Dynamics GP - SmartSync integration guide

Modified on Wed, 10 Apr at 10:57 AM

Installing SmartSync requires administrator access to the SQL server environment where Dyanmics GP is installed. You may need assistance from your IT provider for this process. Please review the Dynamics GP Pre-Integreation Requirements and the SmartSync Pre-installation & Connection Checklist before following this guide. 

Call readiness checklist

  • You completed the Dynamics GP requirements to integrate with Quadient AP

  • You created the Quadient AP SmartSync username and password to log into Quadient AP  

  • You can access Quadient AP on either Firefox or Chrome

  • You have the correct User Permissions to install SmartSync on your server where Dynamics GP is located. If not, please ensure someone with those permissions is available to help.

During your integration with Quadient AP, you are asked to create two user accounts specifically for SmartSync:

  • A Windows User account to run the SmartSync services on your server
  • A Quadient AP account to run the SmartSync Manager application 

Please have the credentials for both accounts on hand during this process. 

Downloading SmartSync

In Settings select ERP Management. Select the Legal Entity from the list and click Get SyncTool. 

This downloads two files to the server - SyncTool.msi and Settings.json. Please ensure you are logged into a browser that supports multiple file downloads at once such as Chrome or Firefox. 

Open and run SyncTool.msi to install SmartSync. 

Configuring SmartSync

After running SyncTool.msi you will see the following four processes in Task Manager: 

  • SmartSyncManager.exe
  • SmartSyncConnector.exe
  • SmartSyncPollingService.exe
  • SmartSyncConnectorService.exe

Before opening the SmartSync application, the Windows Services must be configured to run under the dedicated SmartSync Windows User. The steps to create this Windows User can be found here

Configuring the Windows Services

Open the Windows Services menu. Right-click on the SmartSync Connector Service 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 sync errors require the SmartSync services to be restarted. Under the Recovery tab, update the First, Second, and Subsequent Failures to automatically restart the services. 

Repeat the above steps for the SmartSync Polling Service before continuing further. 

Rename the BeanworkSyncTool folder - only when migrating from Legacy SyncTool to SmartSync

The following step is only applicable for those migrating from the Legacy SyncTool to SmartSync. Open File Explorer, and navigate to C:\ProgramData. Locate the BeanworksSyncTool folder, and rename it. We recommend renaming it to something like BeanworksSyncTool.old or BeanworksSyncTool.bak. This allows SmartSync to create a new folder to store the required information. 

This step must be completed before you open the SmartSync Manager. Failure to do so will prevent you from configuring SmartSync correctly, and you will need to reach out to our Support Team for assistance. 

Connecting Quadient AP to Dyanmics GP

In the Start menu, search for and open SmartSync Manager. Enter the Quadient AP SmartSync User's username and password here.

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

Configuring the Integration tab

SmartSync Manager's Integration tab contains your Dyanmics GP information. Select each Legal Entity from the dropdown menu and enter the company information. 

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

  • Host: This is where your SQL database is located

  • Database: This is the database you want to connect to the Legal Entity in Beanworks

  • Username: This is the admin username for Dynamics GP

  • Password: This is the admin password for Dynamics GP

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.

Syncing Quadient AP and Sage 100

Once all necessary information is added under the Integration tab, return to Quadient AP. 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. If you imported Purchase Orders from Dynamics GP, toggle the 'PO & Receiving Sync from Date' option on and select the creation date of your first Purchase Orders in Dynamics GP. 

Select Partial Sync for all subsequent syncs. Partial syncs will only sync data created in Dynamics GP after the selected Sync From date. 

Review our article here for in-depth information on running syncs with SmartSync. 

If you receive a sync error you are unsure of, please consult our help centre here or contact our support team at support@beanworks.com

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