The ToolWatch Vista integration is focused on ensuring that the two systems share key list data such that when Job Cost and Billing charges are accrued in ToolWatch, they can then be imported back into Vista using the standard import and export features of the two systems.
This integration approach assumes that Vista will be used for accounting and project management, and that ToolWatch is used for inventory.
Vista | Sync Direction | ToolWatch |
PR Employees | → | Employees |
JC Jobs | → | Cost Centers |
JC Jobs | → | Locations |
JC Phases | → | Cost Codes |
EM Equipment | → | Unique Tools |
EM Equipment Locations | → | Stock Locations |
EM Equipment | ← | Unique Tools |
A ToolWatch Employee will be created for every PR Employee in Vista. The following fields will be mapped:
Vista PR Employee | ToolWatch Employee | Notes |
Employee | Number |
|
First Name | First Name |
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Last Name | Last Name |
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First Name, <br> Last Name | Description | The Vista First Name and Last Name will be combined to match the ToolWatch Description format of "LastName, FirstName". |
Address | Address 1 |
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Address 2 | Address 2 |
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City | City |
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State | State |
|
Zip | Zip |
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Phone | Phone |
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Active, Term Date | Inactive | If the Vista Employee is not Active, or the Vista Employee has a non-null Term Date, then the ToolWatch Employee will be set to Inactive. |
A ToolWatch Cost Center will be created for every JC Job in Vista. The following fields will be mapped:
Vista JC Job | ToolWatch Cost Center | Notes |
Job | Number |
|
Description, Job | Description | By default, if the Vista Job has a Description then that will be used, but if the Vista Job Description is blank, then the Vista Job (number) will be used. Some additional custom formatting options are available upon request. |
Notes | Notes |
|
Status Code | Inactive | By default, the Vista Job is considered active if its Job Status is Open or Soft Closed. The integration can be configured (via the ActiveJobStatuses setting) to specify which statuses count as active. The values are Vista status names (Pending, Open, SoftClosed, or HardClosed) as a comma-separated list, not numeric codes. |
udTWToolsRateSheetNumber, udTWMaterialsRateSheetNumber | 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> When the integration is configured in this way, the integration will require the named custom field to be present on the bJCJM table. <br> The integration will read this field, and if the value corresponds to a single Tools or Materials Rate Sheet in ToolWatch, then that associated Rate Sheet will be set as the Rate Sheet for the Cost Center. |
By default, a ToolWatch Location will be created for every JC Job in Vista. This is not strictly necessary in order to properly accrue Job Costs and Billing charges in ToolWatch, and have those flow back into Vista, 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 Vista Job.
The following fields will be mapped:
Vista JC Job | ToolWatch Location | Notes |
Job | Number |
|
Description, Job | Description | By default, if the Vista Job has a Description then that will be used, but if the Vista Job Description is blank, then the Vista Job (number) will be used. Some additional custom formatting options are available upon request. |
Job | Barcode |
|
Mail Address | Address |
|
Mail Address2 | Address2 |
|
City | City |
|
State | State |
|
Zip | Zip |
|
- | Cost Center | The Cost Center associated with this Vista 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 (Vista Job), unless the user specifies otherwise. |
Job Status | Inactive | By default, the Vista Job is considered active if its Job Status is Open or Soft Closed. The integration can be configured (via the ActiveJobStatuses setting) to specify which statuses count as active. The values are Vista status names (Pending, Open, SoftClosed, or HardClosed) as a comma-separated list, not numeric codes. |
udTWStockLocationNumber | Assigned Stock Location | By default, the integration will set the Assigned Stock Location for a Job to be the Root Stock Location specified when configuring the integration. <br> Upon request, the integration can be configured to allow the ERP system to specify the Assigned Stock Location for each Job. <br> When the integration is configured in this way, the integration will require the custom field named udTWStockLocationNumber to be present on the bJCJM table. <br> The integration will read this field and if the value corresponds to a single Stock Location Number in ToolWatch, then that associated Stock Location will be set as the Assigned Stock Location for the Job. Otherwise, the Root Stock Location will be used. |
A ToolWatch Cost Code will be created for every JC Phase in Vista. The following fields will be mapped:
Vista JC Phase | ToolWatch Cost Code | Notes |
Key ID | Cost Code ID | Behind the scenes, the Vista 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. |
Phase | Number |
|
Description, Phase | Description | The ToolWatch Cost Code Description will be set to the Vista Phase Description. If the Vista Phase Description is blank, then the Vista Phase will be used instead. |
The integration supports two independent Phase sync modes, each controlled by its own setting:
Master Phases (SyncPhasesToCostCodes): every Vista master Phase is synced as a Cost Code. These are not linked to a specific Cost Center.
Job Phases (SyncJobPhasesToCostCodes): each Vista Job + Phase is synced as a Cost Code linked to the parent Job's Cost Center. A Job Phase is only created if its parent Job has already been mapped to a Cost Center; otherwise the Job Phase is skipped.
