AccountLinx is an application we offer that bridges the gap between Foundation and ExakTime Connect. With AccountLinx, you can:

• Data map between corresponding entities of ExakTime and Foundation.
• Enable various settings to help tailor your time data for Foundation.
• Export time data from ExakTime Connect into a compatible file to import into Foundation for reporting, payroll, and more.

SyncLinx is the other half of AccountLinx and allows you to import your Foundation entities into ExakTime to limit duplication of effort. If you would like steps on setting up SyncLinx and importing your Foundation entities, refer to our article that covers connecting the applications and the importer settings.

If you have any questions or concerns during setup and/or use, 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 Foundation support. We will try to assist you as much as we are able, but there are aspects of the Foundation that are out of our area of expertise and your questions may be better served by Foundation support or your trusted contact to answer/assist.

As Foundation allows flexibility to fit various needs, we cannot take every unique setup into account. It is advised to read through this article before setting up SyncLinx/AccountLinx to understand what is needed ahead of time.

Table of Contents

• Selecting Foundation as your Exporter
• Exporter Settings for Foundation
• Data Mapping
  • Special Considerations for Using Phases
• Exporting Time
• Import Time Data into Foundation

Selecting Foundation as your Exporter

1. Go to Tools and click Exporter Settings.... 
2. The Exporter Settings window should open. Click Select Exporter.... 
3. A window with a list of available exporters should open. Select "Foundation" and click OK.

Exporter Settings for Foundation

The Foundation 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 Foundation and leave it as <None>.

1. Go to Tools and click Exporter Settings.... 
2. The Exporter Settings window should open. Click Configure....
3. The Configuration window should open. You should see the following options:
   • Regular Pay Code - This pay code will be used when exporting your time data for any overtime hours worked by an employee. This should match the overtime pay code from Foundation.
   • Overtime 1 Pay Code - This pay code will be used when exporting your time data for any overtime hours worked by an employee. This should match the overtime pay code from Foundation.
   • Overtime 2 Pay Code - This pay code will be used when exporting your time data for any doubletime/premium hours worked by an employee. This should match the doubletime/premium pay code from Foundation.
   • Map Earning Codes to - Associate an alternate earning code with an ExakTime employee, location, or cost code. The alternate earning codes entered should match your Foundation earning code.
     • This is generally used to help differentiate if an employee should receive a different pay type depending on who it is, where they worked, or what they did.
     • For more information about alternate earning codes and how they should be used, you can refer to the following article.
   • Map Phase to - Associate a phase with an ExakTime employee, location, or cost code. The phase should match the Foundation phase. 
     • If you are unsure how phases would be used with ExakTime, refer to the following section.
   • Map Trade Number to - Associate a trade number with an ExakTime employee, location, or cost code. The trade number should match the Foundation trade number.
   • Map Pay Rate to - Associate a pay rate with an ExakTime employee, location, or cost code. 
4. Click OK on the Configuration window and click OK on the Exporter Settings window to return to the main page of AccountLinx.
5. Click the appropriate "Map Employee/Location/Cost Code/Equipment" option to see the columns from the options enabled in Step 3.

Data Mapping

Data mapping allows you to map your ExakTime entities and complete additional fields so the AccountLinx time data export matches the corresponding Foundation entities. Refer to the following article if you are unfamiliar with mapping your data in AccountLinx.

Special Considerations for Using Phases

Phases are a field that can be included in AccountLinx exports that may require additional setup depending on how you are interpreting the data in Foundation. Phases are commonly used with cost codes, but could be used for employees or locations, as well.

When phases are enabled for an entity, a "Phases" column will be added to the respective Mapping window for you to enter the respective phase code. When the entity is exported from AccountLinx, it will include the respective phase code for the time data.

Depending on how you track phases in Foundation, you may need to enter duplicate/similar cost codes to accommodate additional data tracking.

For example, you may typically have three cost codes:

• Cost Code 1
• Cost Code 2
• Cost Code 3

But you may also have a situation where the same three cost codes are also used across two different phases. While this could be interpreted as the same cost codes with different phases, AccountLinx is not able to export the data based on variables (if X happens, use phase 1, if Y happens, use phase 2, etc.). If you were to track the cost code occurring across the two phases, you may need to create additional cost codes manually resulting in:

• Cost Code 1 Phase 1
• Cost Code 1 Phase 2
• Cost Code 2 Phase 1
• Cost Code 2 Phase 2
• Cost Code 3 Phase 1
• Cost Code 3 Phase 2

We understand that this may require additional setup in ExakTime and AccountLinx to accommodate tracking the necessary data, it may be necessary to ensure you can track in detail.

If you are unsure how to best set up AccountLinx for your company's needs, feel free to contact us with the "Request Support" link at the top of the page. Please provide with us a detailed breakdown of what you are trying to track so we can better understand your needs and offer suggestions/solutions. 

Exporting Time

After mapping your entities, you can export your time data into a compatible file to import into Foundation. Refer to the following article if you are unfamiliar with exporting time data from AccountLinx.

Example of AccountLinx Export

An example of an AccountLinx export opened in Excel has been provided below. The columns have been preformatted based on Foundation's template. There are some blank columns as we are trying to best match the export file to Foundation's template and not all fields are used by us.

While you can manipulate the exported data after it has been exported, it is highly discouraged as it can result in data discrepancies when double-checking any data.

Import Time Data into Foundation

While the steps below may not cover all scenarios of importing into Foundation, 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 Foundation support. We will try to assist you as much as we are able, but there are aspects of the Foundation that are out of our area of expertise and your questions may be better served by Foundation support or your trusted contact to answer/assist.

1. From the main menu of Foundation, navigate to Payroll, to Daily, and click Enter Time Cards.
2. A "Timecard Selection" window should open with two drop-down menus:
   • Time Card - Use the Time Card drop-down menu to select the appropriate time card import method. Our customers commonly see success with "Hours Sync". 
   • Pay Period - The pay period that you will be importing time for.
3. Click OK after selecting the time card and pay period.
4. The timecard window should open. Click Import towards the top-right.
5. The TimeGenie window should open where you can specify what data the AccountLinx contains.
   • Click Browse and select the AccountLinx file you exported. The data from the AccountLinx file should appear in the preview section towards the bottom.
   • Click and drag the fields from the "Available Columns" section to the "Import Sequence" section.
     
     The import sequence should generally be:
     • Employee No
     • Unused
     • Job No
     • Cost Code
     • Hours
     • Date
     • Earn Code
   • If you have additional columns, you can specify the fields as needed.
6. Click Finish to import the data.
7. The Timecard Import Log window should open. If all the data is imported successfully, click Close.
8. You should return to the Timecard screen with the imported data. You can manipulate the data as needed, such as changing earning codes but be aware of data discrepancies.