How To Run a Sync with SmartSync

SmartSync allows you to sync your data between Quadient AP and your ERP. This keeps both of your systems up to date with the latest information on your AP. 

How to Use SmartSync

Users with the following roles can run a sync with SmartSync: 

• Invoice Exporter 
• Invoice Administrator
• Purchase Order Administrator
• Payment Administrator
• System Administrator

In Settings, click SmartSync on the left-side menu to open the SmartSync menu. 

There are two ways to run a sync using SmartSync: 

• Use the Legal Entity dropdown under General Info to sync entities individually. 
• Use the Sync All Legal Entities option

How to Sync a Legal Entity

Under the General Info heading, select a Legal Entity from the drop-down menu. 

For most users, the SyncTool Name will be filled by default. If you are using a Right Networks server to host QuickBooks Desktop, you may see multiple options under the SyncTool Name dropdown menu. You can confirm the SyncTool name in the bottom-right corner of the SmartSync Manager application. Cloud ERP users (QuickBooks Online, Netsuite, and Sage Intacct) will not see the SyncTool Name field.

There are two further syncing options: Full Sync or Partial Sync

• The Full Sync option syncs all list information from your ERP into Quadient AP. Full Syncs are run during your implementation. You should not run a Full Sync unless requested to, as they take much longer to complete than Partial Syncs. 
• The Partial Sync option only syncs list data updated after the 'Sync From' date. Partial Syncs are used for regular syncing and can be run whenever needed. Partial Syncs default to the last successful sync date if no date is selected. 

Toogle the PO and Receivings Sync on if you import Purchase Orders from your ERP into Quadient AP. Like with Partial Syncs, you can select the start date for the sync. 

After selecting Full or Partial Sync, click the green Sync button to run the sync. 

How to Use Sync All

Select the entities that you want to sync, and click the green Sync button. Under the Sync Status Overview section, you'll see the syncs initiate.