Integration Manager User Guide - Oracle

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Integration Manager User GuideVersion 6.4 — October 21, 2020

Copyright 2013, 2020, Oracle and/or its affiliates. All rights reserved.This software and related documentation are provided under a license agreement containing restrictionson use and disclosure and are protected by intellectual property laws. Except as expressly permittedin your license agreement or allowed by law, you may not use, copy, reproduce, translate, broadcast,modify, license, transmit, distribute, exhibit, perform, publish, or display any part, in any form, or by anymeans. Reverse engineering, disassembly, or decompilation of this software, unless required by law forinteroperability, is prohibited.The information contained herein is subject to change without notice and is not warranted to be errorfree. If you find any errors, please report them to us in writing.If this is software or related documentation that is delivered to the U.S. Government or anyone licensing iton behalf of the U.S. Government, then the following notice is applicable:U.S. GOVERNMENT END USERS: Oracle programs, including any operating system, integrated software,any programs installed on the hardware, and/or documentation, delivered to U.S. Government endusers are "commercial computer software" pursuant to the applicable Federal Acquisition Regulationand agency-specific supplemental regulations. As such, use, duplication, disclosure, modification, andadaptation of the programs, including any operating system, integrated software, any programs installedon the hardware, and/or documentation, shall be subject to license terms and license restrictionsapplicable to the programs. No other rights are granted to the U.S. Government.This software or hardware is developed for general use in a variety of information managementapplications. It is not developed or intended for use in any inherently dangerous applications, includingapplications that may create a risk of personal injury. If you use this software or hardware in dangerousapplications, then you shall be responsible to take all appropriate fail-safe, backup, redundancy, and othermeasures to ensure its safe use. Oracle Corporation and its affiliates disclaim any liability for any damagescaused by use of this software or hardware in dangerous applications.Oracle and Java are registered trademarks of Oracle and/or its affiliates. Other names may be trademarksof their respective owners.Intel and Intel Xeon are trademarks or registered trademarks of Intel Corporation. All SPARC trademarksare used under license and are trademarks or registered trademarks of SPARC International, Inc.AMD, Opteron, the AMD logo, and the AMD Opteron logo are trademarks or registered trademarks ofAdvanced Micro Devices. UNIX is a registered trademark of The Open Group.This software or hardware and documentation may provide access to or information about content,products, and services from third parties. Oracle Corporation and its affiliates are not responsible for andexpressly disclaim all warranties of any kind with respect to third-party content, products, and servicesunless otherwise set forth in an applicable agreement between you and Oracle. Oracle Corporation andits affiliates will not be responsible for any loss, costs, or damages incurred due to your access to or useof third-party content, products, or services, except as set forth in an applicable agreement between youand Oracle.If this document is in public or private pre-General Availability status:This documentation is in pre-General Availability status and is intended for demonstration and preliminaryuse only. It may not be specific to the hardware on which you are using the software. Oracle Corporationand its affiliates are not responsible for and expressly disclaim all warranties of any kind with respect tothis documentation and will not be responsible for any loss, costs, or damages incurred due to the use ofthis documentation.If this document is in private pre-General Availability status:The information contained in this document is for informational sharing purposes only and should beconsidered in your capacity as a customer advisory board member or pursuant to your pre-GeneralAvailability trial agreement only. It is not a commitment to deliver any material, code, or functionality, and

