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 300 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 300. 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 300

Under the Applications section, click Payroll -> Tools ->Import Time

You should now see the file name on the Import file line. Click the blank box next to “Error file”, then click “List…” again. Choose a location and name for your file, then click “Save”. In this example, we are going to save the error file to our desktop:


On the Import Time popup, enter the period start date and end date in the two fields labeled as such. The ”Time entry view” is something specific to your organization and will differ from this example:


Next, we need to set up a PRN file to output a more detailed error log should we need it. Click “Printer Setup…”, then on the right, click the “Print to file” checkbox, then click the “Select File…” button. Choose a location to save the PRN file, give it a name to save to, then click “Save”. Once you’ve set that up, click the “OK” button on the Printer Setup screen.


On the Import Time popup, enter the period start date and end date in the two fields labeled as such. The ”Time entry view” is something specific to your organization and will differ from this example:


Once all the above is setup, click the “Start” button to begin the import process.

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: Sage 300 gave an error after the upload process

Resolution: Please open up either the Error file or PRN file that were created to see what the errors were, then correct as necessary. If you don’t understand what the errors are, please reach out to your CrewTracks Account Manager or CrewTracks Support for help.

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.