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Timecard Entries

Agave Sync allows you to export ServiceTitan Gross Pay Items to Vista PR Timecard Entries.

note

Agave Sync exports Timecard Entries to Vista in a Pending (i.e. pre-posted) status. We sync it in this status so you can review Timecard Entries in Vista before posting them and running Payroll.

Visual Mapping​

ServiceTitan and Vista Timecards Visual Mapping

Video Tutorial​

FAQs and Common Errors​

Are there any pre-requisites to syncing Timecard Entries?​

Yes:

  1. The Technician (Employee) must be linked.
  2. A default Pay Sequence must be applied by your Agave Account Manager (see below).
  3. The ServiceTitan Earnings Types must be mapped by your Agave Account Manager to Vista Earnings Codes (see below).
  4. If you are syncing a Job-related Timecard Entry, the Job associated with the Timecard must be linked and a default Phase Code needs to be applied. Your Agave Account Manager can apply these default Phase Code for you.

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

Vista and ServiceTitan Earnings Codes​

ServiceTitan has the following Earnings Types:

  1. Regular
  2. Overtime
  3. DoubleOvertime, and
  4. PaidTimeOff

As part of your onboarding, your Agave Account Manager will map the above Earnings Types to PR Earnings Codes in your Vista instance.

Mapping ServiceTitan Activities to Vista Earnings Codes​

You may want to use other types of Earnings Codes in Vista (e.g. for "Idle" time, Salary, Per Diem). To support these:

  1. Add a dedicated Activity Code in ServiceTitan for these Earnings Codes, then
  2. Let your Vista Account Manager know about these Activity Codes and they can map them to corresponding Vista Earnings Codes.

Vista Timecard Entry Defaults​

The below fields do not exist in ServiceTitan, but are required for creating Timecards in Vista. Agave Sync uses the default for each Employee in Vista. We recommend populating these fields in each Technician's (PR Employee) record to ensure they are added to each PR Timecard Entry record:

ServiceTitan and Vista Timecards Visual Mapping

ServiceTitan and Vista Timecards Visual Mapping

Can I sync Certified Timecards to Vista?​

Yes. Agave will sync any "Prevailing Wage" Timecards as "Certified" in Vista.