The article details Inova's integration with Acumatica and UKG, syncing Cost Centers, Time Activities, Demographics, and Journal Entries. Syncs use OAuth 2.0 and allow customization, with scheduled or on-demand frequencies. Error handling involves support teams. Special configurations require client coordination with Acumatica. Journal entries sync on payroll finalization, capturing various payroll types with customizable fields.
Available Syncs
- Cost Centers (Acumatica > Inova)
- Time Activities (Acumatica > Inova)
- Demographics (Inova > Acumatica)
- Journal Entry (Inova > Acumatica)
Access requirements
Client creates a user to allow Inova to access the required information through the API. This user does have access to the Acumatica interface. Inova will establish an OAuth 2.0 connection send an receive data.
Cost Centers
Inova can sync the following configuration items from Acumatica to the Cost Centers in UKG:
- Project
- Project Task
- Cost Code
- Non-Stock Item
- SubAccount
- Branch*
- Department*
*These items require additional configuration from Acumatica. The client should contact their Acumatica representative to enable the endpoint and provide the URL.
Fields synced
| Acumatica Config Item | Acumatica Field | UKG Cost Center Field |
| Project | Project ID | Name |
| Description | Description | |
| Status | Status | |
| Project ID | External ID | |
| Project ID | GL Code | |
| Project Task (will be sub-levels of Project) | Project Task ID | Name |
| Description | Description | |
| Status | Status | |
| Project ID | External ID | |
| Project ID | GL Code | |
| Cost Code | Description | Name |
| Description | Description | |
| Cost Code ID | External ID | |
| Cost Code ID | GL Code | |
| Non Stock Item | Description | Name |
| Description | Description | |
| Inventory ID | External ID | |
| Expense Subaccount | Payroll Code | |
| Sub Account | Description | Name |
| Description | Description | |
| Status | Status | |
| Sub Account ID | External ID | |
| Sub Account ID | GL Code | |
| Branch | Branch Name | Name |
| ID | External ID | |
| ID | GL Code | |
| Address | Address | |
| Department | Description | Name |
| ID | External ID | |
| Address | Address |
Clients may specify which items should be synced, and custom field mapping is available.
Frequency
An initial full sync is performed during implementation, then the integration is activated. After the full sync, the sync runs at 8 am, M-F (EST). Any new or modified entries are captured. Clients may specify a different frequency.
Error handling
Error tickets are sent to the Integrations team to resolve.
Special Considerations
The client will need to contact Acumatica to create an endpoint for any custom configuration items.
Time Entries
Inova can sync Time Activities from Acumatica to UKG Ready directly to the pay statement. Hours are pulled from the Time Activities endpoint. The integration does not include any hours calculations such as overtime.
Fields synced
| Acumatica Time Activities Field | UKG Pay Statement Field |
| Employee | Employee ID |
| Earning Type | Earning Code |
| Time Spent | Earning Hours |
| WC Code | WC Code |
| Project, Task, Cost Code | Cost Center |
Customization
Additional customization is available to accommodate specific needs such as certified jobs or prevailing wages.
Frequency
The payroll sync runs “on demand.” Client admins will send an email to a webhook URL to initiate the sync. The user who initiated the sync will receive a notification when the sync begins and when it is completed.
Error handling
Error tickets are sent to the Integrations team to resolve. The user who initiated the sync will receive a notification if the sync is unsuccessful.
Demographics
Inova will sync employees from UKG Ready to Acumatica with UKG Ready being the source of record.
Fields Synced
- Status
- Employee ID
- Employee Name
- Branch
- Department
- Address
- Date of Birth
- Phone Number(s)
Customization
Additional customization may be available depending on the scope. Inform the Inova integration specialist of any additional fields to be included in the sync.
Frequency
An initial full sync is performed during implementation, then the integration is activated. After the full sync, the sync runs daily at 8:00am (EST). Any new or modified entries are captured.
Error handling
Error tickets are sent to the Integrations team to resolve. The main cause of errors is missing or mismatched fields.
Special Considerations
If employees are already created in Acumatica, please inform Integrations before beginning the sync. We will attempt to map the employees to their record in UKG to prevent duplicate records.
Journal Entry
Inova will sync journal entries from UKG to Acumatica. Inova can also provide the journal entry in the appropriate format to be imported manually, if desired.
Journal Entry Format
The journal entry includes the following fields:
- Reference Number – Check #
- Account Number
- Sub Account Number
- Branch, Project, Project Task, Cost Code
- Transaction type & amount
- Transaction Description – Earning/Deduction/Tax Name
Tax credits and direct deposits will be grouped by account number to match Inova’s debits to the client bank account, unless otherwise specified. For Direct clients, the net pay for live checks and vendor payments will be placed on individual lines with the payee, amount, and check number. For client utilizing Inova’s Trust service, checks will be grouped to match Inova’s debits to the client bank account.
Customization
The integrations team will work with the client to customize the journal entry to their needs. Customization includes:
- Module – GL
- Transaction Date – check date, pay period end date, or processing date
- Description – typically payroll name
- Ledger ID – Actual or Client Specification
- Branch ID
- PST Detail – Pay statement #, Employee Name, Employee ID
- Additional grouping by GL Entry type
- Additional customization as needed
Frequency
The integration will sync journal entries on the day the payroll is finalized. Payrolls must be finalized by 8 pm EST to be captured. Inova will sync Regular, Supplemental, Correction, Void, and Reconciliation payrolls that have at least one debit and one credit. A journal entry will be created for each payroll processed that day.
Error handling
Error tickets are sent to the Account Manager to resolve. Once resolved, the AM will resend the journal entry. The following items will cause an error in the sync:
- Item in Suspense
- Invalid account number
- Missing or invalid field (subaccount, project, etc)
- Out of balance entry