Sync Recurring Transactions

Approved recurring costs in Linarc sync directly to your ERP system, as expense bills, ensuring alignment between field operations and accounting. 

Prerequisites:
Administrative Setup: Synchronization rules between the source and destination must be configured in the administration settings. If you need assistance, please contact your Company Administrator.
Manual Imports: The auto-update is disabled for recurring costs, you must manually import the records into the staging platform before executing the sync.
Cost Codes: Company cost codes must be properly mapped and synced.
Project Details: The corresponding project details for the budget must also be mapped and synced. 
Approved Recurring Costs: : Only costs that have been formally approved in Linarc are eligible for synchronization. Ensure recurring cost records are reviewed and approved before initiating the sync; See Approve Recurring Cost Entries for more details.

To  sync recurring costs

• Ensure that you are in the staging platform. If not,
  • Click the main menu at the top left
  • Select 'Portfolio' menu from the drop down and select 'Integrations' at the top
• Click 'Cost' tab

The screen displays the list of approved recurring costs of the synced projects, fetched from Linarc to the staging platform. 

Column Descriptions:

Project Name - The label of the project as registered in Linarc

Cost Code - The unique cost code associated with the category of the cost item 

Cost Name - The label of the cost item, auto-populated after adding the cost code

Actual Cost -  The cost value for each recurring instance 

Vendor - The name of the vendor or supplier associated with the recurring cost.  

Quantity -  The numeric value of the amount of work done

Cost Status - The current state of the recurring cost entry

Status - Shows the current state of synchronization from source to destination. The possible values are

• Synced – The record has been successfully synchronized
• Failed – The synchronization attempt was unsuccessful due to an error
• Needs Action – Requires user intervention to resolve issues (like fixing missing mappings or incomplete data) before synchronization can proceed

Synced - The date and time when the entry was last successfully synchronized. If synchronization has not occurred, it displays 'Not Synced'

Actions -  Contains options for viewing log of changes and manual mapping:

• Change History– View a detailed log of changes and the synchronization activity history for the specific record
• Json Script - View the raw JSON data payload for the selected record. This is primarily used for advanced troubleshooting to verify the exact data transferring between the two systems

Import and Sync Data from Linarc 

During your initial bulk synchronization or when a new recurring cost record is approved in Linarc, you must first import the data into the staging screen before syncing it to ERP, ensuring accurate and consistent records.  

• Select 'Import New Items from Linarc' from the 'Import' drop-down
• Review the list of staged records to check whether their status shows 'Needs Sync' or 'Failed' before proceeding
• Select the records with a 'Needs Sync' status by clicking their serial numbers. (Tip: To select multiple entries at once, hold down the Ctrl, Shift, or Cmd key on your keyboard). Alternatively, click 'Select All' to select all entries at once
• Click the 'Sync to ERP' button

Handle Failed Records:

• Hover your mouse over any 'Failed' status indicator to view the specific reason for the failure

Resolve and Retry: If the synchronization fails, you will need to reconcile the entry directly in Linarc. Once the data is corrected at the source, click the 'Failed' status button in the staging platform to retry the sync.

View the Change History

• Click the icon in the 'Actions' column to view the log of changes in the project details

The pop-up shows the chronological list of changes made to various fields of the project details.