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Common Errors and FAQs

General Errors​

Table or Object Not Found​

You might encounter an error like:

  • "Phase Group for HQ Company X not found!"
  • "Job not on file!"

This typically happens when syncing a specific record (e.g., a Subcontract or Job).

Context​

The error occurs because a Security Group is restricting access to the table or view required for the sync operation. These restrictions are often in place to protect sensitive data.

Agave relies on stored procedures (e.g., to update Subcontracts or create AP Invoices) during data syncs. These procedures need access to specific tables/views, such as HQCO and bJob. If the SQL user created for the integration lacks permission to access these resources, the stored procedure fails, resulting in an error.

Solution​

To resolve this issue, add the SQL user created for the integration (e.g., "Agave-User") to the Security Group that has access to the required tables:

  • bJob
  • bPMCO
  • bHQCO
  • bJCCM

To implement the foregoing:

  1. Open VA Data Security Setup and press Grid. Note the “Default Security Group” applied to the datatypes “bHQCO” and “bJob”:

Vista BLIs
  1. Go to Viewpoint Administration → VA User Profile:

Vista BLIs
  1. Search for the System User you added (note, this would be the user you created for authenticating; e.g. “Agave-User-Application”):

Vista BLIs
  1. Go to the Security Groups tab and add this user to the Security Group with the appropriate permissions:

Vista BLIs
  1. Press Save:

Vista BLIs

AP Invoices​

How is the Batch Month Determined When Syncing AP Invoices?​

When syncing AP Invoices to Vista, we use the latest open AP Batch month. This is the month after the last closed month in GL Company Parameters.

Using the Accounts Payable Last Month Closed from the below screenshot as an example, if an AP Invoice was synced to Vista on 2/5/2022, the Batch Month would be set as "1/22" because this is the month after the last month closed for Accounts Payable (i.e. 12/21):

Vista BLIs

AR Invoices​

How is the Batch Month Determined When Syncing AR Invoices?​

When syncing AR Invoices to Vista, we use the latest open AR Batch month. This is the month after the last closed month in GL Company Parameters.

Using the Accounts Receivable Last Month Closed from the below screenshot as an example, if an AR Invoice was synced to Vista on 2/5/2022, the Batch Month would be set as "1/22" because this is the month after the last month closed for Accounts Receivable (i.e. 12/21):

Vista BLIs

AR Payments​

How is the Batch Month Determined When Syncing AR Payments?​

When syncing AR Payments (AR Cash Receipts) to Vista, we use the Transaction Date to determine the Batch Month.

For example, if an AR Payment has a date of "12/1/2024" the Batch Month will be set to "12/24".

Vista BLIs

Timecard Entries​

How does Agave Sync determine the Batch ID when syncing Timecard Entries to Vista?​

Agave Sync determines the Batch ID by:

  1. Checking for an Existing Batch ID: Agave Sync looks for an open Batch ID with the correct Batch Month, PR End Date, and PR Group. If it finds one created by the Agave Vista user, it uses that Batch ID.
  2. Creating a New Batch ID if None Exists: if no suitable Batch ID exists, the Agave Sync Vista user creates a new Batch ID for the first synced timecard. This newly created Batch ID is then used for subsequent syncs.

How does Agave Sync determine the PR End Date?​

Agave Sync will default to Saturday of each week as the PR End date.

note

If you use a different day of the week than Saturday, let your Agave Account Manager know and they can apply a setting to use that day.

How is the Batch Month determined When Syncing Timecard Entries?​

When syncing Timecard Entries to Vista, Agave Sync uses the month of the PR End Date.

For example, if a Timecard Entry has a date of "2/28/2025", but the PR End Date is "3/3/2025", the Batch Month will be set to "3/25".

How does Agave Sync Determine the PR Pay Sequence?​

Agave Sync applies a default Pay Sequence for all Timecards synced from your PM System to Vista.

You can determine your Pay Sequence by going to PR Pay Period Control, selecting the relevant PR Group, and pressing the Payment Sequence tab:

Vista Pay Sequences