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Understanding Core HR to Acumatica

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David N

Keep your systems in sync, reduce data entry mistakes, and streamline your operations in the field and the office with Core HR and Acumatica. Integrations between both systems make it easy to manage employee data with features like:

  • Full round-trip synchronization between systems (Importing/Exporting employee and company information)
  • Push Core HR employee data to Acumatica to complete payroll
  • Keep Benefit Deductions, Direct Deposit, Taxes, and more in sync

Table of Contents

Compatibility

Arcoro supports the last two years of Acumatica versions. As new versions are officially released, support for older versions will be retired on a rolling schedule.

Integration Demonstration

To provide a better understanding of the integration, you can watch our demonstration video below.

Connecting to Acumatica

Creating a New Connection Application

Go to: Connected Applications Screen (More Items > Integration > Show All > Connected Applications)

Click and add a new record (Plus icon)

Acumatica_Connected_App.png

  1. Type the Client Name, for example: "ArcoroCoreHR"
  2. Select the Resource Owner Password Credentials on the Flow dropdown. This will be used for the API, allowing it to authenticate using the credentials.
  3. Select Add Shared Secret, this section will create the Client Secret

Acumatica_Add_Shared_Secret_popup.png

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

  1. Select the Save button and the Client ID key will be generated.

Acumatica_Client_ID.png

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.

Acumatica User Roles

The minimum roles requirement:

AcumiaticaUserRoles.png

Create API Login and Associate OData4 User Role

Go to the Users Page and:

  1. Add an API login
    For example: Arcoro API
  2. Attach OData4 User Role
    Under Allowed Roles select OData4 User
  3. Review screenshots for other items to set
    Save

This user needs the ability to create/update organizational employees as well as their employee payroll settings. i.se. benefits, compensation, direct deposit, taxes, etc.

Acumatica-Wiki-OData_Check.png

Connecting to Multi-Tenant Acumatica Account

If the account is a multi-tenant environment.
A connector is required for each tenant that you wish to sync
For example:
Arcoro account has 3 tenants, if all 3 were wishing to sync data, 3 connectors would be needed

Tenants.png

Arcoro Integrations Module Connectors Page

IntFx-Acumatica-Connector.png

  • Name: The name of the connector
  • 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
  • Username: Credentials that are used for logging on Acumatica
  • Password: Credentials that are used for logging on Acumatica
  • Tenant: If client has multiple tenants supply the tenant for this connector
  • Companies: Enter "Default" for now
  • API Minimum Version: Must be 22.200.001 or greater
  • Default Payroll Cash Account: May be 10200 as a default from Acumatica?

Troubleshooting

Common Problems

Timeouts

Sometimes Acumatica API throws a timeout error, Arcoro's Integration Module already has the retries for that, the standard retry is 5 times with an exponential retry and back off strategy.

If this continues to happen the customer will need to try again later, this is something that it is not on our control.

Data Mapping Fields

We offer data mapping tables for:

Some Core HR fields must be created/modified with the assistance of an Arcoro Integration Services Consultant such as "User Defined Field #s".

Things to Note

  • The data sync from Core HR to Acumatica will sync data to both the Employee record in Acumatica and the Employee Payroll Settings record within Acumatica. 

Employee

Things to Note

  • Only active employees and those terminated from January 1 of the previous year to the current date will be pulled over during the sync.
  • When a previously terminated employee is rehired, the integration will now use the hire date (not the termination date) as the rehire start date, and it will correctly update the employee's status to active in Acumatica.

Required fields are marked in RED.

Property Core HR Field Acumatica Field Acumatica EndPoint Notes/Rules
First Name First Name First Name employee  
Middle Name Middle Name Middle Name employee  
Last Name Last Name Last Name employee  
Address 1 Home Address 1 Address Line1 employee  
Address 2 Home Address 2 Address Line2 employee  
Address City Home City City employee  
Address State Home State State employee  
Address PostalCode Home Zip Code Postal Code employee  
Country Country Country employee  
Social Security Number Employee SSN SSN employee  
Marital Status Marital Status Undefined employee  
Date Of Birth Date of Birth DateOfBirth employee  
MainPhoneNumber Home Phone Home Phone employee  
EmployeeIdentifier Employee ID Employee ID employee  
EmailAddress Work Email Email employee  
EmployeeStatus Employee Status If Terminated - Set to Terminated - Else ignore employee  
EmployeeType Employee Type Employee Type payrollSettings  
BenefitStatus Benefit Status <Undefined> employee  
PayFrequency Pay Schedule Pay Group payrollSettings  
PayrollPayGroup Payroll Pay Group Class ID payrollSettings  
HireDate Hire Date If start reason is Rehire then the start date employee  
OriginalHireDate Original Hire Date Taking the oldest start date as the Hire Date employee  
TerminationDate Termination Date If Terminate is checked, take the most recent end date employee  
TerminationReason Termination Reason* Termination Reason employee *If Employee is Terminated
Title Title Title employee  
WorkPhone Work Phone Business 1, 2 or 3 (Priority order is 1 if no 1 then 2, if no 2 then 3 if no 3 - empty) employee  
CellPhoneNumber Mobile Phone Cell Phone employee  
WorkFax Work Fax Work Fax employee  
Department Department Department employee  
Location Facility 1 Name Branch employee  
Ethnicity EEOC Ethnicity Ethnicity (Payroll Tax Settings) payrollSettings  
EEOCOccupation EEOC Occupation Position (Employment History) employee  
EEOCWorkersComp EEOC Workers Comp DefaultWCCCode payrollSettings  
OvertimeExempt Overtime Exempt Exempt From Overtime Rules payrollSettings  
UDFL7 User Defined Field 7 Organizational Employee Class    
UDFL8 User Defined Field 8 Work Location    
UDFL9 User Defined Field 9 Rehire Eligible employee  
UDFL13 User Defined Field 13 DefaultUnion payrollSettings  
UDFL15 User Defined Field 15 Labor Item employee  

Federal Taxes

Required fields are marked in RED.

