Best practices to minimize sync issues

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This article describes best practices to use to avoid synchronization errors for invoices and payments.

  1. 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
  2. Duplicate invoices: MineralTree will not allow you to create invoices with duplicate numbers in the front end, but we do allow such 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.
  3. Accounting/closing period: the posting period / closing date functionality of your accounting system can affect invoice and payment synchronization:
    • NetSuite: there is a setting in NetSuite -- ALLOW TRANSACTION DATE OUTSIDE OF POSTING PERIOD -- under Setup → Accounting → Accounting Preferences. If this setting is set to "Disallow", be sure to always make the invoice date and posting period in the same month for bills created in MineralTree.
    • MineralTree will NOT be able to post invoices to periods in NetSuite that have already have had A/P Locked. You can review the status of your accounting periods in NetSuite under Setup → Accounting → Manage Accounting Periods.
    • Intacct: posting is controlled by GL Posting Date. Be sure to choose a GL Posting Date that's open before attempting to sync to MineralTree.
    • QuickBooks (Desktop and Online): posting is controlled by company closing date and invoice date. Be sure to choose an invoice date this is on or before the closing date set in QuickBooks.
    • Great Plains: posting is controlled by company closing date and invoice date. Be sure to choose an invoice date this is on or before the closing date set in Great Plains.
  4. Invoice date: a related issue to bear in mind is that 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.
  5. Warnings and errors: some accounting packages, notably Netsuite and Intacct, offer both warnings and errors when working in the native application. Warnings are prompts 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 are obliged to treat warnings as errors, since there is no user to selectively override them.
  6. 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.
  7. 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.
  8. Quickbooks Desktop Connector: you can manually close the MineralTree Connector by right-clicking the taskbar 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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