Within AP automation, it’s critical to ensure the data between your application and your Enterprise Resource Planning (ERP) system are properly synchronized. A well-synchronized ERP streamlines the information from OpenEnovy to your ERP, ensures that your financial records are accurate and ultimately enables you to pay your vendors on time. However, the process is not always seamless and exceptions may arise. Below, we will explore the sync statuses you may encounter in OpenEnvoy and the implications and actions required of each.
Sync Status: Success
Description: The invoice data successfully synced with your ERP and there is no further action needed.
In the world of synchronization, "Success" is the status everyone aims for. It signifies that the data transfer has occurred successfully, and the relevant records are now up-to-date. No further action is required on your part. Depending on your workspace configuration, you may be able to click on the synced status button to conveniently navigate to the corresponding record in your ERP.
Sync Status: Failed
Description: An error occurred while OpenEnvoy was syncing data to your ERP, causing the sync to fail. This could be due to a connection issue between OpenEnvoy and your ERP.
The "Failed" status is a red flag that something has gone awry during the synchronization process. Typically, this is due to an error that occurred during data transfer. It could be due to connection issues between OpenEnvoy and your ERP or other technical problems. In such cases, investigate the failure reason by hovering over the sync error button. Then, take the necessary steps to rectify the problem and initiate a successful sync.
Sync Status: In Progress
Description: Sync is processing or is in line to start, but has not yet completed.
The "In progress" status means that the synchronization process is actively underway. Data is either being transferred or is queued for transfer. There’s no action to take, as synchronization will eventually complete.
Sync Status: Blocked
Description: The sync is blocked due to a configuration rule.
The "Blocked" status indicates that a workspace configuration is preventing the synchronization from occurring. This can be due to a preconfigured rule that intentionally blocks the data of a particular job from being synced to your ERP. For example, your workspace may be configured to prevent all jobs from a certain vendor from being synced to your ERP.
Sync Status: On Hold
Description: Sync is on hold until certain issues are resolved. Required fields and/or GL Codes are missing before the job will be synced.
The "On hold" status means certain conditions haven’t been met in order for sync to occur. It could be required fields, General Ledger (GL) codes, or other critical data that must be provided before the sync can proceed. Hovering your cursor on the sync error button will reveal additional guidance on how to resolve the “On hold” status. Inspect your invoice or data and supply the missing components. Once all prerequisites are met, click the sync button to initiate the sync.
Filter Jobs Using Sync Status
Users can effortlessly sort and find completed jobs by applying sync status filters. To achieve this, simply access the completed job list, click on the "Add Filter" option, select the "Sync Status," and choose your preferred output.
Understanding the various sync statuses within OpenEnvoy is pivotal for maintaining an efficient and accurate ERP system. These statuses provide valuable insights into the progress and potential issues that may arise during the synchronization process. By recognizing and addressing these statuses promptly, you can ensure that your financial records are always up-to-date and in sync with your ERP, empowering your organization to make well-informed decisions.