Explorer Eclipse Integration

Import/Export Mapping Overview

Aimsio		Eclipse	Status
Job Order	←	Projects → Job Master	ACTIVE
Job Order → WBS Schedule	←	Projects → Cost Codes	ACTIVE
Job Order → Non-Recurring Billables (NRBs)	←	Purchases → Vendor Invoices PDF Attachments are combined (if multiple) and imported.	ACTIVE
Employee	←	Payroll → Employee Master Purchases → HiredTruck → Operators	ACTIVE
Equipment	←	Assets → Equipment Purchases → HiredTruck → Units	ACTIVE
Company → Customer	←	Sales → Customers	ACTIVE
Company → Vendor	←	Purchases → Vendors	ACTIVE
Company → Sub-Contractors	←	Purchases → SubContractors	ACTIVE
Payroll Master Data	←	Pay Types, Union, Pay Code, Work Classifications You can import this through CSV, as this data rarely changes after the initial setup.	CSV

Employee / Contractor daily hours, subsistence, etc.	→	Payroll → Web Time Entry Including Stat Pays Hired Truck → Hired Truck Ticket Register* *Intercompany in this screen is not currently supported by Eclipse and the user has to manually set it before posting rental tickets.	ACTIVE
Invoice	→	Sales → AR Invoice Register* *Invoice PDF is sent but it shows up (DocFlo/DocPro) after the invoice is posted and not in the register screen	ACTIVE

Purchase Orders	→ ←	Purchases → Purchase Orders	NOT SUPPORTED

Import Mapping

Jobs

Eclipse	Aimsio	Notes
Job	Job Number
Customer	Client
Division	Area	Need to manually add all Divisions as Locations in Aimsio with the same code We can also adda a Division lookup field in Aimsio to have it show up on the tickets
Description	Description
Start/End Dates	Start/End Dates
Is Complete?	Status (Active or Finished)	We can ignore all previously complete jobs or jobs with end date less than NOW() to avoid importing historical data
Company	Eclipse Company Text Field
Revenue Account	GL Account Text Field	Needed when sending the invoices back
Contract	Contract Text Field	Nice to have, it is an optional field if you want to show on the ticket
PO Number UDF	Purchase Order Number
Price Book Name UDF	Price Book	A mandatory field in Aimsio
Work Type UDF Or Job Basis	Work Type	Lump Sum or T&M
Job Type	Service Line
Project Manager	Project Manager	Nice to have
Assignee Code UDF	Assignee Foreman Lookup Field	A mandatory field in Aimsio
Client Rep UDF Sometimes Client	Client Rep
Default Markup UDF	Default Third-Party Markup (%)	Useful if the default markup changes from job to job, if not we can hard-code it.
Province	Province/State
Contact/Telephone	Client Rep Name/Email/ Phone
Any field under billing rules		Useful if these values change from job to job, if not we can hard-code it.

Employee

Payroll → Employee

Eclipse	Aimsio	Notes
Employee	Employee Number
First Name	First Name
Last Name	Last Name
Phone	Phone
Address	Address
Base Class	Billable Item (Trade)
Division	Area
Company	Eclipse Company
Union	Union
Hourly Rate UDF	Hourly Rate	This is a burdened rate for all employees (salary/hourly) that is used in Aimsio to calculate job costing

Hired Truck → Operator

Eclipse	Aimsio	Notes
Operator	Employee Number
Name	First Name	In Eclipse, there is no First Name/Last Name for Operators. There is only Name. We detect the first SPACE and put everything before it as First name and everything after it as Last Name.
Name	Last Name
Eclipse v13: Trade Code UDF	Trade	Trade can be brought it as UDF or hard-coded.
Company	Eclipse Company
Owner Operator	Eclipse Owner Operator
-	These fields are hard-coded Union Hired Truck: YES

Work Class → Payroll Work Class

We currently import Eclipse Work Classes into Aimsio Payroll Work Class through CSV. Depending on your Eclipse setup if a person needs to be paid differently based on his role (e.g. a if Jon Foreman needs to be paid differently if one day he works as Operator), we recommend the following mapping to fit in the 9-character limit for Work Class:

a 3-character trade code, e.g. FOR for Foreman or OPE for Operator
a 6-character employee code, e.g. JONSMT for Jon Smith

Then if you have a foreman working as operator, you would have a work class like this: OPEJONSMT.

When sending back time cards, we can detect if a person has a different work class than his default and either send FOR or OPEJONSMT, depending on the data in Aimsio.

Work Class and Equipment Category → Billable Items

Eclipse does not have the concept of Billable Items. However, Employee Work Class and Equipment Category are a super set of Aimsio Billable Item (Labour/Equipment). Therefore, we need a CSV export of Employee Work Class and Equipment Category that is filtered by the end-user to give us our Billable Items. To illustrate in the context of the example above, we only need FOR and OPE and not OPEJONSMT as Billable Item in Aimsio.

