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Setting Up and Using SyncLinx & AccountLinx for Foundation

Foundation is an accounting software that SyncLinx and AccountLinx are compatible with that can help expedite data entry and time data entry. SyncLinx allows you to import key equivalent entities such as employees, locations, and/or cost codes (activities) directly into your ExakTime Connect account. AccountLinx is used to export your employee's time data into a Foundation-compatible format.

If you have any questions or concerns during setup and/or use, you can contact us with the "Request Support" link at the top of the page and we will try to assist as best as possible. Keep in mind, however, that we are not Foundation support. We will try to assist you as much as we are able, but there are aspects of the Foundation that are out of our area of expertise and your questions may be better served by Foundation support or your trusted contact to answer/assist.

As Foundation allows flexibility to fit various needs, we cannot take every unique setup into account. It is advised to read through this article before setting up SyncLinx/AccountLinx to understand what is needed ahead of time.

Table of Contents

Setting Up & Using SyncLinx

Connecting SyncLinx to Foundation

  1. Open SyncLinx if not already open.
  2. Go to Tools at the top and click Select Data Source.... This should open a window with a list of available data source options.
  3. Select "Foundation Software" and click OK.
  4. A warning may appear saying that there is a connection error, this is expected if the SyncLinx connection to Foundation has not been done on the computer. Click OK on the warning. 
  5. A window should open to set up the settings for the Foundation data importer. Click Connection
  6. A Connection Setup window should open. In the Connection Setup window, set up/enter the following information.
    • If using Foundation Cloud 
      • Server - Enter the Foundation server. It is generally "sql.foundationsoft.com,9000". The port number may be different.
      • Database - Enter your Foundation database name directly. The database name is generally "cas_<database name>". If you are unsure of the database name, you will generally see it when you try to log in to Foundation.
      • User - Enter your Foundation username/user ID. We generally recommend using a user with the most access.
      • Password - Enter your Foundation password.
    • If hosting Foundation on your own server/PC
      • Server - Enter the Foundation server path.
      • Database - Enter your Foundation database name directly. The database name is generally "cas_<database name>". If you are unsure of the database name, you will generally see it when you try to log in to Foundation.
      • User - Enter your Foundation username/user ID. We generally recommend using a user with the most access.
      • Password - Enter your Foundation password.
  7. Click Save then click Save again to return to the main page of SyncLinx.
  8. Click any of the "Get Employees/Locations/Cost Codes" options at the top of SyncLinx and double-check the entities that are queried. If the entities are not what you expect, then you may be pointing to the incorrect Foundation database. 

SyncLinx Settings Unique to Foundation

There are two different SyncLinx settings that may help when importing certain entities into ExakTime.

  1. Go to Tools at the top and click Foundation Software Settings....
  2. There are two options available:
    • Include the ID for Location Names - You can add the location ID before or after the location name in addition to importing the location ID from Foundation into the location ID field in ExakTime.
    • Import Cost Codes per Location - If enabled, will help limit the available cost codes that a location can use when importing your entities.
      • It is generally best to import your cost codes, then the locations as the location will only allow certain cost codes that it can see. If there are no cost codes when locations are imported, it will not be able to specify what cost codes are available for the location.

Using SyncLinx to Import Entities

For more information about the basic use of SyncLinx, you can refer to the following article.

Setting Up & Using AccountLinx

AccountLinx does not connect to Foundation directly and will instead export your ExakTime time data into a file that you can import into Foundation. 

Selecting Foundation as your Exporter

  1. Go to Tools and click Exporter Settings...
  2. The Exporter Settings window should open. Click Select Exporter...
  3. A window with a list of available exporters should open. Select "Foundation" and click OK.

AccountLinx Settings Unique to Foundation

The Foundation exporter for AccountLinx offers a variety of settings when exporting your time data to help tailor the time data to your company's needs. These settings are unique to AccountLinx and will not affect ExakTime Connect or Mobile. If any of the settings offered do not sound familiar to you, then you may not be using the setting in Foundation and leave it as <None>.

