Optimizing Mineraltree to sync with your ERP

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Audience: Accounting Manager and MineralTree Administrator

Summary: This article describes best practices to use to optimize the synchronization of Mineraltree with your ERP.

Deleting and Voiding

Void and deletion events do not sync between MineralTree to the accounting package, in either direction (with one exception):

  • If you delete an invoice in the accounting package, perform the same operation in MineralTree (and vice versa)
  • If you void a payment in the accounting package, do the same in MineralTree (and contact your bank to stop a check payment or reverse an ACH, if needed)
  • You can see deletion events in MineralTree by using the Search tab. Enter "deleted" into the search box, hit return, then click the Alerts button.
  • The single exception is voided payments for QuickBooks Desktop: simply void the payment in MineralTree, and that event will update the QuickBooks, too

Duplicate Invoices

MineralTree will not allow you to create invoices with duplicate numbers, will allow duplicates to be synced from the accounting package to MineralTree. This is true whether an invoice is created twice in the accounting package, or one time each in the accounting package and MineralTree. You will be able to see both invoices in the Invoices tab (if unpaid) or via the Search tab. We also offer a feature called "duplicate detection" that will both highlight duplicate bills in the front end, and email Accounting Manager users when such duplicates occur.

Invoice Date

Many accounting package systems are configured to reject invoices whose Invoice Date does not match the Accounting Period. You can edit either or both of these values in the Invoice Details screen before the invoice is posted to your accounting package. Once posted, many fields are locked down in MineralTree to reflect a similar behavior in the accounting package. Bear in mind also that MineralTree syncs over Accounting Period data for Netsuite and Intacct, including open/locked status. With this information on hand, the invoice details page will only display those periods currently open and unlocked. This may change if you view an invoice in, say, January and then again in March.

Warnings and Errors

Some accounting packages, notably Netsuite and Intacct, offer both warnings and errors that ask you to confirm a change that could have a negative impact; users are able to override these. Errors are messages that prevent the change in question. During the background sync from MineralTree to your accounting package, we treat warnings as errors, since there is no user to selectively override them.

Data Sync

The type of data that syncs from your accounting package to MineralTree, and vice versa, differs by each package. This includes both the initial synchronization when your MineralTree company is created, and during the ongoing synchronization that occurs as data is added or updated in your accounting package. Please see this article for more information for your accounting package.

Credits

Credits are currently created and applied in the accounting package. It is important to follow exact steps to ensure that credits are synced correctly to MineralTree and applied to the relevant bill(s). Please see the relevant articles for Netsuite, Intacct, Quickbooks Desktop, Quickbooks Online, and Great Plains.

QuickBooks Desktop Connector

You can manually close the MineralTree Connector by right-clicking the task bar icon and choosing "Exit." Try to avoid doing so if the current status shows "Synchronizing" (you can see this status by mouse-hovering over the icon). Interrupting this process can sometimes lead to sync errors, or the creation of duplicate invoices.

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