The ToolWatch Sage 100 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 Sage 100 or ToolWatch
Keep both Sage 100 and ToolWatch data in sync and up to date.
This integration approach assumes that Sage 100 will be used for accounting and project management, and that ToolWatch is used for inventory.
Data Mappings
Sage 100 | Sync Direction | ToolWatch |
Employees | → | Employees |
Jobs | → | Cost Centers |
Jobs | → | Locations |
Phases | → | Cost Codes |
Data Mapping Details
Employees
A ToolWatch Employee will be created for every active employee in Sage. The following fields will be mapped:
Sage 100 Employee | ToolWatch Employee | Notes |
Employee Number | Number |
|
First Name | First Name |
|
Last Name | Last Name |
|
First Name and Last Name | Description | The Sage 100 first and last names will be reformatted to match the ToolWatch format of "LastName, FirstName". |
Email sync requires the "Populate Employee Email" setting, which is off by default. When it is enabled, emails are still not updated for employees who are ToolWatch users. | ||
Active | Inactive | By default, only active employees are added from Sage 100 (configurable via the "Create new in ToolWatch only if active in Sage" setting). Existing Employees in ToolWatch can be deactivated. |
Jobs
A ToolWatch Cost Center will be created for every "in progress" Job in Sage 100. The following fields will be mapped:
Sage 100 Job | ToolWatch Cost Center | Notes |
Job | Number |
|
Job Name | Description | The ToolWatch Description is the Sage Job Name. |
Status | Inactive | An existing ToolWatch Cost Center will be set to Inactive if the Sage Job Status is not "In Progress". |
Locations
By default, a ToolWatch Location will be created for every active Job in Sage 100. This is not strictly necessary in order to properly accrue Job Costs and Billing in ToolWatch, and have those flow back into Sage 100, 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 Sage Job.
The following fields will be mapped:
Sage 100 Job | ToolWatch Location | Notes |
Job Number | Number |
|
Job Number | Barcode |
|
Job Name | Description | The ToolWatch Description is the Sage Job Name. |
Address | Address |
|
Address2 | Address2 |
|
City | City |
|
Zip | Zip |
|
Phone | Phone |
|
- | Cost Center | The Cost Center associated with this Sage Job will be set as the Cost Center for this ToolWatch Location. This means that if assets are transferred to this ToolWatch Location, they by default will be charged to the associated ToolWatch Cost Center (Sage Job), unless the user specifies otherwise. |
Status | Inactive | The ToolWatch Location will be set to Inactive if the Sage Job Status is not "In Progress". |
Phases
A ToolWatch Cost Code will be created for Phase in Sage for every job imported into ToolWatch. The ToolWatch cost codes will be mapped to the corresponding cost center of the parent job. The following fields will be mapped:
Sage 100 Phase | ToolWatch Cost Code | Notes |
Phase Number | Number |
|
Phase Name Description | Description |
|
Status | Inactive | The ToolWatch Cost Code will be set to Inactive if the parent job is not "In Progress". |