Payroll Imports

All the items under the Payroll tab in Aimsio have to be imported manually or through CSV. These are items that rarely change, e.g. Pay Types or not as frequent, e.g. Work Class/Pay Codes. There is a plan in the future to pull Work Class and Pay Codes from Eclipse.

AP Invoices → Non-Recurring Billable Items

When getting vendors invoices, we have to set a parameter called max aging that indicates how far we should go back in fetching these invoices (default value: 10 days). We can also add other filters to only fetch data of a certain Eclipse COMPANY. All the AP Invoices are imported with the same NRB Type (e.g. Material or Third Party). Please note that AP Invoice in Eclipse does not support UDFs so we have very limited options for configurations/mapping here.

Eclipse	Aimsio	Notes
Job
Vendor
PO Number		Free text to set the PO number. does not automatically connect it to Aimsio PO.
Invoice	Invoice Number
Invoice Date	Invoice Date
AIR Memo
Vendor
Memo1	Both NRB Name and Notes
Memo2	Aimsio PO Number	Need Eclipse’s support (usually Patrizio) to enable `Memo2` and `Memo3` fields in the Register screen.
Memo3	Billing WBS	same as above
Amount	Quantity = 1, Rate = Amount	Eclipse does not have Quantity therefore Aimsio Quantity is set to 1
GST and QST	Tax
	Account Type (Billable vs Non-Billable)	Need to set a rule, e.g. all lump sum jobs are going to be Non-Billable
	Internal?	Need to set a rule, e.g. all `1300` codes are Internal
	External Id	External Id will be the combination of Vendor:Invoice to make a unique AP Invoice

Export Mapping

Invoices

Header Fields

Eclipse	Aimsio	Notes
Company	Invoice > Job > Eclipse Company
Customer	Invoice > Client
Invoice	Invoice Number
Date	Date
Amount	Sub-Total
Tax Values (GST, PST, QST)	Sales Tax	Need to have the same corresponding names
Holdback Amount	Retainage Amount	Usually set to 0 and use Retainage % instead
Holdback Percentage	Retainage Percentage

Line Items

Line items in Aimsio are grouped by the Cost Code (WBS) and then sent to Eclipse with the following mapping:

Eclipse	Aimsio	Notes
GL Account	Invoice > Job > GL Account
Amount	Line Item Sub-total
Job	Invoice > Job
Cost Code	Invoice Line Item Cost Code	WBS Code in Aimsio = Cost Code in Eclipse
Division	Invoice > Job > Division (Area)
Job Quantity	Usually hard-coded to `1`
Memo	Notes	There is a MAXIMUM limit of 256 characters.
Job Class	Usually hard-coded to a given class	Need to know the value

Important Details

Holdback calculations in presense of GST and PST seem to be off when it hits the Eclipse side. Imagine an invoice for $1,000 and 10% holdback with GST of 5% and PST of 7%. In Aimsio, the holdback (retainage) value is deducted first (i.e. 1,000 - 10% = $900), then GST and PST are applied on the $900, resulting in $45 GST and $63 PST. However, when this invoice is sent back to Eclipse, the GST and PST amounts are not shown with the same value of Aimsio.
- If you have this situation, please first test the above example and reach out to Eclipse support for further configuration.
- There is already a support ticket for this issue with Eclipse (1092457). There is apparently a setting called “AR_ALTMETHOD setup in GST so this should be taking the Holdback before tax is calculating.”
- If holdback amounts do not even show up in Eclipse, contact Eclipse Support. They have a way of making it work.
Discount amount is no longer supported in Eclipse, as AR Invoice Register does not have a field for it. As per Eclipse’s support on October 2024, there is no roadmap to add it.

How to Add UDFs?

In Eclipse, go to Utilities → Setup → Configuration → Create | Modify UDFs. If you have admin permissions, you will be able to add UDF to almost any Table in Eclipse.

Common tables for adding UDFs are:

PM_EMPMASTER for Employee Direct Hires
HT_OPERATORMAST for Employee Subcontractor (Hired Truck Operators in Eclipse)
EQ_EQUIPMASTER for Equipment (Owned)
HT_UNITMASTER for Equipment (from Hired Truck Units)
JC_HEADERMASTER for Job Order
AR_CUSTOMERMAST for Company → Customers
AP_VENDORMASTER for Company → Vendors

Timecards

You can both send own Employee/Equipment hours back to Eclipse via the Payroll Module (Web Time Entry) and send subcontractor personnel/equipment to Eclipse via the Hired Truck Module. While in Aimsio there is a flag in an employee/equipment to indicate whether it is your own/subcontractor’s, in Eclipse the data goes to two completely different modules and therefore, each one has to be configured separately.

