OnTrax Timesheets is your tool for tracking internal hours worked by employees as well as calculating your real costs for external rates for customer billing. OnTrax Timesheets is designed to use this information within companies to streamline processes for ease in payroll or customer billing. To create files so the OnTrax Timesheets and the Sage Accpac ERP system can communicate with each other, common fields must be set up in both environments,this process is called mapping.
Mapping is the key to importing important information into the Sage Accpac ERP system for Payroll of employees and customer billing. The importing function is used for OnTrax Timesheets working as a hosted site and the Sage Accpac ERP system used in a different location. When both systems are being used in locations where the systems can communicate the integration function can be used. For some users, importation of collected data may be necessary.
To import payroll from the Sage Accpac ERP system:
1st check the mapping in the Sage Accpac ERP system-.
The areas that need to be checked in the Accpac system are the earnings and deductions section in the payroll set up. For environments where the Accpac system is already in use, this section of the system should already be set up. For newer users of the Sage Accpac ERP system, you will need to set up the hourly and salary functions in the Accpac payroll set up function of the ERP system.
Employees must be entered with the correct wage assignments. The OnTrax Timesheets payroll export produces a file with the amount of hours worked by each user. The Accpac system is where the rates are stored and calculated based on the information imported. Set up each user with the appropriate "user information" and "earnings/deduction" settings. Employee information is set up for the payroll users in the Sage Accpac ERP system
To map the Items in OnTrax Timesheets for the Accpac Import
In the Configuration section select the "External User Maintenance" button. Create users if necessary and assign users the employee id number from the Accpac ERP payroll system.
Then select the "External Value Maintenance" button on the system configuration screen and enter in the categories defined in the "earnings/deductions" section of the payroll items for the Accpac ERP system. In this case we created items for "hourly" and "Expense." Note: Expenses for the Sage Accpac ERP system for reimbursable expenses to the employee are exported under a different setting.
Once the configuration section of the screen is set up, you can now map the items for the file for Accpac- To map the items:
In the User mapping area select the appropriate ID's for each user that will map the user correctly for the file to be produced for the Sage Accpac ERP system.
In the project item mapping section you can see that all of these time items were mapped to hourly. This is how the users are set up in the "earnings/deductions" fields of the Sage Accpac ERP system. Once the export file is produced, the actual file will contain this information
Fields that contain employee information and the earnings/deduction item "hourly" are included in the file. Create your file in the OnTrax Timesheets and save the file to a place convenient for both the OnTrax Timesheets and the Sage Accpac ERP system. Once the payroll file has been saved, open the Sage Accpac ERP system. Select "payroll timecard" from the Sage Accpac menu tree.
Select "Time cards". This will open the time card window. After activating for a new time card Select "import" from the drop down list
Select the file type and location of the file you created and saved from the OnTrax Timesheets, so the information can be imported
Now import your information into the Sage Accpac ERP system.
Importing Customer billing information from the OnTrax Timesheets to the sage Accpac ERP system -
When rates are applied correctly and collected within the OnTrax Timesheets Time Tracking and Project Management software-, the information can be exported for customer billing. All external rates are multiplied in the OnTrax Timesheets based on external rates in the user masters and appropriate project and time item multipliers or overrides. When configured correctly, the OnTrax Timesheets will calculate the external rates to be billed based on the parameters set up in the OnTrax Timesheets. These rate will be moved to the customer invoicing section of the Accpac ERP system when mapped and used correctly.
To get started, enter your customer into the Sage Accpac ERP system in the customer section of the Accpac ERP system. If you are already using the Accpac ERP system, these customers should already be defined. Write down the customer identification information so it can be entered into the OnTrax Timesheets for mapping purposes.
. Remember to check other customer items in the Sage Accpac ERP system such as accounts receivables 'Items". These items will be used for mapping purposes for customer billing. Items are found under the Accounts receivable set up tab. In this example we have selected EXP1 - an expense category. This expense category name is the name that will be used in the mapping section of the OnTrax Timesheets. This header tells OnTrax where to post the expenses when importing the file into the Sage Accpac ERP system.
Once customers and Items are set up and assigned to customers in the Sage Accpac ERP system, you can map your customer billing fields in the OnTrax Timesheets to the designated fields in the Accpac ERP system.
In the configuration area, set up your customer list based on the customers in your Sage Accpac ERP system. These are the customers being tracked in the OnTrax Timesheets. Select the "external value maintenance"
In the OnTrax Timesheets system go to the configuration screen. Select the Customer button in OnTrax Timesheets and map the customer numbers to the same numbers you have used in the Sage Accpac system.
Next, select the "External Value Maintenance" button and select Accpac and customer billing from the drop down list. This is the list in OnTrax that needs to be created with the categories that already exist in the your Sage Accpac ERP system. As you can see our EXP1 (expense category) is in this list
Once these lists have been defined in the system config section of OnTrax Timesheets. they must be mapped in the customer billing export section of the integration module of OnTrax Timesheets.
The first section is the project mapping button. this is the section that allows you to designate the customers that were predefined
Now select the project item mapping button. The project item mapping button is where you will map your different project items in OnTrax Timesheets to the time or expense categories in the Sage Accpac ERP system. This is where the EXP1 selection is mapped to expenses for import into the sage Accpac ERP system.
When mapping is completed, both the project and project item mapping buttons will show green. Now you can set your date, item field selections for the file you would like to produce. Generate your file and review your items to be exported. Once satisfied, select "process entries". this will create a file on the server of the OnTrax Timesheets. Select the download link to download and save the file. Save the file in a place where you can access the file from the Sage Accpac ERP system.
Once the file has been created- you can go to the Accounts receivable invoice entry section.
Select the location of the file to be imported and import the file into the Sage Accpac ERP system. these invoices will be created in a batch and will be ready for processing with the Sage Accpac ERP system.