Acumatica Integration Setup

Acumatica Integration Setup

Introduction

We'll cover the general set up and use of the WorkMax/Acumatica integration.

Prerequisites

  1. Admin login credentials for Acumatica
  2. WorkMax Admin user access to the Control Center

Setup

It's a good idea to have your Acumatica login screen tab opened when setting up your Acumatica integration as the integration will need several pieces of information from the login screen and once connected to your account, it's a great way to test your connection.

#1 Open WorkMax Integration page by going to Settings > Integrations > Press the  button to create a new integration, select Web Apps then choose Acumatica as your integration type.


Once you have started your first Acumatica integration you need to choose which type of records for the import. You will need to create a separate integration for each. For example, you will create an integration for Employees, Locations, Tasks and Time.

Employee Import

#1 Name your Integration. Since you're importing employees, name the integration "Employees" or "Employee Import."
#2 Change the "Type of Record" to Employee



#3 Base_URL = The base URL of your Acumatica instance. For example, our base URL below is http://acumaticaerp.workmax.com/ . Copy the base url from the Acumatica login screen and paste it into Base_URL field in the WorkMax integration.




#4 Company_ID = Acumatica allows multiple instances of companies. If you have multiple companies, choose the one you want to use for WorkMax in the highlighted box below. Currently, you can only import 1 company.




#5 Branch = If you use Branches within Acumatica, add the branch you'd like to import into WorkMax. We currently only allow 1 branch to import.


#6 User_Name and Password The same username and password you use to log into Acumatica


Your Employee integration setup should look like this.


#7 Save and Run Integration


Once you have saved and run your employee integration, refresh the browser. Go to Settings > Employee to see your imported employees. In the future we plan on adding a scheduled import of employees. For now, you will need to press the Run Integration each time you need to import new employees into WorkMax.

Location Import

#1 Name your Integration. Since you're importing Projects, name the integration "Projects" or "Project Import."
#2 Change the "Type of Record" to Location
Steps 3-7 are identical to the Employee import. Copy the Base_URL, Company_ID, Branch(If your company uses branches), username and password from your employee import. In the future we plan on adding a scheduled import of projects. For now, you will need to press the Run Integration each time you need to import new projects into WorkMax.


Cost Code Import

#1 Name your Integration. Since you're importing Cost Codes, name the integration "Cost Codes" or "Cost Code Import" or "Task and Cost Code Import."
#2 Change the "Type of Record" to Task
Most of the steps to set up your Cost Code import are identical to the Employee and location imports. Copy the Base_URL, Company_ID, Branch(If your company uses branches), username and password from your employee import. 

Account Group The last step is to add the Account Group you want to import. If you only use LABOR, then type "LABOR."  Common account groups are LABOR, MATERIAL, TRAVEL AND REVENUE. If you want to import tasks and cost codes from multiple account groups, type each account group separated by a commas and no spacing. If you're unsure about account groups, go to a few of your project and click the "COST BUDGET" tab and see which Account Group your tasks have.


Your Task and Cost Code import should look something like this. Your import maybe look different if you don't use branches or use multiple account groups.


In the future we plan on adding a scheduled import of tasks and cost codes. For now, you will need to press the Run Integration each time you need to import new tasks and cost codes into WorkMax.

Time Export Configuration

#1 Name your Integration. Name the integration "Time" or "Time Export."
#2 Change the "Type of Record" to Time
#3 Copy and paste the Base URL, Company ID, Branches (If your company uses branches) and username and password that you use to log into the Acumatica website.

















#4 Cost Code If you need to default all time exports to a specific cost code, type the cost code into the Cost_Code field. Make sure that you type the code code number and not the description.


#5 Time Approval Acumatica offers 2 time approval status' for time export; "Open" and "Completed." Open leaves all time exported from WorkMax in an editable state within Acumatica's Time Activities. Completed is the opposite. Completed status records in Acumatica are not editable. Most companies that use WorkMax edit and approve time within WorkMax, which is why we recommend setting your Time Approval to "Completed." Also, as of this writing, there is no mass editing in Acumatica's Time Activities screen. This means that if you decide to export your time with an Open status that you'll need to manually, one-by-one, select your records within Acumatica and change the status to Completed in order to complete your payroll.

Your Time integration should look something like this. You're inputs may look different if you don't use Branches or need to default the cost code. 


 Each time you want to export time from WorkMax, Select the Employees you want to export and select the  button in the Batched per Employee tab within the Time Editor. You will only need to press  once for your time integration.



Once you have exported your records, go to Acumatica > Time and Expenses > Employee Time Activities > Select the From and Until Week that coincide with the time records you just exported from WorkMax > Select the employee whose records you just exported.




If you need to edit the time record in Acumatica, change the status of the record to Open if your default status is Completed, make your edits then change the status of the record back to Completed.
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