How do I fix sync errors and update information between Corfix and Acumatica?

Overview & Explanation

The connection between Corfix and Acumatica ensures that your field data and office records stay in sync. To protect your financial records, the system uses a "Process Data" step as a final check. If the system can't find a matching record (like a specific task or ID), it will stop the transfer to prevent incorrect information from entering your accounting software.

Use this guide if:

• You need to fix a timecard that has already been sent to accounting.

• New work orders/projects aren't appearing in Corfix.

• You see an error during the "Process Data" stage.

• You need to know which employee or project details can be updated.

How It Works (Step-by-Step)

Scenario A: Correcting an Exported Timecard

Once a timecard is sent to Acumatica, it is "locked" to protect your audit trail. Simply changing the project in Corfix will not update the accounting side. You have two options:

1. Manual Update: Find the timecard directly in Acumatica and manually change the Project field.

2. The "Replace" Method: Delete the timecard in both Corfix and Acumatica. Create a new one in Corfix with the correct details and send it over again.

Scenario B: Syncing New Work Orders to Corfix

If a work order created in Acumatica isn't showing up in Corfix, follow these steps:

1. Flag for Export: In the Acumatica record, make sure the Export to Corfix checkbox is checked.

2. Prepare & Process: In Corfix, go to Prepare Data, select Projects, and click Prepare. Then, go to Process Data and click Sync.

Scenario C: Troubleshooting "Process Data" Failures

If the data transfer fails, check these three common connection points:

1. Check Cost Codes: If a timecard fails, the Cost Code in Corfix might not be linked to a Project Task in Acumatica. Ensure these are mapped correctly in the Acumatica settings.

2. ID Numbers: Acumatica controls ID numbers. If you create a record in Corfix and it fails, Acumatica may be blocking that specific number. Once the sync is successful, Acumatica's official number will automatically replace the temporary one in Corfix.

3. Confirm the "Holding Area": Ensure the record appears in the Prepare Data list first. If it isn't there, it cannot be processed.

Scenario D: Transferring Project Notes and Forms

You can send project updates and attachments (like photos or documents) from Corfix to Acumatica.

1. Use the Project Notes feature in Corfix to add updates.

2. When you export, these notes and any attached Project Forms will automatically transfer to the corresponding project in Acumatica.

Which Information Stays in Sync?

Certain information is "bidirectional," meaning if you change it in one system, it can update the other. Below are the specific details that stay connected.

Employee Information

When you update an employee in one system, the following details will update in the other after a sync:

• Name: First, Middle, and Last names.

• Contact Info: Primary phone, personal phone, and email address.

• Identification: Employee Number and Date of Birth.

Project Information

Project updates also flow both ways. The following fields will stay matched:

• Project Details: Name and Project Number.

• Location: Street address, City, State/Province, Country, and Postal Code.

• Map Coordinates: The exact physical location (Latitude and Longitude) for the job site.

Use Cases and Benefits

• Faster Payroll: Quickly fixing timecard errors ensures employee hours are recorded and paid without delay.

• One-Time Fixes: Correctly linking your codes prevents the same errors from happening every week.

• Accurate Records: Syncing Project Notes ensures the office team has the same photos and updates as the field crew.

• Data Integrity: The "Process Data" check acts as a safety net, ensuring only clean, complete data enters your financial system.