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Sage 100 Connector Setup Guide

eSUB has the ability to export approved hours from the eSUB project management system and import these approved hours into your Sage 100 Contractor account. 

Requirements: 

  • Job Numbers must match between eSUB and Sage, and must be numeric
  • Cost Code Numbers must match between eSUB and Sage, and must be numeric
  • Employee Numbers must match between eSUB and Sage, and must be numeric

Rules - The eSUB Sage 100 Connector supports adding records only, not updates. Therefore you cannot push a 2nd record for the same employee and project, on the same day.

Configure Sage 100 Contractor - There are a few steps you'll need to take in Sage 100 Contractor to ensure time can be pushed from eSUB to Sage. 

  • Uninstall any existing eSUB Sage 100 Connector if it exists. If it does not exist, you may have to do the following 2 Sage security steps
  • Set up Sage Security Group with a Group Name of exactly API. The Group # doesn't matter. We recommend 99.
  • Create a new User that has the security group of API. They must have a password. Remember that User Name and Password for the Connector setup later

 

Configure eSUB to export time to Sage 100

Enable Sage 100 in eSUB - You will first need to enable Sage 100 as your financial package in eSUB. Go to Navigate>Administration>Company Setup>Company Preferences>Accounting and use the drop down menu to select Sage 100.

  • Next make sure that under the project details in eSUB, the project has been set to "Payroll Live"

 

  • Important Note - For time to successfully push from eSUB into Sage 100 the following must be true:
    • Employee name, employee number must match in eSUB and Sage 100 Contractor. 
    • Project name and job number must match in eSUB and Sage 100 Contractor
    • Labor Activity code or Cost Code must match in eSUB and Sage 100 Contractor
    • Employee doesn't have an existing time record in Sage for the date you want to sync

Please follow the steps below to setup and configure the eSUB Sage 100 connector.

Enable Sage Connector Service To Login As Correct Sage 100 Contractor User - In order for time records to be successfully pushed into Sage, the connector service needs to login as the same Network Account that had the setup Sage 100 Contractor. 

Only do this step if the eSUB to Sage 100 Connector is installed on a different machine than the Sage 100 MB7 folder. The eSUB to Sage 100 Service which supports the Connector will need to run as a network account that has access to both machines, and the MB7 folder.

  • Configure Sage setup as network account
    • Use Windows Administrative Tools to open the Services Manager"
    • Once the Services Manager is opened, locate the "eSUB Sage100 Synchronization Service"
    • Right click and select "Properties"
    • Select the Log On tab
    •  Select "This Account" and enter a username and password for an account that has access to the MB7 folder across the network
    • Apply changes
    • Restart Service

 

Steps required for setting up symbolic link. A Symbolic Link is simply a shortcut to the MB7 folder that is independent of the logged on user in Windows. It creates a virtual copy of the MB7 folder on a local drive. 

 

  1. On Sage Database machine, add the same Windows User (with the same password) as the Windows user (in step 3) of the Connector Machine. 

 

  1. On the Sage Database Machine, share the MB7 folder (Sage 100 data folder) and provide Full Control to the Windows user account created in Step3.

 

  1. Go to the Connector Machine, Run Command as Administrator and then run below command to create a remote folder on the C:\ drive for the Sage 100 MB7 data folder. This establishes a network path the machine C:\ drive for the Sage 100 MB7 data folder. (IMPORTANT: Simply mapping a network drive with Windows Explorer will not work. Windows Services cannot use account-specific mapped drives. Use one of these command prompts.):

 

mklink /D C:\MB7 \\{Sage Machine IP}\MB7

Example:             mklink /D C:\MB7 \\192.168.4.102\MB7

 

  1. Then run the eSUB Sage 100 Connector, enter the drive we created the remote folder in Step 3 (c: here), enter the correct Company Name, Username and Password of the Sage 100 from the Sage Machine, and then it will connect.

Noteworthy: The connector does support Paths, so if the customer chooses to map the remote folder to something like C:\Sage100\MB7, then the Connector “Sage Database Drive” must be set to C:\Sage100. This establishes a network path to the machine C:\ drive for the Sage 100 MB7 folder from the network drive. Do NOT use the Choose Sage Drive button for this. Type it in. Save. Then toggle the tabs to make sure it stuck. It may take a couple tries.

 

Configuring the Sage 100 Connector - Enter in the correct information for each field as outlined below. 

    •  Sage Database Drive: Use the drop down menu to select the correct drive your Sage 100 database is stored on. 
    • eSUB API: Please request the eSUB API web address from eSUB Support 
    • eSUB Client: Enter your eSUB subscriber code
    • eSUB Username: Enter your eSUB account username
    • eSUB Password: Enter your eSUB account password 
    • Company Name: Enter your Sage 100 account company name. Please use the name of the folder within the MB7 directory if it is different than your Sage Company Name
    • Username: Enter your Sage 100 account username
    • Password: Enter your Sage 100 account password

Running the Sage 100 Connector - Once you have saved the Connector configuration information, you're ready to begin pushing time from eSUB into Sage.

    • Click on the Synchronization Logging tab 
    • Make sure that your service lights are all green
    • Next you need approved and export hours in eSUB, click here for more information on this process
    • After you've exported approved hours click the "Start synchronization" button.  
    • The connector will then look for the exported hours file and being to push the employee hours into Sage 100. 

 

Things To Remember - For time to successfully push from eSUB into Sage 100 the following must be true:

  • Employee name and employee number must match in eSUB and Sage 100 Contractor. 
  • Project name and job number must match in eSUB and Sage 100 Contractor
  • Labor Activity code or Cost Code must match in eSUB and Sage 100 Contractor
  • Employee doesn't have an existing time record in Sage for the same project and date your attempting to sync

We have also created a troubleshooting guide that can help to address any issues that might come up with pushing time into Sage 100. Please see document attached to this article. 

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