The ToolWatch eCMS integration is focused on two goals:
To enable personnel to be able to accomplish their job(s) using a single system, whether that system is eCMS or ToolWatch
Enable Job Cost and Billings calculated in ToolWatch to be sent back to eCMS to charge the associated Jobs, Phases, and Equipment
This integration approach assumes that eCMS will be used for accounting and project management, and that ToolWatch is used for inventory.
eCMS | Sync Direction | ToolWatch |
PR Employees | → | Employees |
JC Jobs | → | Cost Centers |
JC Jobs | → | Locations |
JC Phase Codes | → | Cost Codes |
Equipment | → | Items |
Each of these five mappings can be independently enabled or disabled in the integration settings.
A ToolWatch Employee will be created for every PR Employee in eCMS. The following fields will be mapped:
eCMS PR Employee | ToolWatch Employee | Notes |
Prtmst Rec Id | Employee ID | Behind the scenes, these eCMS and the ToolWatch records are related by their underlying ID fields. These fields are not user-facing, which means that it’s not possible for a user to "break the integration" by making a change in the UI of either system. |
Empl No | Number | The ToolWatch Number is the eCMS Empl No, trimmed of surrounding whitespace. |
Empl 1st Name | First Name |
|
Empl Last Name | Last Name |
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Empl 1st Name, Empl Last Name | Description | The eCMS Empl 1st Name and Empl Last Name will be combined to match the ToolWatch Description format of "LastName, FirstName". |
Area Code, Phone No | Phone |
|
Status Code, Termination Date | Inactive | The ToolWatch Employee will be set to active if the eCMS Status Code is "A" and the Termination Date is blank. Otherwise, the Employee will be set to Inactive. |
A ToolWatch Cost Center will be created for every JC Job in eCMS. The following fields will be mapped:
eCMS JC Job | ToolWatch Cost Center | Notes |
Jctdsc Rec Id | Cost Center ID | Behind the scenes, these eCMS and the ToolWatch records are related by their underlying ID fields. These fields are not user-facing, which means that it’s not possible for a user to "break the integration" by making a change in the UI of either system. |
Src Com, Src Div, Job No, Sub Job | Number | The ToolWatch Number joins Src Com, Src Div, Job No, and Sub Job in the form "SrcCom/SrcDiv JobNo SubJob". For example, Src Com "1", Src Div "0", Job No "2", and Sub Job "3" produce "1/0 2 3". If there is no Sub Job, the trailing Sub Job (and its space) is omitted, e.g. "1/0 2". |
Desc 1, Desc 2 | Description | The ToolWatch Description is the Cost Center Number (above), then a space and Desc 1, then "-" and Desc 2 when Desc 2 is present. For example, Number "1/0 2" with Desc 1 "City of Newburgh" and Desc 2 "Council Chambers" produces "1/0 2 City of Newburgh-Council Chambers". When Desc 2 is blank, only the Number and Desc 1 are used. |
Notes | Notes |
|
Job Status | Inactive | If the eCMS Job Status is not 0, then the ToolWatch Cost Center will be set to Inactive. |
By default, a ToolWatch Location will be created for every JC Job in eCMS. This is not strictly necessary in order to properly accrue Job Costs and Billing in ToolWatch, and have those flow back into eCMS, but it is generally convenient in ToolWatch to be able to assign the assets to the Job when you are going to begin charging the Job for the assets. The Location and Cost Center will be linked in ToolWatch so that by default all assets assigned to the Location are charged to the corresponding eCMS Job.
The following fields will be mapped:
eCMS JC Job | ToolWatch Location | Notes |
Jctdsc Rec Id | Location ID | Behind the scenes, these eCMS and the ToolWatch records are related by their underlying ID fields. These fields are not user-facing, which means that it’s not possible for a user to "break the integration" by making a change in the UI of either system. |
Src Com, Src Div, Job No, Sub Job | Number | The ToolWatch Number uses the same format as the Cost Center Number above ("SrcCom/SrcDiv JobNo SubJob"), with the trailing Sub Job omitted when there is no Sub Job. |
Desc 1, Desc 2 | Description | The ToolWatch Description uses the same format as the Cost Center Description above: the Number, then a space and Desc 1, then "-" and Desc 2 when Desc 2 is present. |
Job No | Barcode | The ToolWatch Barcode is the plain eCMS Job No (not the composite Number above). |
Addr 1 | Address 1 |
|
Addr 2 | Address 2 |
|
City | City |
|
St/prov | State |
|
Zip/postal Code | Zip |
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Job Status | Inactive | If the eCMS Job Status is not 0, then the ToolWatch Location will be set to Inactive. |
A ToolWatch Cost Code will be created for every JC Phase Code in eCMS. The following fields will be mapped:
eCMS JC Phase Code | ToolWatch Cost Code | Notes |
Jctmst Rec Id | Cost Code ID | Behind the scenes, these eCMS and the ToolWatch records are related by their underlying ID fields. These fields are not user-facing, which means that it’s not possible for a user to "break the integration" by making a change in the UI of either system. |
J/C Dist No, Cost Type | Number | The ToolWatch Number is built from the eCMS J/C Dist No — a 15-character cost-distribution code segmented 3.6.2.2.2 and joined with dots — followed by a space and the Cost Type. For example, J/C Dist No "123456789" with Cost Type "A" produces "123.456789 A". Empty trailing segments are dropped. |
Cost Type, Description | Description | The ToolWatch Description concatenates the eCMS Cost Type and Description with a dash. For example, Cost Type "L" with Description "STRUCTURAL CONCRETE" produces "L-STRUCTURAL CONCRETE". |
Src Com, Src Div, Job No, Sub Job | Cost Center | The eCMS Job that this Phase Code relates to is located by matching the eCMS Job with the same Src Com, Src Div, Job No, and Sub Job. |
Record Status | Inactive | If the eCMS Record Status is not "A", then the ToolWatch Cost Code will be set to Inactive. |
A uniquely-tracked tool will be created in ToolWatch for every piece of EC Equipment in eCMS.
When the EC Equipment item is first synced down from eCMS, an attempt will be made to find a matching Model record in ToolWatch. If one is found, that Model is used. Otherwise, if one is not found, then a new Model will be created, along with any necessary Manufacturers, Descriptions, and Categories.
Administrator can specify a comma-separated list of eCMS Item Classes (integers) to ignore. Equipment assigned to that item class will not be created in ToolWatch.
eCMS EC Equipment | ToolWatch Tool Item | Notes |
Eqtmst Rec Id | Item ID | Behind the scenes, these eCMS and the ToolWatch records are related by their underlying ID fields. These fields are not user-facing, which means that it’s not possible for a user to "break the integration" by making a change in the UI of either system. |
Equip No | Number, Barcode | The eCMS Equip No becomes both the ToolWatch Item Number and Barcode. |
Vehicle Lic No | License Number |
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Serial No | Serial Number |
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Desc 1 | Description | The eCMS Desc 1 is used to find a matching ToolWatch Model; if none is found it becomes the new Model's Description. A value is required. |
Item Class | Model Category | A ToolWatch Model Category will be created if it does not exist. |
Model No | Model Name | A ToolWatch Model will be created with this Model Name if it does not exist. |
Model Year | Model Year | A ToolWatch Model will be created with this Model Year if it does not exist. |
Date Retired | - | Equipment with a non-zero eCMS Date Retired is skipped and will not be created in ToolWatch. |