What is synchronization?
When you use one of Corpay One's integrations for ERP systems and accounting platforms, Corpay One automatically synchronizes your document data to the corresponding journal entries in the ERP system. This happens, for instance, when a document is approved, when you change details such as category, amount or department, or when a bill is paid.
Why sync manually?
There may be situations where you need to start a synchronization manually, or even create a new entry in the ERP system. This can be the case, for instance, if Corpay One has encountered an error and the automatic synchronization fails. The error then has to be fixed, after which you can run a manual synchronization. You can synchronize either one document or several documents at a time.
How do I sync manually?
Synchronizing one document
1. First, find the document you want to synchronize data for, and go to the Integrations tab:
2. Next, choose the integration you want from the dropdown, for example e-conomic. This shows you the integration log for e-conomic, and by clicking the Re-sync button you can manually synchronize the data for the document to e-conomic:
3. A new window now opens where you must choose which entry in e-conomic you want to sync to: the invoice entry (also called the vendor invoice) or the payment entry (also called the vendor payment). Select the entry you want, and click the Re-sync button:
Naturally, it is only possible to sync to the payment entry if a payment has actually been made for the document, or if the document has been marked as paid.
Synchronizing multiple documents
When you synchronize several documents at once, Corpay One automatically attempts to sync to all entries connected to the individual document. This means that if an invoice entry and a payment entry already exist in your ERP system, Corpay One will attempt to update both of them.
If neither of these entries exists in your ERP system, Corpay One will attempt to create them. In this case, Corpay One creates an invoice entry for documents with the status "Unpaid" and an invoice entry + a payment entry for documents with the status "Paid".
1. Select the documents you want to synchronize by checking the box to the left of each document:
2. When you have selected the documents you want to re-synchronize, click the Re-sync button in the bar at the bottom of the page:
3. A short animation now confirms the synchronization attempt.
If the synchronization went through without any problems, you will now see the updated entries in your ERP system. If no entry existed for a document beforehand, Corpay One will have created a new entry. You can also see more information about the synchronization in the Integrations tab on the individual document.
If Corpay One encountered an error while attempting to synchronize one or more documents, those documents will be visible in the Requires attention tab, where you will be notified about the error. You can see more details about the error and how to solve it in the Integrations tab on the individual document.
What happens when I perform a manual synchronization?
If the entry already exists in the ERP system, it will be updated to match the document's details in Corpay One as they were at the time of the synchronization.
If the entry has already been posted in the ERP system, Corpay One will not be able to update the entry. To avoid duplicates in your accounting, you also cannot create a new entry.
If the entry does not yet exist in the ERP system, a new entry is created that matches the document's details in Corpay One as they were at the time of the synchronization.
You can read more about the Integrations tab in this article.