Running the Sync Operation - Keeping Your Data in Sync

Running the Sync Operation - Keeping Your Data in Sync

To ensure that your transactions are properly synchronized between CNS (Chamber Nation Software) and QuickBooks (QB), you need to run the sync operation regularly. We recommend doing this on a weekly or monthly basis, depending on how frequently you want to keep things in sync. You can find the sync operation option in the upper right corner of the billing menu, at the bottom of the QuickBooks functions.

The sync operation consists of two stages, each with its own page. Here's how it works:

1. Stage One - CNS Side:

- After running the sync operation, scroll to the bottom of the page and look for a 'continue' button.

- This page deals with any problems detected on the CNS side regarding transactions.

- If an issue is detected, the script will stop and display an error message. You will then need to correct the data or system issues and retry the sync operation. Initially, this process may be time-consuming if there are many errors, but it will become easier over time.

2. Stage Two - QB Side:

- Once you've completed the first stage, you'll proceed to the second page.

- This page handles any problems found on the QB side related to transactions.

It's crucial to note that not all actions in CNS are automatically reflected in QB. Any changes or voids made to transactions in CNS must be manually updated in QB. Therefore, it's your responsibility to periodically compare the numbers between QB and CNS to ensure both systems are in sync.

Dealing with Out-of-Sync Problems:

In situations where transactions become mismatched or out of sync, CNS provides several reports to help you identify and resolve the issues. For easier synchronization, it's recommended to have all CNS-based transactions go into a specific AR (Accounts Receivable) account. By utilizing reports, you can compare totals on the QB side exclusively for CNS transactions and match them with equivalent CNS reports.

Automatic Out-of-Sync Detection:

We offer a module that compares all synchronized transactions on a nightly basis and generates a report highlighting any out-of-sync conditions. This report identifies transactions where the amount or date has changed on either the CNS or QB side. You can manually correct these discrepancies using the provided list, and overnight the system will verify if the changes have restored synchronization. Feel free to reach out to us for more information on this out-of-sync detection feature.

By running the sync operation regularly and addressing any discrepancies, you can maintain accurate and synchronized data between CNS and QB. If you have further questions or need assistance, don't hesitate to contact our support team. We're here to help!