The ToolWatch Sage 300 CRE 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 300 CRE or ToolWatch
Enable Job Cost and Billings calculated in ToolWatch to be sent back to Sage 300 CRE to charge the associated Jobs, Phases, and Equipment
This integration approach assumes that Sage 300 CRE will be used for accounting and project management, and that ToolWatch is used for inventory.
Sage 300 CRE | Sync Direction | ToolWatch |
PR Employees | → | Employees |
JC Jobs | → | Cost Centers |
JC Jobs | → | Locations |
JC Extras | → | Cost Centers |
JC Cost Code | → | Cost Codes |
EQM Master Equipment | → | Unique Tools |
A ToolWatch Employee will be created for every PR Employee in Sage. The following fields will be mapped:
Sage 300 CRE PR Employee | ToolWatch Employee | Notes |
Employee | Number |
|
Name | First Name, <br> Last Name | In Sage 300 CRE the Name field is formatted as "LastName; FirstName" (for example "Jones; Robert"). The integration splits on the semicolon, using the first part as the Last Name and the second as the First Name. If the Sage Name field does not contain a semicolon, then the ToolWatch First Name is left blank and the Last Name is set to the entire Sage Name. |
Name | Description | The Sage 300 CRE Name will be reformatted to match the ToolWatch format of "LastName, FirstName". |
The Sage email is not applied once the ToolWatch employee is an active TW / Field / PocketPC user or has a login, or if the incoming address is already used by another employee; in those cases the existing ToolWatch email is kept. | ||
Address | Address |
|
Address2 | Address2 |
|
City | City |
|
State | State |
|
Zip | Zip |
|
Phone | Phone |
|
Terminated Date and Rehire Date | Inactive | The ToolWatch Employee will be set to Inactive if the Sage Employee was Terminated and not subsequently Rehired. |
A ToolWatch Cost Center will be created for every JC Job in Sage. The following fields will be mapped:
Sage 300 CRE JC Job | ToolWatch Cost Center | Notes |
Job | Number |
|
Job, Description | Description | By default the ToolWatch Description is the bare Sage 300 CRE Job Description. During setup ToolWatch can configure a Description Format template ({number}, {description} tokens); for example "{number}-{description}" produces "1234-ATL Job" for Job 1234 with Description "ATL Job". |
Status | Inactive | The ToolWatch Cost Center will be set to Inactive if the Sage Job Status is not "In Progress". |
udTWRateTool, udTWRateMatr | Tool & Equipment Rate Sheet, Materials & Consumables Rate Sheet | Upon request, the integration can be configured to allow the ERP system to specify the Rate Sheet for each Cost Center. <br> <br> When the integration is configured in this way, the integration will require the named custom field to be present on the JCM_MASTER__JOB_CUSTOM_FIELDS table. These fields are added thru Sage300 as Optional Fields for the JCM_MASTER__JOB table. <br> <br> The integration will read this field, and if the value matches a single Tools or Materials Rate Sheet number in ToolWatch, then that associated Rate Sheet will be set as the Rate Sheet for the Cost Center. The Rate Sheet is set only when the Cost Center does not already have one; once set (by the integration or manually), later syncs will not overwrite it. |
By default, a ToolWatch Location will be created for every JC Job in Sage. This is not strictly necessary in order to properly accrue Job Costs and Billing in ToolWatch, and have those flow back into Sage, 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 300 CRE JC Job | ToolWatch Location | Notes |
Job | Number |
|
Job, Description | Description | By default the ToolWatch Description is the bare Sage 300 CRE Job Description, the same as the Cost Center Description above; an optional Description Format template can produce a "{number}-{description}" form such as "1234-ATL Job". |
Job | Barcode | Set once, at initial Location creation; a later change to the Sage Job number is not propagated to the Barcode. |
Address | Address |
|
Address2 | Address2 |
|
City | City |
|
State | State |
|
Zip | Zip |
|
- | 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". |
A ToolWatch Cost Center will be created for every JC Extra in Sage. There is a switch in the Sage300 settings to use the parent job status as the status of the child extras. This will prevent extras for inactive jobs from syncing even if the extra is still active. The following fields will be mapped:
Sage 300 CRE JC Extra | ToolWatch Cost Center | Notes |
Job, Extra | Number | The ToolWatch Number is constructed by concatenating the Sage 300 CRE Job and Extra with a dot. That is, given a Sage 300 CRE Job 1234 with Extra 1, the ToolWatch Number would be 1234.1. |
Job, Description | Description | By default the ToolWatch Description is the bare Sage 300 CRE Description; an optional Description Format template can produce a "{number}-{description}" form such as "1234-ATL Job". |
Status | Inactive | The ToolWatch Cost Center will be set to Inactive if the Sage Extra Status is not "In Progress". Extras Use Parent Status Setting - When checked Extras will respect the status of the parent job and Extras from inactive jobs won't sync even if the extra is active. |
A ToolWatch Cost Code will be created for each Sage 300 JC Cost Code related to an active JC Job. The ToolWatch cost codes will be mapped to the corresponding cost center of the parent job. There is a switch in the Sage300 settings that will exclude cost codes that are Group_Cost_Code = 'Y' in Sage300. The following fields will be mapped:
Sage 300 Cost Code | ToolWatch Cost Code | Notes |
Cost_Code | Number |
|
Description | Description |
|
A ToolWatch Unique Tool will be created for every EQM Master Equipment in Sage. As necessary, the integration will create supporting ToolWatch Models, Categories, Manufacturers, and Item Classes. All Unique Tools will be originally assigned to and owned by the integration's root stockpoint. The following fields will be mapped:
Sage 300 Equipment | ToolWatch | Notes |
Equipment | Unique Tool Number |
|
Equipment | Unique Tool Barcode |
|
Serial Number | Unique Tool Serial Number |
|
Make | Manufacturer Name | Only one ToolWatch Manufacturer will be created and used for all Sage Equipment with the same Make. |
Model | Model Name | Only one ToolWatch Model will be created and used for all Sage Equipment with the same Make, Model, Equipment Type Description, Year Built, and Description. |
Description | Model Description |
|
Year Built | Model Year |
|
Category | Item Class Description | Only one ToolWatch Item Class will be created and used for all Sage Equipment with the same Category. |
Equipment Type Description | Category Name | Only one ToolWatch Category will be created and used for all Sage Equipment with the same Equipment Type Description. |
Status | - | Only Equipment with a Status of "In service" is created as a new Unique Tool; equipment in other statuses is not created (an already-mapped tool may still be updated). |
Equipment rows missing a Description or an Equipment Type Description are skipped and not synced.