Sage 300 - SmartSync Installation & Connection Guide

Pre-requisites 

Please review the SmartSync Pre-installation & Connection Checklist Guide before following this guide. 

Installing SmartSync requires administrator access to the server environment where Sage 300 is installed. You may need assistance from your IT provider if you do not have this access. During your initial integration with Beanworks, you are asked to create a Beanworks user specifically for SmartSync. Please have the username and password on hand during this process. 

Downloading SmartSync

In Settings, click ERP Management. Select the Legal Entity in question, and click Get SyncTool. 

Two files will download - SyncTool.msi and Settings.json. Open and run SyncTool.msi to begin the installation. If the files do not download, please ensure you are logged into a browser that supports multiple file downloads at once such as Chrome or Firefox. 

Configuring SmartSync

After downloading and running SyncTool.msi, you will see the following four processes in Task Manager - SmartSync Manager.exe, SmartSync Connector.exe, SmartSync Polling Service, and SmartSync Connector Service.

If you have not already, please follow the steps here to create a Windows user specifically for running the SmartSync Services.  Once this is done, locate the services. Right-click on each one and click Properties. 

In Properties, click Log On and change the 'log on as' option to the SmartSync Windows user. You will be prompted to restart the service after doing this. 

Certain SyncTool errors require the SmartSync services to be restarted. Under the Recovery tab of Properties, you can update the First, Second, and Subsequent Failures to automatically restart the services. 

From the Start menu, search for and open SmartSync Manager. You will be prompted to enter the SmartSync Beanworks User's username and password here. 

Once logged in, you will select the Legal Entity(s), and click Import.

Connecting SmartSync to Sage 300

The Integration tab contains your Sage 300 information. Each Legal Entity is separated under the Legal Entity tab. 

All fields in the Integration tab are needed for the sync to be successful. Here is what they mean in more detail:

• Version: This is your current version of Sage 300. You can confirm this by clicking the About button in Sage 300.
• Company: This is the company instance in Sage 300. Each one of your companies will be available in the dropdown menu. Please select the relevant company for the Legal Entity you are enabling. 
• Username: This is the Sage 300 Admin username. 
• Password: This is the Sage 300 Admin password. 

Some users opt to create a dedicated Admin user for SmartSync. This is not required but is recommended. 

Once all fields are filled in, click save and click Diagnostics. In the Diagnostics tab, click Check to run the diagnostics check to verify the connection is successful.

Return to beanworks.ca. Click on the SmartSync tab in Settings to view the SmartSync menu. 

Select the relevant company from the Legal Entity dropdown menu, and click Sync. For the first sync, you must select Full Sync. All subsequent syncs can be run by selecting Partial Sync. A green checkmark indicates the sync was successful.

If you receive a sync error you are unsure of, please consult our help centre here or contact our support team at [email protected]