TECSYS Integration

Automatic Integration with TECSYS

This data is automatically integrated from TECSYS to TrackAbout

• Customers
  • Customer Number
  • Customer Name
  • Charge To Account
  • Address
  • Phone
  • Fax
  • Email
  • Warehouse/Location
  • Territory (Optional text shown on rental bill)
  • SalesRepresentative (Optional text shown on rental bill)
  • Payment Terms
  • TaxRegion
  • TaxStatus (Usually Y=Taxable, N=Not taxable
  • TrackAboutOrganization
  • ShipToRequired

• Ship-Tos
  • Same data as for Customer, but without ChargeTo or Organization

• Product Codes/Items
• Tax Regions
• PPS's (Deliveries)
  • PPS are sent to TrackAbout once they are in the "Shipped" status.
• Sale of new Leases (Elite version 8.0.1)

This data is automatically integrated from TrackAbout to TECSYS

• Customer Balances
• Rental Invoices

Data Imported from your Older Rental System (Before Tecsys)

This data is needed to be exported from your older rental system and imported into TrackAbout

• Customer Balances
• Customer Rental Rates
• Leases
• Customer Owned Counts (This is only needed if customer owned are tracked with the same item number as non-customer owned and there is a special count of customer owned cylinders for customers.)
• Delivers and Returns (Needed so that we can calculate daily rental when comparing TrackAbout to your current system)
• Rental Invoices (From a recent rental run. Used for comparison to TrackAbout data)

Manually Entered Data

This data is small and is keyed manually into TrackAbout from your existing system

• Standard Rental Rates
• Bracketed Rental Rates (This can be auto-loaded by TrackAbout if there are many brackets)
• Locations (Warehouses)
• Payment Terms

This data is created for you in TrackAbout

• RentalTaxStatuses
• Webservice Users

How the Tecsys/TrackAbout Interfaces work

At a high level:

• TrackAbout hosts webservices that are called by Elite
• Queue timers in Elite kick off calls to these webservices
• You can also use "Execute Now" in Elite to kick off these queuetimers

Some Specific Issues

Bill-to and Ship-to numbers

Today we're setup in TrackAbout like this:

Bill-to: 007780 (We call this the "Parent")

Ship-to: 0077801 (We call this the "Department")

TrackAbout requires that all bill-to and ship-to numbers be unique.

TECSYS is fundamentally setup like this:

Bill-to: 007780

Ship-to: 1

TECSYS requires that all bill-to customers be unique and that the ship-to numbers within a bill-to are unique. So many bill-to's can all have the same ship-to number. For instance many bill-to's can have a ship-to of "1".

To ensure that we don't have any problems in our integration, we will setup our TrackAbout numbers to have a Ship-to number that includes the TECSYS Bill-to number then a plus sign (+) then the TECSYS Ship-to number. This guarantees that all ship-to numbers are unique in TrackAbout. So the format is like this:

TECSYS

Bill-to: A

Ship-to: B

Trackbout:

Bill-to: A

Ship-to: A+B

So if you wanted to keep the longer ship-to numbers in Elite for ease of training/conversion for your users then we'd set them up like this (This is what we've done at our other TECSYS/TrackAbout customers)

TECSYS

Bill-to: 007780

Ship-to: 0077801

TrackAbout

Bill-to: 007780

Ship-to: 007780+0077801

Or if you wanted to switch to using short ship-to numbers in Elite you could do it like this:

TECSYS

Bill-to: 007780

Ship-to: 1

TrackAbout

Bill-to: 007780

Ship-to: 007780+1

So one of the steps in your conversion to TECSYS is for us to convert your Bill-To (Department) numbers in TrackAbout to the new format.