In summary, Payroll employee timecards (whether RT/OT/DT/TT or Pay items like Subsistence) can be sent to Eclipse without any issue. You can also send Aimsio Subcontractor Timecards as HiredTruck Rental Tickets with a lot of considerations and mapping requirements.

The Web Time Entry queue can be hard-coded during configuration. In addition, if you set the short code for the user to be their username in Eclipse, the exported records will be routed to that user’s queue in Eclipse.

Importing Data from Eclipse

From Eclipse (Payroll or Hired Truck) To Aimsio

Payroll > Employee Master

Each Employee in Eclipse is mapped to an Employee in Aimsio.

Eclipse	Aimsio Field	Notes
-	Employment Type = Direct Hire
Employee First Name Last Name …	Employee Number Same field in Aimsio Same field in Aimsio …
Company	Eclipse Company (Additional Info)
Work Classification	Employee > Trade (Billable Item)

Hired Truck > Operator

Each Operator is imported as a Subcontractor Employee. Therefore, if there are N persons working for the same subcontractor, there should be 1 owner operator and N operators. Aimsio will import N operators as employees, and will keep their owner operator link to use when sending rental tickets back.

In addition, while there is no work class for Operators in Eclipse, Aimsio needs to still link a given operator to a trade so that the right rate can be applied in the field tickets. There are a couple of ways to accomplish this:

Hard-code the work class: this works well if there aren’t a lot of operators and more importantly, if most of them are a certain trade, e.g. Foreman. In this case, we can default every operator to be a foreman and hard-code a mapping of exceptions on the Aimsio side. For example, operator code JAYSIL is a project manager but everybody else is Foreman. The downside to this approach is every time you need a change, Aimsio needs to be contacted to change the mapping.
Eclipse 11: re-use the SIN field, as long as the trade code are numerics and can fit in the SIN field.
Eclipse 13: Add a UDF to Operator to account for Work Class (Trade codes) in Aimsio.

Eclipse	Aimsio Field	Notes
-	Employment Type = Subcontractor
Operator	Employee Number
Operator Name	Split by SPACE > First Name Last Name
Company	Eclipse Company (Additional Info)
Owner Operator	Subcontractor Company
UDF: Work Classification	Employee > Trade (Billable Item)

From Eclipse (Asset or Hired Truck Unit) To Aimsio

Assets > Equipment Master

Each Asset in Eclipse is mapped to Equipment in Aimsio.

Eclipse	Aimsio Field	Notes
-	Subcontractor Company = Blank	This means it is an owned equipment
Equipment	Unit Code
Company	Eclipse Company (Additional Info)
Category	Equipment Class (Billable Item)

Hired Truck > Unit Master

This is the most confusing of all types in Eclipse, since it holds the data for 1) operator’s assets (e.g. Trucks, etc.), and operator work classes (e.g. Foreman, Labourer, etc.). While we only import the first part in Aimsio as Equipment, the other part must still exist in Eclipse for the correct rates to be applied when sending data back to Hired Truck > Rental Tickets.

To import the Operator’s assets, we need to know where to find the Billable Item code (or as Eclipse calls it Category in Assets). This can be done in two ways:

Use Unit Type to indicate whether the record is Operator’s assets, Operator’s pay item, or Operator’s work class. E.g. use HR to indicate a work class, SUB to indicate subsistence, and everything else is an asset. Then, have the Unit Code contain both the Billable Item code, as well as the Operator name, e.g. 0074GARYAT means 0074 - Service Truck owned by Gary Yatkowski.
Use Unit Type the same way as above with the only difference being all the Equipment Classes (Billable Items) should also be a Unit Type. In this case, a Unit can be called GARYAT with the Unit Type 0074 to indicate this is a truck to be charged based on the 0074 - Service Truck rate.

Eclipse	Aimsio Field	Notes
Unit Type = X		Only import certain unit type(s) as Equipment in Aimsio
Unit Number	Unit Code
Owner Operator	Subcontractor Company
Company	Eclipse Company (Additional Info)

To illustrate this, let’s look at the example below. C00004 is an owner-operator company with two operators working under it: Kent Armstrong and Nicole Armstrong.

Based on the screenshot below, we will import only three records as Equipment in Aimsio: C00445, C00810, and C15045, since their Unit Type is not HR. The other records are all HR records and they exist because these two people are going to be paid based on what trade they had in a time sheet as well as their subsistence. This is explained in the next section.

Pushing Data back to Eclipse

Payroll Module

Labour and Equipment line items in Aimsio (usually in time sheets, sometimes in Work Order or Field Tickets) can be sent back as Timecards to Eclipse using the default time card mapping. We can send RT/OT/DT/TT breakdown or send the first three as RT and let eclipse break it down to its proper RT/OT/DT. For employee timecards, if in Eclipse the RT/OT rules are at the Union level and not the employee level, it is recommended that Aimsio breaks it down as well if you intend to use Aimsio Job Costing. If not, rely on Eclipse to break it down.

