How to Map Entities in AccountLinx for Exporting

Before we can begin to export data from AccountLinx, it is important to map your entities, such as employees, locations, and cost codes, to their equivalent entity in your accounting application to ensure that AccountLinx exports the information in a way that your accounting application will understand. 

As accounting applications can be flexible in their setup, the steps below may not address all situations but should cover a majority of them. If the steps below do not fit your expectations, please use the "Request Support" link at the top of the support site to request further assistance from our product support team.

Once a mapping has been done for an employee, location, and/or cost code, you will not need to map it again. You would only need to map new entities that have not yet been mapped. If we do not have the option to map a location and/or cost code, then the selected exporter does not support the exporting of location and/or cost code information with time data.

If any data has been mapped, it can also be remapped if the entity has changed on your accounting package (e.g. the main office location has changed from one entity to another in your accounting package).

Table of Contents

What is Mapping?

Mapping is a process in AccountLinx that allows you to define what an ExakTime entity should be exported as to be accepted by your accounting/payroll application. Depending on your accounting/payroll application, this can be done by entering data/IDs, or by directly associating the ExakTime entity with its accounting/payroll equivalent.

When going through the mapping process, you may see inactive ExakTime Employees, Locations, and Cost Code, if they are present for the selected date range in AccountLinx to allow you to properly export the data.

Mapping with IDs

Mapping Entities Manually

  • Click on the appropriate mapping button near the top-left of AccountLinx.

    AccountlInx_-_Map_Focus.png

  • When the mapping window is open, you will see the ExakTime Connect option on the far left. To the right will be a column(s) that will require an ID/Code/Number that will be recognized by your accounting/job-costing application. If you are unsure, the column header will generally indicate what data is expected to be entered.
    • For example, Chris Coleman's ID for his accounting application is CCOLE. This ID is entered here so when Chris Coleman is exported from AccountLinx, it will use CCOLE for identification.

    AccountLinx_-_Mapping_ID.png

  • When the mappings have been completed, press Save & Close.

Unmapping Entities

If a mapping is incorrect or should not have any mapping, you can simply re-enter/remove the information.

Mapping Entities With Integration

For supported applications, AccountLinx can be set to use any Employee, Location, and/or Cost Code IDs for mapping purposes with the "Integration" option. After it has been enabled, any entity with missing mappings will become mapped when AccountLinx opens. It will also make it so if the mappings are changed in AccountLinx, it will update the respective ID in ExakTime Connect to ensure the data is consistent between the two.

Please Note: If the ID for an entity in ExakTime Connect is missing/blank, but the entity is mapped within AccountLinx, it will remove the mapping in AccountLinx and be wiped out to match ExakTime Connect.

  • Go to Tools and click Options.

    AccountLinx_-_Tools_-_Options_Edit.png

  • Click the Integration tab.

    AccountLinx_-_Options_-_Integration_Circled.png

  • Enable the integration needed.

    AccountLinx_-_Options_-_Integration_Edited.png

  • Press Sync Now if all the IDs for the selected options are present in ExakTime Connect.

    AccountLinx_-_Options_-_Integration_Sync_Now_Circled.png

    AccountLinx_-_Sync_Now_Warning.png

  • Click OK until you return to the AccountLinx main menu. The next time you open AccountLinx, your employees, locations, and/or cost codes will already be mapped based on the IDs in ExakTime Connect. If you used the "Sync Now" function mentioned above, then your entities will be mapped based on your IDs in ExakTime Connect already and you will not have to reopen AccountLinx.

Mapping with Direct Connections

For supported applications such as QuickBooks or Sage 100 MasterBuilder, mapping can be done by associating the ExakTime Connect location with the equivalent in QuickBooks or Sage 100. This removes the need to enter information such as IDs/Codes directly.

  • Click on the appropriate mapping button in the top left of AccountLinx.

    AccountlInx_-_Map_Focus.png

  • Select the ExakTime Connect entity on the left-hand side and the equivalent entity on the right-hand side from your Accounting/Job-Costing application. Click Map.
    • You can map an entity if it already has a mapping, allowing you to correct/update any mappings as needed.

    ALXMapping.gif

  • Once mapped, the accounting/payroll entity will appear next to the ExakTime entity.

    ALXMapping_-_01.png

  • Press Save & Close when finished.

Unmapping Entities

Unmapping allows you to remove the mapping for an entity. Be aware that trying to export an entity without any mappings can result in export errors, depending on your settings.

ALXUnMapping.gif

Special Direct Connection Mapping Options

Some exporters allow us the option to "Auto-Map" or "Unmap All".

Clicking "Auto-Map" will try to automatically map your ExakTime entities with their equivalents from your accounting/payroll application if the names match exactly.

Clicking "Unmap All" will remove all your mappings to start over. If you click this button accidentally, DO NOT SAVE YOUR CHANGES.

ALXMapping_-_02.png

Additional Mapping Options

Depending on the exporter selected, additional options can be enabled to offer additional columns on the respective mapping windows. This can include options such as alternative pay, phases, departments, etc. to provide additional information for your time data exports.

In the example below, we are enabling optional fields for Foundation Software.

  1. Go to Tools and click Exporter Settings...

    ALX_-_Alternative_Pay_-_00.png

  2. The Exporter Settings window should open. Click Configure....

    ALX_-_Alternative_Pay_-_01.png

  3. The Configuration window should open. You will see options like below with drop-down menus. The drop-down menus will dictate what the fields will be associated with. In the example below, we are setting the "Alternative Earning Codes" to the cost code, so the earning codes can be dependent on what cost codes an employee used.

    ALX_-_Alternative_Pay_-_02.png

  4. After setting alternative earning codes to cost codes, we can see the new fields available on the "Map Cost Code" window.

    ALX_-_Alternative_Pay_-_04.png

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