Dynamics GP

The DATABASICS Time & Expense Reporting system integrates to Dynamics GP to support time and expense accounting.

Each GP entry module specific outbound specification from DATABASICS is outlined in separate sub-sections, as follows:

• General Ledger Journal Entry - labor and expense accounting details

• Payables Transaction Entry - reimbursable expense accounting, vendor payables

• Project Accounting - labor and expense project accounting details

Import Export Utilities

The default GP Import Export Utility is Integration Manager and is the utility these pages assume for the purposes of documenting DATABASICS capabilities. Other utilities are available to Dynamics GP customers, including SmartConnect, eConnect and Scribe. These tools may add value for integration purposes and DATABASICS works with all of them. The integrations would be similar to what is outlined here, but with adjustments made to facilitate for the customer’s and the specific utility’s requirements, including format variations (like xml) and enhanced process functionality.

Inbound Data to DATABASICS

In a bi-directional integration Demographic (Organization) and Project (WBS) data typically originates in GP and is imported to DATABASICS to support valid data in the outbound flows.

Organization Structure

In a GP integration the DATABASICS Organization structure typically consists of one or more of the following:

• Company

• Employee / Vendors - note: some GP integrations have Employee data originate in an HRMS system, or have the user details maintained in DATABASCIS

The Employee typically has one or more of the following properties:

• Employee ID

• Vendor ID

• Employee First and Last Name

• Home Company

• Home Subaccount

• Default Labor Class

• Employee Type - supporting entry validation (e.g. OT) if included

• Email address

• Manager ID - supporting approval requirements if included

• Hire Date

• Termination Date

Work Breakdown Structure

In a GP integration the DATABASICS Work Break Down Structure typically consists of one or more of the following:

• Project

• Project Type

• Task

• Bill Rate - supporting billing if included

The Project and Task typically has one or more of the following properties, supporting customer’s specific requirements:

• Contract Type

• Cost Category

• Owning Company

• Resource Assignment

• Manager ID - supporting approval requirements if included

• Start Date

• End Date

Inbound Integration methods

Data flow inbound to DATABASICS is managed using the DATABASICS Import / Export utility.

Open

In a GP integration data can be read directly from views created by the customer or the customer can provide flat files with data, according to agreed specifications.

The loads will validate to make sure all the required fields are provided in order for the employee to be active in DATABASICS.

Direct Data Pull from Views

We can use the DATABASICS import / export utility to read data directly from views created by the customer. Using the direct pull solution provides the organization and project data, and refreshes the data in DATABASICS for new records and existing records without the need for an intermediary step.

This approach includes installing the import utility inside the customer firewall and linking the utility back to DATBASICS for delivery of the specified data.

A agreed specification will outline what data to import from where. Example employee profile specification:

The utility allows the customer to specify the frequency of each scheduled load and also gives the ability to refresh data manually.

Data Push to DATABASICS

Flat files can be imported into DATABASICS from a dedicated SFTP site: more information here

Files must be provided according to agreed specifications, loads can be scheduled according to requirement (e.g. weekly, daily, hourly), or manually triggered on an as needed basis.