Viewpoint Vista
      Back to home
      1. SmartBarrel Knowledge Base
      2. Integrations
      3. Viewpoint Vista

      How do I Sync Timesheets from SmartBarrel to Vista?

      This article covers how to sync timesheets from SmartBarrel to your PR Timecards in Vista.

      Preliminary Requirements

      • Ensure all necessary components are synced and mapped:

        • Employees <> Workers

        • Jobs <> Projects

        • Phase Codes <> Cost Codes

      • Make sure you have configured your payroll cycle in the company integration settings so we send time to the correct batch
      • Review your project integration settings to make sure your timesheets meet all necessary requirements
      • It will be required to assign cost codes to send the time back to Vista with accurate job costing.


      ⚠️ The time it takes to complete the sync will be controlled by the flow runs in App Xchange. The flow runs are triggered to run every 15 minutes. The flow runs are affected by multiple factors and may be completed instantly or may take an undetermined amount of time. If you find that syncs are taking an excessively long time to complete, please contact SmartBarrel support to investigate. 

      How to Sync Timecards from Smart Barrel to Viewpoint Vista

       

      1. Prepare for Timecard Sync

      • Navigate to the Projects Page:

        • Open the specific project.

        • Scroll down to Timesheets.

        • Review the time entries for accuracy.

      • Review Project Integration Settings 
        • It is recommended to enable the setting "sync only approved shifts" for better accuracy. This will increase accuracy and reduce the frequency of syncs needed by keeping unapproved data out of Vista.

      2. Worker Cost Code Verification

      • Ensure each worker has a cost code mapped back to Vista assigned to their shifts.

      3. Approval Process

      • Approve Time: It is highly recommended to approve all time entries before syncing.

      5. Syncing Timecards

      • Access the Integration Banner above the timesheets.

      • Click on Sync Timesheet:

        • This action adds the timesheet sync to the queue.

        • Data will be sent to the App Xchange system and cached

        • App Xchange will send the timesheet data to the timecard batch in Vista when the next flow runs are triggered
          • Flow runs are triggered every 15 minutes in App Xchange
          • Flow runs can take an undetermined amount of time to complete

      6. Frequency of Syncing

      • Daily Syncing: It is recommended to sync timecards once daily for each project.

      • Every sync creates a new batch within the pay period:

        • Previous synced data will be included in each new batch.

        • This approach allows for building the batch progressively throughout the week.

      7. Admin Review

      • Admins can monitor the sync process for all projects:

        • Go to Integrations and review the Sync Dashboard.

        • Look for green indicators to confirm successful syncing of all time for all projects throughout the week.

      8. Final Steps

      • After confirming that all timesheets have been synced, proceed to Viewpoint Vista.

      • Double-check the timestamp of the most recently created timecard batch to ensure the sync has been completed

      • Review the timecard batch for any inaccuracies. You can always resync the time from SmartBarrel if necessary.

      • Process the payroll batch when you are comfortable that all time for the week has been synced and looks correct in Vista.