This guide explains how to synchronize customer, product, and supplier data between Rackbeat and Netvisor before starting production use. Initial synchronization ensures that the registers match each other and that data transfer is managed without duplicates.

CONTENTS

Before starting production use (as explained in the Rackbeat integration setup guide), customer, product, and supplier data can be synchronized between the programs, either from Rackbeat to Netvisor or vice versa. If the registers in Netvisor are up-to-date, we recommend transferring data from Netvisor to Rackbeat, ensuring that the registers match each other and preventing duplicates from being created. If the registers in Netvisor are not up-to-date, or if you do not want to transfer them as they are to Rackbeat, or if there are no registers in Netvisor at all, we recommend creating the registers in Rackbeat and exporting them either during initial synchronization or during use to Netvisor.

Registers can be added in three different ways: 

  1. Transfer the register from Netvisor to Rackbeat. If customers or suppliers are already in Netvisor, they must be numbered before transferring to Rackbeat. The customer and supplier number serves as the linking factor.
  2. If the register is found elsewhere, it can be imported using csv import. An Excel template is needed for data import, and a sample template can be found under the respective register. 
    a. Customer register. You can use Import customers.csv as a template
    b. Supplier register. You can use Import suppliers.csv as a template
    c. Product register. You can use Import products.csv as a template
  3. Create a new customer, supplier, and product directly in Rackbeat 
    a. More details on creating a customer register can be found in the Rackbeat customers guide
    b. More details on creating a supplier register can be found in the Rackbeat suppliers guide
    c. More details on creating a product register can be found in the Rackbeat products guide

Before starting use, you must decide where the registers will be created in Rackbeat. After this, the registers must be prepared according to this guide.

The synchronization of registers will be carried out by Netvisor customer support, and it is advisable to allocate at least a few days for this. Customer support needs to know which registers will be transferred and in which direction. If you have ordered training, you will go through these with the trainer. If you are doing the setup independently, you can get help from Netvisor customer support via email at: [email protected]

Customer groups, supplier groups, and product groups

Customer groups

  1. It is sufficient if these are found in one, initial synchronization will create the groups in the other program along with the customer.
  2. In Rackbeat, customer groups are mandatory, so at least one group must be created.
  3. If there is no customer group in Netvisor, Rackbeat will assign the customer to the first group in the list in Rackbeat.

Product groups

  1. It is sufficient if these are found in one, initial synchronization will create the groups in the other program along with the product.
  2. Product group hierarchy is not supported in Rackbeat. If there is a product group hierarchy in Netvisor, we recommend dismantling the hierarchy.
  3. In Rackbeat, product groups are mandatory, so at least one group must be created.
  4. If a product in Netvisor lacks a group, Rackbeat will assign the product to the group "Products".

Supplier groups

  1. Netvisor > Rackbeat direction creates the groups
  2. Rackbeat > Netvisor direction does not create, so in this situation, supplier groups must be created in both Rackbeat and Netvisor.
  3. In Rackbeat, supplier groups are mandatory, so at least one group must be created.

Other settings

Units

  1. It is sufficient if the units are found in one, initial synchronization will create the units if they are not present.
  2. If a product lacks unit information, the product's unit will be set to "Unit" in Rackbeat.

Product structure

  1. Not created in initial synchronization. If there are product structures in Netvisor, it is recommended that products and structures are created directly in Rackbeat via csv import or manually.

Payment terms

  1. Basic payment terms (e.g., 14 days net) are created from Rackbeat to Netvisor.
  2. Payment terms from Netvisor to Rackbeat are not created (if a payment term with the same name is found in Rackbeat, it is added to the customer. If there is no payment term with the same name in Rackbeat, the first term in Rackbeat's list is used by default).
  3. Payment terms with cash discounts must be created in both programs and additionally set as the default term on the customer card in Netvisor to ensure the correct payment term is transferred to the invoice. Additionally, the payment term must include a %- sign to ensure the cash discount is correctly applied to the invoice. 

Delivery terms

  1. Delivery terms are created during the import of sales and purchase orders from Rackbeat to Netvisor.
  2. Delivery terms from Netvisor to Rackbeat are not created.

Contact persons' emails

  1. The email must be in the correct format, otherwise, it will result in an error.
  2. If there are multiple emails, separate them with a semicolon.

Customer data before synchronization

Check that the customer card has

  1. Name
  2. Business ID
  3. Customer code (must be numeric, Rackbeat does not accept letters in the customer code)
  4. Billing address details

Note!

  1. The default location is created in initial synchronization. If the customer has multiple locations, these must be created manually in Rackbeat or imported via the customer card's Address details. During use, the location will appear on the invoice transferred to Netvisor, but the location is not created on the customer card in Netvisor.
  2. In Rackbeat, VAT handling is mandatory to ensure the % is correctly formed on the order. When the invoice is transferred to Netvisor, Netvisor will apply the VAT handling according to the customer card in Netvisor.

Product data before synchronization

Check that the product card has

  1. Product name
  2. Product code (maximum length of the product code is 25 characters)
  3. Base price / base sales price (zero is interpreted as a value)
  4. Purchase price / base purchase price (zero is interpreted as a value)

Note!

  1. The product must be active, inactive products do not move
  2. Check if there are any "-marks in the product name and if so, replace them with '-marks

Supplier data before synchronization

Check that the supplier card has

  1. Name
  2. Supplier code (must be numeric, Rackbeat does not accept letters in the supplier code)
  3. Business ID / VAT ID / or other ID
  4. Complete address details (address, street address, postal code, city, country)

Note!

  1. If there is no supplier group in Netvisor, the supplier is added to the group "Suppliers" in Rackbeat
  2. When a supplier is created from Netvisor to Rackbeat, the Netvisor Key is given in the additional information field

General notes

Avoid special characters in the interface. The following characters are not supported in the interface

  1. Greater than (>)
  2. Less than (>)
  3. Quotation mark (“)
  4. Letter accent (`)
  5. Ampersand (&)


Keywords: Rackbeat integration, synchronization


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