SmartSync is available for customers with the following accounting ERP's:
Sage 100 (all versions)
Sage 300 (2018, 2019 & 2020)
The syncing of data between Beanworks and the accounting ERP can be controlled from directly within the web application.
Users will not need to interact with a separate SyncTool application which may previously have been located on your company's server and/or your local machine.
Users can sync important data on command without the need for their own local machine SyncTool.
No need for individual SyncTool profiles (SFTP usernames and passwords not needed) and only one SyncTool per customer required on the server where your accounting ERP is stored.
HOW DOES IT WORK
For customers on SmartSync, you will see a new section 'SmartSync' added to the settings area under General. To navigate to settings please click on the gear icon in the top right.
NOTE: The SmartSync tab is only visible to the following user roles: Invoice Exporter, Invoice Administrator, PO Administrator, Payment Administrator, and System Administrator. As the user role Invoice Exporter does not have access to settings, they may access the SmartSync tab via the gear icon and clicking "My Profile".
STEP 1A: Click on SmartSync via settings
STEP 1B: Click on SmartSync via My Profile
STEP 2: Select the Legal Entity you want to sync information for in the dropdown.
STEP 3: Enter the following details to complete the setup and perform the syncing of data
3.1) Review the SyncTool name (auto-populated)
3.2) Select whether you want to do a Full Sync or a Partial Sync (normally you would select Partial Sync)
3.3) Select the Sync From Date
3.4) Click the Sync button to perform the sync
NOTE: If you are a Sage 100 or Sage 300 customer and importing purchase order / receiving data from these accounting ERP's, you have an additional option to select the date from when you want to import the purchase order and receiving data.
STEP 4: Setup a Sync Schedule
In order to avoid manually syncing the data, you have the option to create recurring schedules for syncing data between Beanworks and the accounting ERP.
NOTE: There is no restriction to the number of Sync Schedules that can be created. In order for the Sync Schedule to operate, the server where the one SyncTool is installed must be running. We recommend setting the Sync Schedule to sync just before and after normal working hours and at a time when no important accounting functions are taking place i.e month end, pay run, etc. The customer will need to create a Sync Schedule for each Legal Entity.
STEP 5: View Sync Activities and Logs
Summary of the Sync Activities performed are listed and the details can be viewed by clicking on the Logs icon.
We now have the ability to Sync All the legal entities that are on SmartSync.
You will see an option to select the legal entities from a list.
Please note, some of the legal entities may be greyed out for the following reasons -
Legal entity does not support SmartSync. (Currently, SmartSync is only supported for Sage 100, Sage 300 and QBD customers.)
Legal entity does not have SmartSync installed. Please reach out to your Customer Success Manager.
There needs to be at least one successful sync, for the legal entity to be available for sync all. This is needed so that we have information like last sync date and purchase order / receiving start sync date.
SYNC STATUS OVERVIEW
A new section 'Sync Status Overview' has been added. This is where a summary of all the syncs initiated is available. This is useful especially if you have multiple legal entities on SmartSync and want to see the sync status across all the legal entities.