Connecting & Basic Setup for SyncLinx & AccountLinx to Sage 100

 Before Updating Sage 100 to a Newer Version

If you have a working connection between AccountLinx/SyncLinx and Sage 100, it is advised to consult us before updating Sage 100 to a newer version to ensure that we are compatible.

In the worst-case scenario, if Sage 100 is updated and AccountLinx/SyncLinx is not yet compatible, AccountLinx will not be able to export to Sage 100 and require you to manually enter time data into Sage 100 and/or SyncLinx will not be able to import data from Sage 100.

As of 6/28/2022, AccountLinx 4.7.8.37 is compatible with Sage 100 version 24.1.175. If you are using Version 24, you must upgrade to 24.1.175 and AccountLinx to 4.7.8.37 to ensure compatibility. For more information about updating AccountLinx, you can refer to the following article.

With SyncLinx and AccountLinx, you can easily import information such as employees, locations, and cost codes from Sage 100 into your ExakTime Connect system with SyncLinx and export your employee's time data from AccountLinx directly into Sage 100.

This guide assumes that you have Sage 100 version 20+ setup and AccountLinx/SyncLinx have been installed and successfully connected to your ExakTime Connect database. If you need assistance with the installation and initial setup of AccountLinx/SyncLinx, you can refer to the following article.

As each company can set up its company file in unique ways, we have provided generic steps below to try to cover the basics and may not be able to address all scenarios. It is advised to read through all the steps for each section before proceeding to provide context.

Table of Contents

• Creating an "API" user in Sage 100
  • What to do in Sage 100
  • What to do in SQL Management
• Connecting SyncLinx/AccountLinx with Sage 100
  • Connecting SyncLinx to Sage 100
  • Connecting AccountLinx to Sage 100
• Setting Up AccountLinx & SyncLinx
  • Common Settings for SyncLinx
  • Common Settings for AccountLinx

Creating an "API" user in Sage 100

The "API" user is created in Sage 100 and will be utilized by SyncLinx/AccountLinx to import and export data between Sage 100 and ExakTime. 

What to do in Sage 100

1. Log in to Sage 100 with an existing company administrator credentials.
2. Go to Utilities, click Company Security, then click Security Groups.
3. Create an "API" security group with a unique number, such as 99.
4. Go to Utilities, click Company Security, then click User List.
5. Select a Sage 100 user (Cannot be a "Supervisor" user) and assign the "API" security group to the user. AccountLinx/SyncLinx will use the user credentials for the user with the "API" security group to access Sage 100 information.
   • We generally advise creating a dedicated user in Sage 100 with the name "APIUser" with the "API" security group. This is to ensure that AccountLinx/SyncLinx will continue to work with Sage 100 in perpetuity and through staffing changes. 
   • If you choose to use an existing user instead (such as an existing accountant user, HR official, etc.), we recommend making note that if the Sage 100 user credentials we rely on is made inactive, the Sage 100 credentials entered into AccountLinx/SyncLinx should be updated to another viable Sage 100 user so SyncLinx/AccountLinx can continue communicating with Sage 100.

What to do in SQL Management

After creating/editing a Sage 100 user with the "API" user group, the user will also need to be granted elevated permission for the SQL database. 

1. Open Sage 100 Contractor Database Administration.
2. Go to Company Admins/SQL Logins...
3. Click Modify Company Administrators
4. In the drop-down menu, choose the appropriate company file.
5. Check the box next to the user that was given "API" security group.
6. Click Update Admin Users.
7. On the left-hand side, go to Modify SQL Server Administrators
8. Check the box next to the user that was given "API" security group.
9. Click Update Sysadmins.

Now that the user(s) have the appropriate permissions, the user credentials can be used for AccountLinx/SyncLinx.

Connecting SyncLinx/AccountLinx with Sage 100

Connecting SyncLinx to Sage 100

1. Go to Tools and click Select Data Source....
2. Select Sage 100 [Master Builder].
3. Go to Tools and click Sage 100 Settings.
4. Make sure that the version, server, and country are correct. Click Change Company File. 
5. Enter the Sage 100 user credentials with the "API" security group and click Connect To Server to retrieve a list of company files in the "Company" drop-down menu.
6. Use the "Company" drop-down menu to select the company file that you are importing data from.
7. Click Login.

Connecting AccountLinx to Sage 100

1. Go to Tools and click Exporter Settings.
2. Select the Sage 100 [Master Builder] exporter and click OK.
3. Click Configuration... on the Exporter Settings window.
4. Make sure that the version, server, and country are correct. Click Change Company File. 
5. Enter the Sage 100 user credentials with the "API" security group and click Connect To Server to retrieve a list of company files in the "Company" drop-down menu.
6. Use the "Company" drop-down menu to select the company file that you are exporting time data into.
7. Click Login.

Setting Up AccountLinx & SyncLinx for Sage 100

The data that can be imported from SyncLinx and how some data is exported from AccountLinx will be dependent on your needs and how you have set up your Sage 100 company file. As there is no

Common Settings for SyncLinx

1. Go to Tools and click Sage 100 Settings.
2. Go through the Jobs, Service Orders, Phases, and/or Department tabs to determine what information to be presented for import.
   • Jobs - Select the job statuses that should be available for import as locations.
   • Service Orders -  Select the service order statuses that should be available for import as locations.
   • Phases - Select if phases in Sage 100 should be imported as locations. The imported locations will be formatted with [job #].[phase #] 
     • Import Location Mobile Groups - Phases can also be imported with the jobs as the location group name and phases as the group members.
     • Import Location Categories - Phases can also be imported with the job as the location category and the phases as the category members.
   • Department - Departments can be imported as a category and jobs as members of that category.
3. Import the employee, locations, and cost codes as needed to track time data in ExakTime Connect. For more information about using SyncLinx, you can refer to the following article. 

Common Settings for AccountLinx

1. Go to Tools and click Exporter Settings.
2. Click Configuration... on the Exporter Settings window.
3. Many of the values and settings will vary between companies. The most common settings that we see being set up are:
   • Regular, Overtime, and Premium Pay Type - The values entered here should be consistent with the values found in your Sage 100 company file. The values are commonly 1 for Regular, 2 for Overtime, and 3 for Premium.
   • Map Pay Type To - If setup from the drop-down menu, will allow an alternate pay type to be used for specific employees, locations, or cost codes. This allows specific locations or cost codes to use an alternate set of pay type codes, such as 4 for Regular, 5 for Overtime, and 6 for Premium.

Mapping Data and Exporting Time Data

• After setting up your Sage 100 exporter settings, you will need to map your data in AccountLinx so the time data from AccountLinx will export to the matching entities in Sage 100. For more information about mapping, you can refer to the following article.
• When your exporter settings and your mappings have been completed, you should be able to begin exporting your time data. For assistance with exporting time data, you can refer to the following article.

Reviewing Exported Time Data

After you have exported the time data from AccountLinx, you can review the time data in Sage 100 by navigating to Payroll, going to Daily Payroll, and clicking Daily Payroll Entry from the side menu.

On the Daily Payroll Entry screen, select the appropriate date to review the time data exported by AccountLinx. You can also make any adjustments that AccountLinx cannot accomodate.

From this point, any further assistance with using and/or manipulating data in Sage 100 should be requested from Sage as they would be more knowledgeable.