The Sync Status Tab

How do I use the Sync Status tab with the Global Rules Engine?

Explaining the Sync Status Tab in the Global Rules Engine

Ledgersync's Global Rules Engine makes it possible to process transactions across numerous client files all at the same time. After reviewing and categorizing the transactions, you need to push those transactions into the correct company file. To accomplish this, Ledgersync creates a unique sync request that first groups all transactions by the company that has been integrated with Ledgersync. This means if you are working with transactions across three different QuickBooks Online company files, it will create three batches to import and process one company at a time.  Depending on the volume of transactions you are processing and the number of companies they need to be imported into, this process may take a multiple minutes to complete. (The more data, the longer it takes to complete everything). This is partially due to limitations of the Intuit API, however, it is also to ensure the correct data goes to the correct place.



Dashboard Explained:

To help you better understand what information is being shared, we have broken down the different details to pay attention to.

1: Sync Status Tab

Select this tab to pull up this table of information.  This is only visible as part of the Global Rules Engine.

2: Data Table Column Headers

Ledgersync recently improved its user interface to allow you more control over the data you see and the order it is seen. Most columns can be reorganized, resized and some allow you to sort the data when an arrow is visible.  Please note that all times are currently listed as UTC and not your local time.
This data table shares the following information:
  1. Requested Date: (Sortable): This is the time and date the sync job was requested. 
  2. Processed Date: This is the date and time the sync job completed
  3. Requested By: This will list the name of the person who requested the sync job to start.  If you would like more information regarding employees, check out this article.
  4. Total Transactions: The total number of transactions to be synced at this time. This is across all clients and all transactions.
  5. Synced Transactions: The total number of transactions successfully synced.
  6. Failed Transactions: The total number of transactions that were not synced (See #5 and #6 for more information below)
  7. Sync Status: This lets you know if the job is still in progress, waiting, or finished.

3: Total Transactions vs Synced Transactions

In a perfect world the total transactions will always match the total synced transactions.  If they do not match, the difference should be found under #4 failed transactions.

4: Failed Transactions

There are many different reasons a transaction might fail to sync to your company file.  When one fails to sync, the total number of failed transactions will be listed here. 

5: Failed Transactions Detail

When transactions fail as part of a job, you will notice the expansion arrow which allows you to see which transactions failed to sync and an explanation #6

6: Per Transaction Explanation

There are many different reasons why a transaction might fail to sync over to your company file. Each line refers to a specific transaction and the reason it was unable to complete the task.

Recent Improvements to Sync Status

The Sync Status tab now provides more detail and control:
  • Per-transaction detail for every transaction — you can now view sync details for successful transactions too, not just failures. Expand any sync batch to see the full per-transaction breakdown.
  • Failures sorted first — within each sync batch, failed transactions are surfaced at the top so you can act on them immediately instead of scrolling to find them.
  • Filter by status — filter the list by total, synced, or unsynced/failed to focus on exactly what you need.
  • Duplicate "Skipped" indicator — when a transaction is held back as a possible duplicate of a manual QBO entry, it is shown with an amber-highlighted row and a "Skipped" count, with a "Sync anyway" option to force it through. See the QBO Duplicate Detection article.
  • Unmapped-clients login prompt — if you have QBO clients with unmapped categories, a pop-up at login alerts you and links directly to the mapping page so nothing silently fails to sync.

Common Sync Errors:

Some of the common reasons transactions may not sync include:
  1. The transaction has already been synced (and has a synced date already assigned to it)
  2. Closing Date in QuickBooks Online has been set and transaction is dated before that date
  3. The transaction is missing a category or payee name
  4. The selected category in Ledgersync does not exist in QuickBooks Online
  5. The selected payee in Ledgersync does not exist in QuickBooks Online
  6. The mapping between the financial institution in Ledgersync and QuickBooks Online has not been completed
  7. A Global category has not been mapped for the specific client with the transaction that did not sync. Check out this article and video to learn more

Looking for more information on working with Client Rules with the Rules Engine? Click Here

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