FCX External Links Table

Modified on Wed, Jun 17 at 8:44 AM

TABLE OF CONTENTS
What external links are
Why links matter
Which systems use external links
When links are created
How links affect matching on later syncs
Common link types by object
What users and implementers should not do
Questions & Answers
What this article covers: how Fieldclix remembers which FCX record belongs to which record in QuickBooks, Paylocity, Prism, Paycom, or another integrated system. 




What external links areWhen Fieldclix integrates with an external system, it must know that this employee in FCX is the same person as that employee in payroll, even after names or other fields change.
An external link is a stored pairing between:
An FCX record (internal ID), and
A record in an integrated system (that system’s object ID)
Links are kept in the External Links table (stored as integrated-system object links in the database). Each link also records what type of object is linked on each side — for example, FCX Employees ↔ Paylocity Employees, or FCX Payroll Items ↔ Prism Pay Code.
Think of a link as a permanent handshake between two IDs. After the handshake exists, sync uses the link first — not a fresh search by name every time.





Why links matterWithout a link, sync must guess which records belong together using business keys (Employee ID, job code, pay code abbreviation, and similar rules). That works only when keys are unique and aligned.
With a link, sync can:
Update the correct FCX row even if a display name changed in either system
Export payroll using the correct external ID (for example Paycom employee code or Prism pay code)
Import cost rates to the right employee and payroll item
Avoid creating duplicate employees or pay codes on the next run
Links are central to job sync (Build Plans ↔ Paylocity job codes), payroll export, and cost import — any step that says “find the matching record in the other system.”





Which systems use external linksIntegrated systemUses external links?External ID examples
QuickBooks DesktopYesListID on QB lists and transactions
QuickBooks OnlineYesQBO Id on customers, employees, items, etc.
PaylocityYesEmployee ID, job code, earning/deduction/tax code
Empower PrismYesPrism employee ID, pay code ID, payroll batch ID
PaycomYesPaycom Employee Code, payroll item code
Not every FCX record type links to every system. For example, Paycom integration does not use the same job-code link pattern as Paylocity; jobs may be handled through file export instead.





When links are createdLinks are created automatically during integration — users do not create them manually in normal operation.
Typical timing:
First successful match — Sync finds an FCX record and an external record that satisfy the match key for that object type. It creates a link immediately or right after creating/updating the FCX record.
After creating a new FCX record — When sync creates an employee or payroll item in FCX from the external system, it adds the link in the same run.
After creating a record in the external system — Example: job sync creates a Paylocity job code and links it to the FCX Build Plan.
Retroactive link on lookup — If an FCX record already existed with the right business key but had no link, sync may add the link without duplicating the FCX row (common for employees and payroll items).
Some links also store a version hash — a fingerprint of the last synced field values. If nothing changed, sync skips the row to save time.





How links affect matching on later syncsOrder of matching on each sync run:
Look up by link — If a link exists for this external ID (or this FCX ID), use the paired record.
If no link — Apply the first-time match key for that object (documented in each Field Mapping article).
Create or update — Write data to the matched or new FCX record (or push to the external system, for outbound sync).
Save or refresh the link — Store the pairing and optional version hash for the next run.
Example — employees
First sync: Prism employee 12345 matches FCX Employee ID 12345 → link created.
Later sync: Prism still sends 12345. FCX uses the link. You can change the display name in either system without breaking the link.
First sync only: Employee ID should align for the initial match. Deliberately different IDs without a link risk a duplicate FCX employee.
Example — payroll closure
Time export to Prism reads employee and pay code from links, not from whatever abbreviation appears on the time card today.
Cost import from Paycom matches file rows by Paycom Employee Code and Typecode through existing links.





Common link types by objectThe exact link names are internal, but the business objects are consistent across articles:
FCX objectTypical external counterpartFirst-match key (summary)
EmployeeEmployee in payroll / QBEmployee ID or account number (per system)
Payroll ItemPay code, earning, deductionCode / abbreviation (+ type for Paylocity)
Build PlanJob code (Paylocity)Build Plan number = job code
Payroll CheckPrism payroll batchPay date + pay group; then batch ID in link
Customer, Vendor, Invoice, etc.QB lists / transactionsPer QuickBooks Field Mapping article
For the full match-key table per system, see the corresponding Field Mapping article.




What users and implementers should not doDo not change external IDs expecting automatic rematch
If you change Paycom Employee Code, Prism employee ID, or QuickBooks ListID on the external side without updating integration, the next sync may treat the record as new and create duplicates — or fail to import costs and hours.
Do not duplicate records on purpose
Creating a second employee in FCX with the same business key, or re-importing the same external employee after deleting a link, often produces duplicate links or orphan records. Fix data with Implementation support.
Do not delete external links casually
Links are infrastructure for sync. Removing links without a migration plan forces first-match logic again and can attach data to the wrong record.
Do not assume display fields are the match key after linking
After the first sync, the link wins. Matching is not “by name” every run.
Do not edit integrated fields in FCX when the external system is the source
For inbound sync (Paylocity → FCX, Prism → FCX, Paycom file → FCX), manual FCX edits to owned fields may be overwritten on the next sync.
Coordinate ID changes with Implementation
If employee IDs or pay codes must change in either system, ask Implementation to plan link updates or a controlled re-sync.





Questions & AnswersQ: Can I see external links in Fieldclix?
A: Support and implementation staff can use the External Links screen in Fieldclix to review pairings. End users typically interact with links indirectly through sync behavior, not by editing the table.
Q: If I change Employee ID in Paylocity, will FCX still find the employee?
A: Yes, if a link already exists — the link is based on internal IDs, not the current Employee ID display. For new employees, matching still relies on aligned keys for the first sync.
Q: What happens if there is no link for a payroll export row?
A: Export or import for that row may fail or skip — for example, Prism upload rows missing employee or pay code links, or Paycom cost rows with unknown codes.
Q: Are external links the same as QuickBooks ListID?
A: ListID (Desktop) or Id (QBO) is what is stored as the external object ID in the link for QuickBooks records. The External Links table is the general mechanism; ListID is QuickBooks’ format of that ID.
Q: Does every sync step create a link?
A: No. Only object types that participate in two-way or repeat sync create links. One-off manual imports may not use the same link pattern.
Q: Where do I find match keys for my payroll system?
A: See Field Mapping QuickBooks, Paylocity, Empower Prism, or Paycom articles.

Integrated system	Uses external links?	External ID examples
QuickBooks Desktop	Yes	ListID on QB lists and transactions
QuickBooks Online	Yes	QBO Id on customers, employees, items, etc.
Paylocity	Yes	Employee ID, job code, earning/deduction/tax code
Empower Prism	Yes	Prism employee ID, pay code ID, payroll batch ID
Paycom	Yes	Paycom Employee Code, payroll item code

FCX object	Typical external counterpart	First-match key (summary)
Employee	Employee in payroll / QB	Employee ID or account number (per system)
Payroll Item	Pay code, earning, deduction	Code / abbreviation (+ type for Paylocity)
Build Plan	Job code (Paylocity)	Build Plan number = job code
Payroll Check	Prism payroll batch	Pay date + pay group; then batch ID in link
Customer, Vendor, Invoice, etc.	QB lists / transactions	Per QuickBooks Field Mapping article