should not be relied upon in making purchasing decisions. The development, release, and timing of anyfeatures or functionality described in this document remains at the sole discretion of Oracle.This document in any form, software or printed matter, contains proprietary information that is theexclusive property of Oracle. Your access to and use of this confidential material is subject to the termsand conditions of your Oracle Master Agreement, Oracle License and Services Agreement, OraclePartnerNetwork Agreement, Oracle distribution agreement, or other license agreement which hasbeen executed by you and Oracle and with which you agree to comply. This document and informationcontained herein may not be disclosed, copied, reproduced, or distributed to anyone outside Oraclewithout prior written consent of Oracle. This document is not part of your license agreement nor can it beincorporated into any contractual agreement with Oracle or its subsidiaries or affiliates.For information about Oracle's commitment to accessibility, visit the Oracle Accessibility Program websiteat http://www.oracle.com/pls/topic/lookup?ctx acc&id docaccOracle customers that have purchased support have access to electronic support through My OracleSupport. For information, visit http://www.oracle.com/pls/topic/lookup?ctx acc&id info or visit http://www.oracle.com/pls/topic/lookup?ctx acc&id trs if you are hearing impaired.Sample CodeOracle may provide sample code in SuiteAnswers, the Help Center, User Guides, or elsewhere throughhelp links. All such sample code is provided "as is” and “as available”, for use only with an authorizedNetSuite Service account, and is made available as a SuiteCloud Technology subject to the SuiteCloudTerms of Service at www.netsuite.com/tos, where the term “Service” shall mean the OpenAir Service.Oracle may modify or remove sample code at any time without notice.No Excessive Use of the ServiceAs the Service is a multi-tenant service offering on shared databases, Customer may not use the Servicein excess of limits or thresholds that Oracle considers commercially reasonable for the Service. If Oraclereasonably concludes that a Customer’s use is excessive and/or will cause immediate or ongoingperformance issues for one or more of Oracle’s other customers, Oracle may slow down or throttleCustomer’s excess use until such time that Customer’s use stays within reasonable limits. If Customer’sparticular usage pattern requires a higher limit or threshold, then the Customer should procure asubscription to the Service that accommodates a higher limit and/or threshold that more effectively alignswith the Customer’s actual usage pattern.Beta FeaturesOracle may make available to Customer certain features that are labeled “beta” that are not yet generallyavailable. To use such features, Customer acknowledges and agrees that such beta features are subjectto the terms and conditions accepted by Customer upon activation of the feature, or in the absence ofsuch terms, subject to the limitations for the feature described in the User Guide and as follows: The betafeature is a prototype or beta version only and is not error or bug free and Customer agrees that it willuse the beta feature carefully and will not use it in any way which might result in any loss, corruption orunauthorized access of or to its or any third party’s property or information. Customer must promptlyreport to Oracle any defects, errors or other problems in beta features to support@netsuite.com orother designated contact for the specific beta feature. Oracle cannot guarantee the continued availabilityof such beta features and may substantially modify or cease providing such beta features withoutentitling Customer to any refund, credit, or other compensation. Oracle makes no representations orwarranties regarding functionality or use of beta features and Oracle shall have no liability for any lostdata, incomplete data, re-run time, inaccurate input, work delay, lost profits or adverse effect on theperformance of the Service resulting from the use of beta features. Oracle’s standard service levels,warranties and related commitments regarding the Service shall not apply to beta features and they maynot be fully supported by Oracle’s customer support. These limitations and exclusions shall apply until thedate that Oracle at its sole option makes a beta feature generally available to its customers and partnersas part of the Service without a “beta” label.

Table of ContentsOverview . 1Getting Started . 2OpenAir Integration Manager . 3OA Account Settings . 5Installation . 8Installing OpenAir Integration Manager . 8Installing a New Version . 9Uninstalling OpenAir Integration Manager . 9Using Text CSV Files . 11OpenAir Records to Export and Import . 11Exporting Data to a Text CSV File . 14Importing CSV Data to OpenAir . 35Creating and Editing Text CSV Shortcuts . 51Configuring the QuickBooks Integration . 63Setting Up OpenAir for QuickBooks . 64Setting Up QuickBooks for Integration Manager . 80Using QuickBooks . 84Exporting OpenAir Data to QuickBooks . 85Importing QuickBooks Data to OpenAir . 87Configuring Optional Features . 88Creating and Editing QuickBooks Shortcuts . 92Frequently Asked Questions . 100General IM FAQs . 100Text CSV FAQs . 100QuickBooks FAQs . 101References . 107Terminology . 107Create Backup . 107Restore From Backup . 109Troubleshooting . 110

OverviewOverviewIntroductionThis guide documents the OpenAir Integration Manager. To simplify its use, we may refer to the OpenAirIntegration Manager as Integration Manager or IM.OpenAir Integration Manager is a quick and efficient way of exporting data from or importing data to anOpenAir account. It facilitates an exchange of data with other software applications such as accountingsystems and payroll programs. OpenAir Integration Manager is an import, export, and data updateapplication specifically designed for use with the OpenAir application.Export from or import to your OpenAir account. You can: Export OpenAir data to and create a comma separated values (CSV) flat file. Then use the CSV file inMicrosoft Excel or Filemaker Pro, Microsoft Access, a payroll system, or an accounting package. Referto OpenAir Records to Export and Import for a list of OpenAir records you can export. Import data, properly formatted, from a CSV file to an OpenAir account. Refer to OpenAir Records toExport and Import for a list of OpenAir records you can import. Configure IM to facilitate an integration with QuickBooks and your OpenAir account. This integrationincludes accounts payable, accounts receivable, cost center, customer, expense item, product, project,service, and user data. Export the information from your OpenAir account and into QuickBookseliminating the need for double data entry. Use features in QuickBooks to manage your financialoperations. You can also import QuickBooks Invoices payments and Vendor Bill payments back intoOpenAir. See Exporting OpenAir Records and Importing QuickBooks Records.OpenAir Integration Manager allows you to import and export data from a CSV text file in almost anydelimited format such as a tab, comma, colon, pipe, tilde, semicolon, or other custom delimiters. Thisallows users in both the United States and other countries to select the desired delimiter. Internationalusers can open files automatically in other software applications without having to first convert the file toanother format. Also useful are the multiple date and time formats.Use the custom fields in your account in both file export and import as well as filter sets for data security.Column naming, adding calculated fields, and concatenating multiple fields help you better meet youroperational needs.OpenAir Integration Manager allows you to do bulk updates of records in your OpenAir account.For example, as you make changes to project information, update all affected projects in OpenAir. Iftimesheet or expense report approvers change for one or more projects, update all related OpenAirrecords.Export transactions associated with accounts payable and accounts receivable and use them inQuickBooks for accounting purposes. Enter bills, track expenses, create invoices, receive payments, andkeep track of inventory and revenue. To gain a better understanding of the fields that are available for an item, refer to the OpenAir DataDictionary. It lists all fields in an item or database table, as well as the fields belonging to foreigntables, and provides a description of field contents. For more information, refer toWhile OpenAir Professional Services staff configure OpenAir Integration Manager as part of the businessanalysis and account setup, users can maintain and add to the integration as enhancements becomeavailable.Integration Manager User Guide1