  1. Go to Tools and click Exporter Settings...
  2. The Exporter Settings window should open. Click Configure....
  3. The Configuration window should open. You should see the following options:
    • Regular Pay Code - This pay code will be used when exporting your time data for any overtime hours worked by an employee. This should match the overtime pay code from Foundation.
    • Overtime 1 Pay Code - This pay code will be used when exporting your time data for any overtime hours worked by an employee. This should match the overtime pay code from Foundation.
    • Overtime 2 Pay Code - This pay code will be used when exporting your time data for any doubletime/premium hours worked by an employee. This should match the doubletime/premium pay code from Foundation.
    • Map Earning Codes to - Associate an alternate earning code with an ExakTime employee, location, or cost code. The alternate earning codes entered should match your Foundation earning code.
      • This is generally used to help differentiate if an employee should receive a different pay type depending on who it is, where they worked, or what they did.
      • For more information about alternate earning codes and how they should be used, you can refer to the following article.
    • Map Phase to - Associate a phase with an ExakTime employee, location, or cost code. The phase should match the Foundation phase. 
    • Map Trade Number to - Associate a trade number with an ExakTime employee, location, or cost code. The trade number should match the Foundation trade number.
    • Map Pay Rate to - Associate a pay rate with an ExakTime employee, location, or cost code. 
  4. Click OK on the Configuration window and click OK on the Exporter Settings window to return to the main page of AccountLinx.
  5. Click the appropriate "Map Employee/Location/Cost Code/Equipment" option to see the columns from the options enabled in Step 3.

General Use of AccountLinx

  • For more information about mapping your entities in AccountLinx, you can refer to the following article.
  • For more information about exporting time data AccountLinx, you can refer to the following article.

Example of AccountLinx Export

An example of an AccountLinx export opened in Excel has been provided below. The columns have been preformatted based on Foundation's template. There are some blank columns as we are trying to best match the export file to Foundation's template and not all fields are used by us.

ALX_-_Foundation_-_Export_-_00.png

While you can manipulate the exported data after it has been exported, it is highly discouraged as it can result in data discrepancies when double-checking any data.

How to Import Time Data into Foundation

While the steps below may not cover all scenarios of importing into Foundation, they should cover the basics of what to expect.

If you need assistance, please feel free to contact us, but keep in mind that we are not Foundation support. We will try to assist you as much as we are able, but there are aspects of the Foundation that are out of our area of expertise and your questions may be better served by Foundation support or your trusted contact to answer/assist.

  1. From the main menu of Foundation, navigate to Payroll, to Daily, and click Enter Time Cards.
  2. A "Timecard Selection" window should open with two drop-down menus:
    • Time Card - Use the Time Card drop-down menu to select the appropriate time card import method. Our customers commonly see success with "Hours Sync". 
    • Pay Period - The pay period that you will be importing time for.
  3. Click OK after selecting the time card and pay period.
  4. The timecard window should open. Click Import towards the top-right.
  5. The TimeGenie window should open where you can specify what data the AccountLinx contains.
    • Click Browse and select the AccountLinx file you exported. The data from the AccountLinx file should appear in the preview section towards the bottom.
    • Click and drag the fields from the "Available Columns" section to the "Import Sequence" section.
      Foundation_Import_-_01.png
      The import sequence should generally be:
      • Employee No
      • Unused
      • Job No
      • Cost Code
      • Hours
      • Date
      • Earn Code
    • If you have additional columns, you can specify the fields as needed.
  6. Click Finish to import the data.
  7. The Timecard Import Log window should open. If all the data is imported successfully, click Close.
  8. You should return to the Timecard screen with the imported data. You can manipulate the data as needed, such as changing earning codes but be aware of data discrepancies.

Special Considerations for Using Phases

Phases are a field that can be included in AccountLinx exports that may require additional setup depending on how you are interpreting the data in Foundation. Phases are commonly used with cost codes, but could be used for employees or locations, as well.

When phases are enabled for an entity, a "Phases" column will be added to the respective Mapping window for you to enter the respective phase code. When that entity is exported from AccountLinx, it will also include the respective phase code for the time data.

Depending on how you are tracking phases in Foundation, you may need to enter duplicate/similar cost codes to accommodate additional data tracking.

For example, you may typically have three cost codes:

  • Cost Code 1
  • Cost Code 2
  • Cost Code 3

But you may also have a situation where the same three cost codes are also used across two different phases. While this could be interpreted as the same cost codes with different phases, AccountLinx is not able to export the data as exports do not allow variables (if X happens, use phase 1, if Y happens, use phase 2, etc.). If you were to track the cost code occurring across the two phases, you may need to create additional cost codes manually resulting in:

  • Cost Code 1 Phase 1
  • Cost Code 1 Phase 2
  • Cost Code 2 Phase 1
  • Cost Code 2 Phase 2
  • Cost Code 3 Phase 1
  • Cost Code 3 Phase 2

We understand that this may require additional setup in ExakTime and AccountLinx to accommodate tracking the necessary data, it may be necessary to ensure you can track any needed detail.

If you are unsure how to best set up AccountLinx for your company's needs, feel free to contact us with the "Request Support" link at the top of the page. Please provide with us a detailed breakdown of what you are trying to track so we can better understand your needs and offer suggestions/solutions. 

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