Property Core HR Field Acumatica Field Acumatica EndPoint Notes/Rules
FedTaxYear Year If Federal Tax Use 2020 W4 = "True" Then 2020, else 2019 payrollSettings  
FedTaxAllowances Allowances Federal Tax Allowances payrollSettings  
FedTaxAdditionalWithholding Additional Withholding Federal Tax Additional Withholdings payrollSettings  
FedTaxFilingStatus Filing Status Federal Filing payrollSettings  
FedTaxExempt Exempt Federal Tax Is Exempt payrollSettings  
FedTaxStartDate Start Date If Federal Tax Use 2020 W4 = "True" Then 01/01/2020, else 12/31/2019 payrollSettings  
FedTaxDependentsAmount Dependents Federal Tax Dependents payrollSettings  
FedTaxOtherIncome Other Income Federal Tax OtherIncome payrollSettings  
FedTaxDeductions Deductions Federal Tax Deductions payrollSettings  
FedTaxTwoJobs Two Jobs Federal Tax Two Jobs payrollSettings  

State Taxes

Required fields are marked in RED.

Property Core HR Field Acumatica Field Acumatica EndPoint Notes/Rules
StateTaxYear Year Use Hire Date, except AZ - default to 2023 payrollSettings Acumatica to Core HR only
StateTaxFilingStatus Filing Status Filing Status payrollSettings Acumatica to Core HR only
StateTaxFilingState Income Filing State Work Location State payrollSettings Acumatica to Core HR only
StateTaxAllowances Allowances Allowances payrollSettings Acumatica to Core HR only
StateTaxAdditionalWithholding Additional Withholding Additional Allowances payrollSettings Acumatica to Core HR only
StateTaxPercentDefined Percent Selected AZ only payrollSettings Acumatica to Core HR only
StateTaxExempt Exempt Exempt payrollSettings Acumatica to Core HR only
StateTaxStartDate Start Date Use Hire Date payrollSettings Acumatica to Core HR only

Direct Deposit

Things to Note

  • The integration has validation to prevent the use of the FEDWIRE payment method as a default payroll payment method in the connector to align with Acumatica’s deprecation of FEDWIRE. Users will see the error message “The Default Payroll Payment Method must be Check, Cash, or ACH” when attempting to save invalid configurations.
  • Active employees may trigger validation errors if they do not have at least one active Direct Deposit marked as "Gets Remainder".
  • Terminated employees will not trigger any validation errors for direct deposit requirements. 

Required fields are marked in RED.

Property Core HR Field Acumatica Field Acumatica EndPoint Notes/Rules
BankName Bank Name BankName (Payment) payrollSettings  
AccountNum Account Number Account Number payrollSettings  
RoutingNum Routing Number Bank Routing Number payrollSettings  
AccountType Deposit Account Type Type payrollSettings  
Amount Deposit Amount Amount payrollSettings  
Percent Deposit Percent Percent payrollSettings  
EDCode ED Code If it reads "Gets Remainder" checked - else unchecked payrollSettings  
EffectiveDate Start Date Last Modified Date Time payrollSettings  
ExpirationDate Stop Date End Date payrollSettings  
Priority Priority Sequence payrollSettings  

Compensation

Things to Note

  • Compensation records are selectively written based on the wage type:
    • Acumatica to Core HR - Only "Regular" wage type records are written.
    • Core HR to Acumatica - "Regular" wage type records are written or managed.
    • Non-"Regular" types will not trigger deactivation.
  • Annualized salary is rounded using "Banker's Rounding" (to the nearest penny) instead of to the nearest dollar.

Required fields are marked in RED.

Property Core HR Field Acumatica Field Acumatica EndPoint Notes/Rules
CompensationType Compensation Type If Unit of Pay states Hour then Hourly ELSE Salary (Yearly) payrollSettings  
PerPayRate Per Pay Rate Pay Per Period (Calculation to Annual when Salaried) payrollSettings  
PayRateTypeCode Pay Rate Type Code Earning Type payrollSettings  
PayRateStartDate Pay Rate Start Date Start Date payrollSettings  
PayRateEndDate Pay Rate End Date End Date payrollSettings  
PayRateIsAutoPay Pay Rate is Auto Pay Active payrollSettings  

Benefits and Fringe

Required fields are marked in RED, if any.

Property Core HR Field Acumatica Field Acumatica EndPoint Notes/Rules
DeductionCode Alt Code 1 Deduction Code payrollSettings  
DeductionCost Per Pay Deduction Amount "Deduction Amount / Deduction Percent If GRS - Percent" payrollSettings  
EffectiveDate Benefit Effective Date Last Modified Date Time payrollSettings  
ExpirationDate Benefit Expiration Date End Date payrollSettings  
FringeCode Alt Code 2 Deduction Code payrollSettings  
FringeAmount Per Pay Deduction Amount Contribution Amount / Contribution Percent payrollSettings  
EffectiveDate Benefit Effective Date Last Modified Date Time payrollSettings  
ExpirationDate Benefit Expiration Date End Date payrollSettings  
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