If using the Sage Accpac ERP system and OnTrax Timesheets on the same computer or same network you may use the bi-directional data function available. For a complete explanation go to the white papers section 9E Import Coordination with Sage Accpac ERP
NOTE: ANY HOURS IN THE SYSTEM THAT ARE APPROVED WILL BE EXPORTED.
ALL EXPORTABLE ITEMS MUST BE MAPPED. IF YOU FINISH MAPPING, AND CLOSE THE MAPPING PAGE AND THE RED ICON HAS NOT CHANGED TO GREEN, SELECT ANOTHER TAB TO LEAVE THE EXPORT PAGE, THEN RE-SELECT THE EXPORT PAGE TO SEE IF THE RED LIGHT HAS CHANGED TO GREEN.
OnTrax Timesheets is set up to export customer billing information to Quickbooks or Sages Accpac ERP system. The export is designed to integrate information while limiting the margins of data error. The actual customer billing export with the Accpac ERP system integrates the data directly into the application.
To export billable customer information for Quickbooks and Accpac ERP
Enter OnTrax Timesheets and select Integration from the main tool bar
Select Customer Billing Export
In the Customer Billing, select Quickbooks and the version.
Give the export a Job Id and file name
Remember this will export postings to the customer billing information.
Make sure the mapping lights are green. This means you must go in and identify the projects and make sure the OnTrax Timesheets has the name of the project that the expense items are to be associated with in Quickbooks or Accpac. These fields have been defined in the system configuration section of the application. You can map several different projects (some may be child projects) to one project for the Accpac ERP. The Accpac ERP system is easier to integrate with because the data flows between the Accpac ERP and OnTrax Timesheets. Map the project items.
Note: Remember to identify all items exactly as identified in Quickbooks and Accpac ERP, otherwise you may end up with duplicate records.
Enter an Invoice prefix - Then the starting invoice number.
Select the appropriate mode "Full Load", 'Delta Initialization" or "Delta Load" based on what your needs are. These functions are described in Exporting Data.
Next, select the "create customer billing"- This will load a screen that you can use to review all of your billing being exported.
Notice the invoice tax field. When selected this will open a window where taxes can be added that need to be applied to the invoice. Add sales taxes for items that are taxable for your individual business.
Now you can review any billing and exclude certain items before exporting. Put check marks into the box to exclude those items from being processed. You can export the information to an Excel spreadsheet for review, or create a file. When the file is created it appears in the list of files on the main screen. For Quickbooks, the file is actually created on the server where the application is located. The file can then be downloaded to the individuals desktop where it can be imported into Quickbooks.
The Accpac ERP system may be set up to either create a download file into the Accpac ERP system or may talk directly to the system based on the configuration of the Accpac ERP system and OnTrax Timesheets for the systems to speak with each other bidirectional
Enable Acc Pac Bi Directional Communication
OnTrax – Acc Pac Bi Directional configuration
In order to allow OnTrax Timesheets to communicate with Acc Pac directly through the automated process you will need to allow OnTrax Timesheets access to the Acc Pac program folders.
In order to allow access to Acc Pac
Locate and double click the Sage Program files folder. This can often be found at the “C:\Program Files\Sage Software” directory path.
Right click the Sage Accpac folder and select Properties.
Select the security tab.
Add the ‘Everyone’ user account.
Note: If the ‘Everyone’ user account is not readily available in the list of users select the ‘Add’ button, now select the ‘Advanced’ button and then select the ‘Find Now’ button to list all available users. See white papers " Mapping and Importing into Accpac."
If both systems are communicating directly for the customer billing export, you can use the "Transmit to Accpac" selection at the bottom of the screen. If both systems are being used in different locations you can select the "Process Invoices" button at the bottom of the screen. This will transmit the information to the Accpac ERP system, if the systems are set up for bidirectional communication. . Then the file can be imported into the Sage Accpac ERP system.
If the systems do not speak with bidirectional communications an export file from the OnTrax Timesheets may be imported into the Sage Accpac ERP system. See Mapping and Importing into the Sage Accpac ERP system.