Integration Tool Usage Requirements

The following are the minimum system requirements to use the CrewTracks Integration Tool:

3. Windows-based PC / Mac running Parallels Desktop & Properly Configured Windows Installation
4. 4GB of RAM (8GB+ recommended)
5. Microsoft Excel 2016 or newer
6. Connection to the Internet

Downloading and Saving the Integration Tool (Provided by CrewTracks)

The CrewTracks Integration Tool will be emailed to you in a .zip file by either your CrewTracks Account Manager or a member of the CrewTracks Client Services team. Download and save the .zip file to an easily accessible location on your computer.

Right-click on the .zip file and select ‘Extract…’ / ’Extract All…’ on the popup menu. Choose the location where you would like the Integration Tool to be saved and click “Extract” to extract the file. The Integration Tool will now be available at the location you specified for future use.

First Time Open/Usage of Integration Tool

When you open the Integration Tool for the first time on a computer, there will be up to two initial prompts in Microsoft Excel that will need to be acknowledged/cleared before the Integration Tool will run. You will receive prompts like the screenshot below. Click ‘Enable Content’ / ‘Enable Editing’ as they appear

*NOTE: The above step will need to be repeated on any computer that uses the Integration Tool for the first time.

Using the Integration Tool

The Integration Tool is specifically designed by CrewTrack’s Client Services team for your organization and will output based on the information provided to the Client Services team during the setup process. The tool, when used properly, will output a Comma Separated Variable File (.CSV) that you can use to get your labor information into your Sage 100 environment. 

Start by selecting a Start Date and End Date by:

1. clicking on the tab next to the entry box and choosing the dates, or 
2. hand typing the needed dates in the entry boxes.

Once both the Start Date and End Date are selected or filled, click the ‘Generate New Data’ button on the right side of the form:

When running the Integration Tool for the first time, during the data generation process, you will receive a prompt about ‘Privacy levels’ for this workbook. Click the checkbox in the popup (circled red in this example), then click ‘Save’.

*NOTE: The above step will need to be repeated on any computer that uses the Integration Tool for the first time.

Depending on the amount of data being pulled, the data generation can take a few minutes. Once the data generation is complete, the data will appear in the window below the Start/End Dates and will provide you with a count of records pulled:

You can review the data by scrolling up/down in the window.

Saving Generated Data

Once the data has been generated by the tool and reviewed by you, you can save the data to a file for use with Sage 100. Click the ‘Save Data’ button found on the right side of the form:

Choose a location on your computer or network to save the file to. The file’s name will automatically generate, so don’t worry about trying to rename the file at this time; just choose a location and click ‘Ok’. Once saved, you will receive an acknowledgement showing where you saved the file to. Click ‘OK’ to remove the prompt.

Importing into Sage 100

Pre-requisite: Ei Dynamics needs to be setup and configured on the Sage 100 server prior to attempting an import. If Ei Dynamics has not been set up yet, please run through that setup process before this.

Open the link provided to you by your administrator to go the Sage 100 Data Integration site, then click on 5.2.2 – Payroll Records


Select the Company you wish to import in to (usually named whatever you have setup in Sage 100 for your company), then click the “Choose Files” button. Browse to the location you saved the generated file to, select the file, and hit “Open”.

You should now see the file name on the import tool site. Click the Process button, then click “Ok” on the “Continue?” prompt to begin the import process.

After the import process, you will be shown a screen with either a message of success or failure with error code(s):

If successful, proceed to Sage 100 to check that the data came in correctly and do any audits as needed.

Troubleshooting

Issue: The Integration Tool had an error pop up during the data generation process

Resolution: Typically, this error pops up when the Integration Tool is renamed and saved while the tool is still open. Normally, you can just close and reopen the Integration Tool to resolve the issue. If you still receive an error when trying to use the Integration Tool after closing/reopening, please reach out to your CrewTracks Account Manager or CrewTracks Support for help.

Issue: Ei Dynamics shows there was a failure in the data upload process

Resolution: Normally, Ei Dynamics will tell what exactly the issue is. Correct the issue (with or without CrewTracks assistance), then try uploading the data again.

Issue: My issue is not listed here. What should I do?

Resolution: Please reach out to your CrewTracks Account Manager or CrewTracks Support for help. We will be more than happy to help in resolving any issues you may be having with CrewTracks or the Integration Tool.