How do I automatically sync cost codes from Acumatica to Corfix?

Who this is for: Acumatica administrators who connect Acumatica to Corfix and want field crews to log time against the right cost codes.

 Before You Start

• Projects must be Active and have Export to Corfix checked in Acumatica. Completed or suspended projects are skipped.
• Turning on Cost Code Sync locks the manual mapping screen. Your existing manual mappings are kept, but you can't edit them while sync is on.
• Cost codes are never deleted from Corfix. Removing a task or budget line in Acumatica leaves the matching cost code in Corfix; it simply stops updating.
• Multiple branches? If each Acumatica branch connects to a separate Corfix company, always pick a Branch before preparing or processing data.

Overview

Cost Code Sync reads the tasks and budget lines on your active Acumatica projects and builds matching cost codes in Corfix for you. Each project in Corfix then shows only its own cost codes, so workers pick from a short, relevant list when they log time.

Think of it like a filing cabinet: each Task is a drawer (Level 1), and each Task + Cost Code pair from your budget is a folder inside that drawer (Level 2).

What gets sent to Corfix:

• Tasks on projects that are Active with Export to Corfix checked
• Task + Cost Code pairs from Revenue or Cost budget lines

What is not sent: completed or suspended projects, projects without Export to Corfix checked, other budget line types, and the default cost code 000000.

If the same task appears on several projects, Corfix creates it once and links it to each of those projects.

Timecards map back automatically. When a timecard comes back from Corfix, a Level 2 code fills in the Project, Task and Cost Code in Acumatica. A Level 1 code fills in the Project and Task, with the default cost code.

How It Works

Turn on Cost Code Sync

1. In Acumatica, open Corfix Preferences.
2. In the Entities section, check Cost Codes.
   • The Enable Task and Cost Code Mapping option greys out automatically, and the manual mapping screen becomes read-only.
3. Click Save.

Run the sync

Syncing is a two-step process: Prepare finds what's new or changed, then Process sends it to Corfix. Always run Prepare first.

1. Open Prepare Data (screen HCCO5010).
2. (Optional) Select a Branch if you have more than one Corfix company.
3. (Optional) Set Entity Type to Cost Codes to prepare only cost codes.
4. Click Process (or Process All). New or changed cost codes are queued as Pending.
5. Open Process Data (screen HCCO5015).
6. Use the same Branch and Entity Type filters, then Click Process (or Process All).
7. Records change to Synchronized once they reach Corfix.

Order is handled for you. When you process everything at once, Acumatica sends Employees first, then Cost Codes (Level 1, then Level 2), then Projects, then Forms, Notes and Timecards. That way cost codes always exist in Corfix before projects reference them.

Using multiple branches

• Select a Branch every time you run Prepare and Process.
• Each branch keeps its own sync records, so the same task can exist separately in each Corfix company.
• Cost codes prepared under Branch A won't be processed while Branch B is selected.

Use Cases and Benefits

• New project, ready on day one. Mark a new project Active with Export to Corfix checked, run the sync, and its cost codes appear in Corfix without anyone building a mapping.
• Cleaner time entry in the field. Workers only see the cost codes for the project they're on, so fewer entries land on the wrong code.
• Budget changes flow through. Add a task or budget line mid-project and the next sync picks it up automatically.
• Less back-office rework. Timecards come back into Acumatica with the Project, Task and Cost Code already filled in.
• Shared tasks stay tidy. A task used across many projects is created once in Corfix, not duplicated per project.

Behavior Changes: What's New?

What happens when things change

• A project is marked Complete: it stops syncing. Its cost codes stay in Corfix.
• A task is added after the first sync: the next Prepare picks it up and the next Process creates it in Corfix.
• A budget line is added or changed: the next Prepare queues the new Task + Cost Code pair.
• The cost code already exists in Corfix: the sync links to the existing code and updates it instead of creating a duplicate.
• A task or budget line is removed: the cost code stays in Corfix but is no longer updated.

Switching back to manual mapping

1. Open Corfix Preferences (HCCO1010).
2. Uncheck Cost Codes.
3. Re-check Enable Task and Cost Code Mapping if needed.
4. Click Save.

The Cost Code Mapping screen (HCCO10PL) becomes editable again, with all your earlier mappings intact.

Troubleshooting

Cost codes aren't showing up in Corfix

• Is at least one project Active with Export to Corfix checked?
• Is Cost Codes checked in Corfix Preferences?
• Did you run Prepare Data before Process Data? Prepare queues the records; Process sends them.
• In Process Data, select any failed record to see its Last Error message.

A completed project keeps reactivating in Corfix

This happens when a completed project still has Export to Corfix checked and something on it changes later, such as its address or description. The sync sends that update to Corfix, which can reopen the project. Uncheck Export to Corfix on the completed project to stop it syncing.

Error: "No valid task has been found for project"

A timecard in Corfix uses a task or cost code that doesn't exist, or is no longer active, in Acumatica. Check that:

1. The timecard's cost code matches an active Task on the project.
2. For Level 2 codes, the Task + Cost Code pair exists in the project budget.

Timecards land on the wrong cost code

Automatic matching only works for cost codes created by this sync. Codes someone added by hand in Corfix won't match. Either move to the synced cost codes, or turn Cost Code Sync off and use the manual mapping screen.

Screen reference

Still stuck? Contact Corfix Support or your TAM.