODIFY button and mark the Cost Codes checkbox, to save it click on the ENABLE button.

After that it will be possible to display cost codes on AccountLinx.

Activating Union and Worker's Class Compensation Code

Unions and WCC Code are not activated as a default feature on Acumatica, if the user try to do a GET request, it will show these messages:

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

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

To activate both of them, it needs a feature named "Construction"

The Construction feature it is activated on the Enabled/Disable Features screen, the same for Cost Code, from the menu on left just access More Items > System Management > Licensing > Enabled/Disable Features.

The first thing it needs to click on MODIFY button and mark the Construction checkbox, to save it click on the ENABLE button.

After that, it will be possible to display Unions and WCC Code on AccountLinx.

Resetting Time Records

Resetting the time record on AccountLinx and sending it again will not update the record in Acumatica, it will add a new duplicated one, after resetting make sure that on Acumatica the data is deleted manually before sending it again.

Time export from AccountLinx Acumatica API compared with Business Bridge