Getting StartedGetting StartedWith an account in OpenAir, you can download the OpenAir Integration Manager software and beginexchanging information between your OpenAir account and a Text CSV file. To exchange information withQuickBooks, you must also load the QuickBooks software.Important: Only users who have received training on using OpenAir Integration Managershould have access to the integration. Having an understanding of the OpenAir application andhow its database is structured is critical.System Requirements and RecommendationsOpenAir Integration Manager can be installed on the following platforms: Microsoft Windows Server 2012 or later versions Microsoft Windows 8 and 10.Important: Microsoft Windows Server 2008/2008 R2 and Microsoft Windows 7 will no longerbe supported from January 14, 2020. Microsoft will be ending support for both products on thatdate. To continue working with any OpenAir desktop application, you will need to: For Microsoft Windows Server 2008 and 2008 R2, upgrade to MS Windows Server 2012,2012 R2, 2016 or 2019. For Microsoft Windows 7, upgrade to MS Windows 8, 8.1 or 10.Other requirements include: Microsoft .NET Framework Version 3.5 or above. RAM size of at least 1 GB. For large integration jobs, we recommend 2 GBNote: While it is not necessary to run OpenAir Integration Manager on a dedicated server, otheroperations running in parallel might hinder the performance of OpenAir Integration Manager.Therefore, we recommend that you run shortcuts in time slots separate from other CPU-intensiveoperations to maximize the performance of OpenAir Integration Manager.Step 1: Download OpenAir Integration ManagerProfessional Services provides you with a link for downloading OpenAir Integration Manager. Werecommend that customers do not use OpenAir Integration Manager until after they have participated inrelated training. When ready to download, the wizard guides you through the installation process. Referto Installing OpenAir Integration Manager.Step 2: Grant Full User Access Privileges to Users Who Run IMIn Windows 8 and 10, non-administrator user access to files and folders is restricted. An error can occurwhen a user does not have full access privileges. Ensure users who run IM can create, modify, and deletefiles in the IM installation folder. To do this, go to C:\Program Files(x86)\OpenAir\IntegrationManager.Integration Manager User Guide2

Getting StartedImportant: Integration Manager does not support a multi-user setup. Integration Managerand Integration Manager shortcuts should be created and launched using the same singleWindows account as specified above. Running Integration Manager from different Windows useraccounts can lead to inconsistent application behavior.Step 3: Determine How You are Going to Use OpenAir IMThere are a number of ways you can use OpenAir Integration Manager. Each affects how you set up youraccounts and exchange information. You can export from your OpenAir account to QuickBooks. Or, youcan export from OpenAir to a text CSV file. You can also import from a CSV file to your OpenAir account.Refer to the following: Using Text CSV Files Using QuickBooksNote: Before you can use OpenAir Integration Manager with QuickBooks, you must set upa company in the QuickBooks application. Both applications guide you through the process ofsetting up a company.OpenAir Integration ManagerWhen you install OpenAir Integration Manager, the default setting is to install an icon on the desktop ofthe PC that is holding the IM. At your discretion, you can install the IM icon in another location. If you clickon theicon, you launch the OpenAir Integration Manager window.Integration Manager User Guide3

OpenAir Integration ManagerIt contains the menu and submenu selections shown above. The selections available to you depend onthe operation you are performing. The following examples appear when you choose Select System Text CSV File. Other option

Configure IM to facilitate an integration with QuickBooks and your OpenAir account. This integration includes accounts payable, accounts receivable, cost center, customer, expense item, product, project, service, and user data. Export the information from your OpenAir account and into QuickBooks eli

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