A uniquely-tracked tool will be created in ToolWatch for every piece of EM Equipment in Vista.
When the EM Equipment item is first synced down from Vista, 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.
Equipment does not require a Category for sync and will be automatically filled. By default, only Equipment in an active Status is synced (controlled by the SyncActiveEquipmentItemsOnly setting). Equipment is filtered to match the Company Code within integration settings, Type "E" for Equipment, and Capitalized is always Y.
The following fields will be mapped:
Equipment
Vista EM Equipment | ToolWatch Unique Tool | Notes |
Equipment | Number, Barcode |
|
License Plate No | License Number |
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License Plate Exp Date | License Expiration |
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License Plate State | License State |
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VIN Number | Serial Number |
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Status | - | A ToolWatch item will only be created if the Status of the EM Equipment is "A". |
Location, Job | Initial Assignment | When the Vista Equipment first syncs into ToolWatch, its initial assignment is determined in this order: (1) if the Equipment is assigned to a Vista Job, the Unique Tool is assigned to that Job's synced Location; (2) otherwise, if the Equipment is assigned to an EM Location, the Unique Tool is assigned to that related Stock Location; (3) otherwise, the Unique Tool is assigned to the integration root Stock Location. |
The integration can optionally be configured to support syncing Unique Tools from ToolWatch to Vista Equipment. This flow would be useful for a company that allows their operations team to purchase capital equipment in ToolWatch directly.
When the integration is configured this way, shortly after creating a Unique Tool in ToolWatch, an EM Equipment import file will be generated by the integration and delivered to a destination where it can be automatically imported into Vista.
The user can specify which Classes of Unique Tools are to be considered Capitalized, and therefore are sent to Vista as EM Equipment.
A Stock Location will be created in ToolWatch for every EM Location in Vista.
The following fields will be mapped:
Equipment Location
Vista EM Location | ToolWatch Stock Location | Notes |
Location | Number, Barcode |
|
Description | Description |
|
Active | Inactive | The Stock Location will be set to Inactive if the EM Location is not Active. |
The integration can optionally be configured to support syncing Unique Tools from ToolWatch to Vista Equipment. This flow would be useful for a company that allows their operations team to purchase capital equipment in ToolWatch directly.
When the integration is configured this way, shortly after creating a Unique Tool in ToolWatch, an EM Equipment import file will be generated by the integration and delivered to a destination where it can be automatically imported into Vista.
The user can specify which Classes of Unique Tools are to be considered Capitalized, and therefore are sent to Vista as EM Equipment.
An EM Equipment import template is required to be set up in Vista in order for this flow to work. The ToolWatch Implementation team will assist you in setting this up.
The following fields will be mapped:
Equipment
Vista EM Equipment | ToolWatch Unique Tool | Notes |
EM Co | - | The EM Company will be set to the company that the integration is configured for. We do not today support syncing capital equipment from ToolWatch to multiple Vista companies. |
Equipment | Number |
|
VIN Number | Serial Number |
|
Description | Description |
|
Manufacturer | Manufacturer |
|
Model | Model |
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Model Yr | Model Year |
|
Status | - | The Status will be set to "A". |
Type | - | The Type will be set to "E". |
Notes | - | The Vista Note will be set to "ToolWatch Tool Number {Number}", where {Number} is replaced by the ToolWatch Tool Number. |
License Plate No | License Number |
|
License Plate State | License State |
|
License Plate Exp Date | License Expiration |
|
Capitalized | - | The Vista Capitalized value will be set to "Y". |
udTWItemId | Unique Tool ID | In order to support ToolWatch Unique Tools syncing into Vista EM Equipment, the custom field udTWItemId must be added to EM Equipment. This field will be populated by the Unique Tool ID in ToolWatch, when the item is created automatically via the integration. This allows the integration to later know 1) that the Unique Tool was successfully added to Vista, and 2) that this EM Equipment item does not need to be synced down to ToolWatch, if the integration is also configured to sync Equipment that direction. |
To sync vendors, the org must have the Sync Vendors checkbox checked in the admin site settings. When turned on, we will sync all vendors from Vista into ToolWatch where the vendor is tied to the org's "Company Code". When syncing we also support updates so that any of the below fields, if they are updated in Vista, should also see that update reflected in ToolWatch after the next sync. We sync the following fields from Vista mapped to the corresponding property name in ToolWatch
Vista Vendor | ToolWatch Vendor | Notes |
KeyID | ExternalID | Used for mapping of IDs, won't be visible in the UI |
Vendor | Number |
|
Name | Name |
|
Address | Address |
|
Address 2 | Address 2 |
|
City | City |
|
State | State |
|
Zip | Zip |
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Country | Country |
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Phone | Phone |
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Fax | Fax |
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URL | URL |
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Contact | Contact |
|
| ||
Notes | Notes |
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ActiveYN | Inactive |
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