Acumatica Integration: Feature Guide

Once you've finished setting up the Acumatica integration, there are two key features which you can choose to enable:

1. Send Approved Timesheets to Acumatica sends approved ProjectManager time to Acumatica as Employee Time Activities.

2. Receive Actual Costs from Acumatica updates task actual costs in ProjectManager using Acumatica project cost information.

Each feature can be turned on or off independently and scheduled to run:

• Daily
• Weekly
• Monthly
• On Demand

You can run a job at any time with the Run Now button.

Send Approved Timesheets to Acumatica

Teams can track and approve time in ProjectManager while finance receives that approved time in Acumatica.

The workflow is:

1. Team members enter time against ProjectManager tasks.
2. Optionally choose the appropriate Earning Type for each time entry.
3. Timesheets are submitted for approval in ProjectManager.
4. The integration sends eligible approved entries to Acumatica.
5. An Employee Time Activity is created in Acumatica.
6. The Acumatica team can continue its normal release and financial processes.

Approval in ProjectManager confirms the operational time entry. It does not bypass Acumatica’s financial processing. When the time is subsequently released in Acumatica, Acumatica generates the relevant project accounting transactions and can apply its own labor-rate rules.

For a time entry to synchronize successfully:

• Its ProjectManager project must be linked to an Acumatica project.
• Its ProjectManager task must have a corresponding Acumatica Project Task.
• A matching Acumatica Employee must be found.
• The timesheet must be approved.

Earning Types

Acumatica Earning Types can influence how employee time is processed, including cases such as regular time or overtime.

When the Acumatica integration is connected, you will see your Acumatica Earning Types listed in the Timesheet Info panel so your employees can choose the correct Earning Type for their work. Earning Type is also shown to the approver so they can confirm it's correct before it's sent to Acumatica.

After your time reaches Acumatica

ProjectManager creates Employee Time Activities (Screen EP307000), bypassing the Time Cards (since that's a duplicate of the ProjectManager Timesheets feature). Time Activities will not be on Hold when created, allowing you to approve or release time quickly.

From here Acumatica takes over. Next steps can vary based on your configuration (Screen EP101000) but generally you'll Release the time for processing so Acumatica can complete its normal project accounting, payroll or billing processes.

Changes made to an already-synchronized approved timesheet are not sent back to update the original Acumatica Time Activity.

Receive Actual Costs from Acumatica

Project managers often need to understand how much a project is costing without working directly in the accounting system. As costs are recorded in Acumatica and associated with Project Tasks, they will be summed up and allocated as Actual Costs in ProjectManager.

Cost Calculation

You have two options for how the Actual Cost will be calculated in ProjectManager: Actual Cost Only, or Committed + Actual costs.

With Actual Cost Only, the ProjectManager task Actual Cost reflects the actual amount recorded in Acumatica. This is the default and is best when you only want recognized actual costs displayed in the project plan.

Acumatica also tracks commitments for purchases that have been agreed to but not yet paid for. With Committed + Actual selected the ProjectManager Actual Cost will be the sum of Acumatica Actual Costs plus Acumatica Open Committed Costs.

For example:

As commitments become actual costs, the total is not double-counted. If another $3,000 materials bill is released, the materials value might change from $4,000 actual + $6,000 committed to $7,000 actual + $3,000 committed. ProjectManager still shows $10,000.

This option is useful when project managers want visibility into both money already spent and costs that the business has committed to spending.

Cost Codes

All projects linked to Acumatica will have an Acumatica Cost Codes field against tasks. Cost codes for matching Project Tasks will automatically brought over from Acumatica. This gives project managers additional financial context without requiring them to review the underlying Acumatica transactions.

If several Acumatica cost budget entries are associated with a task, their unique Cost Codes are displayed together. For example: CONCRETE, FIXINGS, FINISHING

New and changed cost-budget information is picked up during subsequent synchronizations, so corrections made in Acumatica are reflected in ProjectManager.

Actual Cost on an Acumatica-synchronized task is controlled by Acumatica and is read-only in ProjectManager while cost synchronization is enabled.

Important: Costs must be associated with an Acumatica Project Task to appear against a ProjectManager task. Project-level costs without a task association are not currently synchronized.

Next Step

• Deep dive - Learn about troubleshooting, field mapping and advanced options