Also, if there are multiple companies in Eclipse, cross-job costing in Eclipse will be done by sending the employee belonging to company A with hours under a job that belongs to company B. With this data coming out of Aimsio, Eclipse will properly handle the proper job costing on its side.

Hired Truck

In Eclipse the combination of 4 variables to determine a rate:

Rate Table: it is recommended to have only one such table, e.g. STANDARD
Pay Code
Unit Number, which includes a link to
1. Owner Operator
2. Unit Type
Operator

Pay Differently Based on Pseudo Work Class (Trade in Aimsio)

In Eclipse there is no RT/OT or Work Class for hired trucks. We rely on the data in the Unit Master to have different records for a person with different trades. For example in the screenshot above, 901, 902, etc. are trade codes while C000004 is the owner operator company the Operator Kent Armstrong is working for. We have multiple records for him since his pay is different when he is a Supervisor vs Foreman vs Labourer, etc. There is also a second person (Nicole Armstrong) working for the same owner operator company C000004. If we were to send 8 hours for Nicole Armstrong as a Labour (code 905), the data will look like below. Please note that Pay Code 01 indicates Hourly pay.

RATE TABLE	OWNER OPERATOR	UNIT	OPERATOR	PAY CODE	QTY_AMOUNT	JOB	COST CODE
`STANDARD`	`C000004`	`905C75146`	`C75146`	`01`	`8`	`J123`	`0001`

Pay Differently Based on a Pay Code

In addition, if an Operator needs to be paid for a pay item (e.g. Subsistence), this can be done by adding proper Pay Codes and we can use those pay codes when sending the data back. For example, if 40 - Regular Sub, 41 - Executive Sub are two different pay codes for different types of subsistence pays, we can send a record like this back to Eclipse:

RATE TABLE	OWNER OPERATOR	UNIT	OPERATOR	PAY CODE	QTY_AMOUNT	JOB	COST CODE
`STANDARD`	`C000004`	`C75146`	`C75146`	`40`	`1`	`J123`	`0001`

Please note that we are not sending any rate. The rates are supposed to be defined in the Rate Table in Eclipse. All Aimsio is doing is to pass enough information for Eclipse to triangulate the right rate in the Rate table. Nonetheless, all these mappings need to be checked with the Eclipse team as well if they don’t work out of the box.

UPDATE: There is a hack that partly works to override the default hired truck rates in Eclipse. Imagine the default rate in Eclipse is $100 but you need to send $150. Instead of sending qty = 1, we can send qty = 1.5 so once it arrives in Eclipse, the line item amount will be calculated as $150. This is a hack because 1) it works on round numbers and 2) we are using quantity where in fact we should have been using rate so keep that in mind specially if you have reports on the quantities. To illustrate the shortcoming of this hack, imagine the reverse scenario, where the rate is $150 in Eclipse but you need to send $100. Eclipse only accept 2 digits of precision so the adjusted quantity will be 100/150 or 0.67 after rounding. When Eclipse receives it, the amount will be $100.5 and it needs to be adjusted manually.

Putting it all together: what needs to go to Operator and Unit Tables.

Here’s our recommended approach to organize the records in the Unit Master table:

Every subcontractor name that needs to show up as a Subcontractor Employee on the Aimsio side needs to have its own record in the Operator table (e.g. Nicole vs Kent Armstrong in the example above).
For every operator, have a record with the same Unit Number as the Operator Code, e.g. GARYAT or C75146.
1. This way, we can map all the pay items to the same unit/operator using different pay codes.
If an operator needs to be paid differently based on their trade (e.g. Foreman vs Labour), have one record for each combination. Use the first N characters of Unit Number to indicate the trade code, e.g. FORGARYAT and LABGARYAT or 901C00004 and 903C00004.
Have a record in Unit Master for every piece of equipment that needs to be imported per Operator. The Unit Number can be the equipment code as long as the Unit Type has all the Equipment Categories (or Equipment Classes in Aimsio). If you opt for simpler Unit Types, then the Unit Number must have Equipment Category, followed by Equipment Code.
Finally, define the actual rates in a single Rate Table in Eclipse.
Good Luck! You need it! The Hired Truck module in Eclipse is not the easiest thing to set up for. There are a lot of variables and when setting it up, most of the times we need Eclipse support to look into it and tell us why certain data did not show up. It does eventually work out, but it takes a lot of back and forth and patience.

Known Issues

Intercompany is not currently supported in Hired Truck Register screen. It has to be adjusted after posting the transaction in the Hired Truck screen, as per the email below from Eclipse on October 2024:
- In the meantime, you will need to continue manually entering intercompany transactions using the Enter Tickets function in Hired Truck. Although this is not ideal, it remains the best temporary solution available.