Clue to Vista: What Data Syncs Back

What is this?

When your mechanics create work orders, log labor, record meter readings, or request parts in Clue, that data flows back to Vista automatically. No re-keying. No end-of-day data entry. The work gets done in the field, and Vista stays up to date for accounting, payroll, and cost tracking.

Work Orders

When a work order is created or updated in Clue, it writes to Vista's EMWH (header) and EMWI (items) tables.

• Header: WO number, equipment, mechanic, description, start/end dates, priority
• Components: Each WO line item syncs with description, quantity, cost code, and status
• Tasks: Task descriptions, hours, and completion status
• Parts: Part numbers, quantities, and cost codes written to EMWP

Clue tracks the export status of every work order. If a sync fails (network issue, data validation), it retries automatically and logs the reason.

Meter Readings

Engine hours and odometer readings go to Vista's EMBF and EMMR tables. Clue uses Vista's batch posting process (bspHQBCInsert) to write meter readings the same way Vista's own tools do.

This means your equipment records in Vista always have current hours and miles, even when the mechanic logs them from the field on their phone.

Timecards

Labor hours logged in Clue write to Vista's PRTB (payroll timecard batch) table. Each timecard entry includes:

• Employee (matched by phone or email to Vista's PREH table)
• Hours worked
• Pay code and cost code
• Equipment worked on
• Project and phase

Payroll can process timecards in Vista without mechanics filling out paper time sheets.

Location History

When equipment enters or leaves a geofence in Clue, the assignment event writes to Vista's EMLM (location history) table. This keeps Vista's location tracking current with Clue's GPS data.

The full details

• Export tracking: Every export is logged in Clue's ExternalSystemKeys table with the Vista table, key, and status
• Retry logic: Failed exports are retried automatically. The failure reason is stored for troubleshooting.
• Cost codes: Default cost codes are configurable per WO type (standard, PM, etc.) via global parameters
• WO type filtering: Certain WO types can be excluded from Vista export if needed
• Testing mode: A testing flag (PRCo=99) lets you verify exports without writing to production Vista data

Tips

• Check ExternalSystemKeys if a work order is not in Vista. The export_failed and export_reason columns tell you exactly what went wrong.
• Make sure mechanics are linked. Timecard export matches Clue users to Vista employees by phone number. If a mechanic's phone does not match PREH, the timecard will not sync.
• Cost codes must exist in Vista. If Clue sends a cost code that Vista does not recognize, the export fails. Set correct defaults in global parameters.