Sync Contractor Budget

Keep your accounting records accurate by syncing the budgets for your portfolio of projects from Linarc to QuickBooks Online. These budgets are mapped as 'Estimates' under the customer profile linked to each respective project. Whenever you perform a sync, ERP will automatically reflect any ongoing budget changes, such as approved change orders or specific line-item modifications.

Prerequisites:
Administrative Setup: Synchronization rules between the source and destination must be configured in the administration settings. If you need assistance, please contact your Company Administrator.
Manual Imports: The auto-update is disabled for contractor budget, you must manually import the records into the staging platform before executing the sync.
Cost Codes and Projects: Your company level cost codes and projects from your portfolio  must have been properly mapped and synced from Linarc to ERP

To  sync budgets

• Ensure that you are in the staging platform. If not,
  • Click the main menu at the top left
  • Select 'Portfolio' menu from the drop down and select 'Integrations' at the top
• Click the 'Contractor Budget' tab

This screen displays a consolidated list of budget line items for projects synced from Linarc to the staging platform. The items are grouped by their respective projects and appear in the exact order they were synced. 

Column Descriptions:

Cost Code - The code representing the division/category of work as per the cost code list at your company level

Description - The label of the work/task

Type - The category of the budget line item. The possible values are,

• OC- Original Budget
• RC - Revised Budget 
• CC - Approved Change orders

Project Name - The label of the project as registered in Linarc

Labor cost - The monetary value of the cost allotted for the crew wages

Material Cost - The monetary value of the cost allotted for the materials used for the work

Subcontractor Cost - Expenses related to external subcontracts or vendors

Overhead cost - Operation costs that the company bears for the work item

Other Cost -Miscellaneous expenses like transportation, material handling, fees paid to various vendors, agencies, and more.

Profit - The profit gained by your company from the work item 

Total Cost - The total budget amount allocated for the work item

Quantity - The numeric value of the amount of work required to be done

Status - Shows the current state of synchronization from source to destination. The possible values are

• Synced – The record has been successfully synchronized
• Failed – The synchronization attempt was unsuccessful due to an error
• Needs Action – Requires user intervention to resolve issues (like fixing missing mappings or incomplete data) before synchronization can proceed

Synced - The date and time when the entry was last successfully synchronized. If synchronization has not occurred, it displays 'Not Synced'

Actions -  Contains options for viewing log of changes and manual mapping:

• Change History - View a detailed log of changes and the synchronization history for the specific record
• Json Script  - View the raw JSON data payload for the selected record. This is primarily used for advanced troubleshooting to verify the exact data transferring between the two systems

Import and Sync Data from Linarc

Use this option to import locked budget line items of a project under the given conditions

• To pull all budget data for synced projects during initial staging
• To pull budget data of a newly synced project
• To import newly created budget line items after budget adjustments in synced projects
• To import budget line items associated with approved change orders

To import budget data

• Select 'Import New Items from Linarc' from the 'Import' drop-down
• Review the list of staged records to check whether their status shows 'Needs Sync' or 'Failed' before proceeding

To sync the budget data

• Select the records with a 'Needs Sync' status by clicking their serial numbers. (Tip: To select multiple entries at once, hold down the Ctrl, Shift, or Cmd key on your keyboard). 

Alternatively, 

• Click 'Select All' to select all entries at once
• Click the 'Sync to ERP' button

Handle Failed Records:

• Hover your mouse over any 'Failed' status indicator to view the specific reason for the failure.

Resolve and Retry: If the synchronization fails, you will need to reconcile the entry directly in Linarc. Once the data is corrected at the source, click the 'Failed' status button in the staging platform to retry the sync.

View the Change History

• Click the icon in the 'Actions' column to view the log of changes in the project details

The pop-up shows the chronological list of changes made to various fields of the project details.