Note: The following article does not apply to API or manual based integrations to ERPs such as QuickBooks Online, Intacct, NetSuite, Jonas Club, Jonas Premier, Jonas Encore, etc.

How does exporting and syncing work?

When you export invoices from Beanworks/Sage APA to your ERP, our Web Client will send that data to our servers via SFTP where they will be held until a sync is triggered.

This process may take a few minutes so you will want to check that the files have been successfully 'Sent to FTP' first before triggering a sync. Otherwise, if you trigger a sync while the files are still 'Sending to FTP' they may not get synced to your ERP.

How do I check if the invoices I exported are ready to be synced?

Once you have exported an invoice or a batch of invoices you can see the status of the file(s) being sent to FTP by viewing the export history.

You can do this on the Export tab by clicking Actions > View Export History.

A pop-up should appear showing a history of all exports you have done for each of your legal entities.

From here you can refer to the second column from the right and it should show the status of the file(s) being sent to FTP.

What does each status mean?

Sending to FTP - this means that the files you have exported are still being transferred to our servers via SFTP, and that they are not ready to be synced.

Note in order to refresh the status you will have to close the export history refresh your browser and open it up again.

Sent to FTP - this means that the files you have exported have now been successfully transferred over to our servers and are ready to be synced.

Not Sent to FTP - this means that the files were exported as PDF and no files were sent to our server. A sync is not required if invoices have been exported as PDF.

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