Manual Synchronization via the Staging Platform - Overview

The Staging Platform lets project managers and other authorized users control the data that moves between Linarc and your ERP. Some record types sync automatically in the background. Others, such as costs, contractor budgets, invoices, and payroll, need your review and a manual sync. The platform adapts to the ERP your company uses, for example QuickBooks Online, QuickBooks Desktop, Sage Intacct, or Acumatica.

Your ERP integration must be connected and configured at the company level, including the account configuration and data mapping. See the integration overview for your ERP:

• QuickBooks Online Integration - Overview
• QuickBooks Desktop Integration - Overview
• Sage Intacct Integration - Overview
• Acumatica Integration - Overview 

Access the Staging Platform

• Open the Project Portfolio console and click 'Integrations' at the top.

The 'ERP Integration' screen opens. The screen title shows your ERP, for example 'ERP Integration - QuickBooks Online'.

• Tabs: Each record type has its own tab: 'Employee', 'Vendor', 'Cost Codes', 'Project', 'Cost', 'Contractor Budget', 'Invoice', and 'Payroll'.
• Sync Status: Each tab lists the records, the sync status of each record, and the time of the last successful sync.
• Import and Sync Controls: The import drop-down at the top-right brings records into staging, and the ‘Sync’ button sends the selected records from the source system to the other one, for example from Linarc to your ERP or from your ERP to Linarc.
• Record Details: The eye icon in the 'Actions' column opens the 'Raw JSON Data & Mapping' panel. The history icon opens the change history of the record.

Records and Tabs

The table shows what each tab syncs and whether automatic sync is available. Automatic sync works when 'Auto Create' and 'Auto Update' are on for the record type in your company configuration.

Manual Synchronization Workflow

Manual synchronization involves four steps:

1. Select the record type: Use the tabs across the top to pick the entity type you want to synchronize.
2. Import to Staging: Use the top-left dropdown to pull records from the source system into staging.

• • If Linarc is the source, open the Import from Linarc dropdown and select 'Import All from Linarc,' 'Import New Items from Linarc,' or 'Import Selected.'
  • If your ERP is the source, for example, for employee records), the dropdown will reflect your ERP as the import origin instead.

3. Verify and Sync: Review the staged records, check the box next to the items you want to sync, and click ‘Sync’ at top-right (this button activates once at least one record is selected).
4. Troubleshoot and Resolve: If any record fails, click the eye icon to view the failure details. For mismatch errors (such as differing name spellings), click 'Map Manually' to map the staged record to the correct ERP entry.

Note: Ensure your budgets, bills, and invoices are finalized and approved in Linarc before you import them. This sets the official budgets, payables, and receivables in your ERP.

Record Statuses

• Needs Sync: The record is in staging and has not been sent to your ERP.
• Synced: The record was sent to your ERP successfully. The ‘Synced’ column shows the date and time of the last successful sync. It shows 'Not Synced' if the record has never synced.
• Failed: The sync failed. Click the eye icon to read the error.
• Payment Pending: On the 'Invoice' tab, the invoice is waiting for payment to be recorded in your ERP.

Connection Status and Timing

• Disconnected ERP: If your ERP is disconnected, a banner appears at the top of the screen, for example 'QuickBooks Online is disconnected. All sync actions are disabled.' Contact your administrator to reconnect.
• QuickBooks Desktop: Records you sync to QuickBooks Desktop transfer at the next QuickBooks Web Connector poll, or when you run an on-demand poll. See Perform On-demand Polling from QuickBooks Web Connector.

Related Articles

• Sync Employee Records
• Sync Vendors 
• Sync Company Cost Codes
• Sync Linarc Projects
• Sync Costs
• Sync Contractor Budget
• Sync Invoices
• Sync Payroll Data