Quadient AP - SmartSync Technical Overview

Modified on Fri, 10 Nov, 2023 at 11:49 AM

Quadient AP connects to your desktop accounting system using our data synchronization tool, SmartSync. SmartSync allows us to access the data needed so that you accomplish your workflow needs. This article covers the technical explanation of SmartSync and how it connects to your account system. To learn more about using SmartSync, check out our article here.

How does SmartSync work?

SmartSync is a Quadient AP-crafted middleware, which is installed on the same server as your account system. It is both an SFTP client (data transfer) and an HTTPS client (authentication). Connections are initiated by the client, reaching out from your server to our infrastructure. Through this connection, the following information is transferred: 

From Quadient AP into your Accounting System: 

  • Invoice data
  • Payment data

From your Accounting System into Quadient AP:

  • Purchase Order data (depending on the accounting system)
  • Payment data
  • Lists and list item data 

SmartSync is supported by all of Quadient AP's managed desktop integrations. The middleware is modular, meaning that the same program runs regardless of accounting system, with accounting system-specific modules installed within SmartSync to allow it to communicate with that accounting system. 

How does SmartSync import data into Quadient AP? 

Using Application Programming Interfaces (APIs) provided by the accounting system,  SmartSync connects and runs a set of commands. It collects records of any new list items that were updated or created since the last sync and transfers them to Quadient AP's SSH File Transfer Protocol (SFTP or Secure File Transfer Protocol server) as a JavaScript Object Notation (JSON) file. These files are stored in your directory until the Quadient AP API checks for new files.

About every 10 seconds, the Quadient AP API makes a pass through these directories, looking for new files. New files are picked up and imported into Quadient AP. Once this process is completed, the list items/payments/purchase orders will be visible in Quadient AP. 

How does SmartSync export data into your Accounting System? 

The process of exporting is covered here for invoices and here for payments. When an invoice or payment is exported, the data is converted into a JSON file. This export file is placed into the Legal Entity’s SFTP directory, where SmartSync can pick it up. The process of running a sync with SmartSync is covered here

The next time SmartSync runs a sync, it checks this directory for any new files. If it finds one, it transfers that file over to your accounting system via the same SFTP that imports data to Quadient AP. SmartSync will read the JSON file and either create a new Invoice in your accounting system or apply a payment to an existing invoice as needed. Certain accounting systems such as QuickBooks Desktop will send back an External ID, confirming that the invoice or payment reached the accounting system successfully. 

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