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Filtering customers and documents by Company ID in Sage X3

How to Sync Customers and Documents by Company ID

In the Sage X3 Connector settings, you can configure the Company ID field to only receive documents that belong to that company.

Configuring the Company ID field is optional, and depends on the Sage X3 configuration.

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Warning

Define ONLY ONE company ID in the field! Sage X3 does not allow receiving documents from more than one company.

Using Company ID

The connector utilizes the value of the Company ID field during the sync as follows:

  1. Receives the following data (documents and customers) from the specified company:
    • Invoices
    • Payments
    • Credit Memos
    • Adjustments
    • Customers
  2. Retrieves (from the received documents) customer IDs to receive customers' data:
    • If a customer was not modified in Sage X3, the connector does not receive the customer. It just syncs the document and the customer from the document.
    • If a customer was created/modified in Sage X3, the connector either receives the customer or determines their name from the document synced by the company ID:
      • If the customer exists in YayPay and is determined from the documents synced by the company ID, the connector syncs the document and the customer from the document.
      • If the customer does not exist in YayPay, but the connector determines them from synced document, the connector syncs the customer and the document received by company ID.
      • If the customer exists in YayPay but is not determined from the documents received by the company ID, the connector syncs the customer received during the sync process.
      • If the customer does not exist in YayPay and is not determined from the documents received by the company ID, the connector only syncs the document received by the company ID.
  3. Determines the customers' contacts by their IDs and syncs the contacts of those customers that were synced with YayPay.

Omitting Company ID

If you omit the Company ID field, the sync only works properly under one of the following conditions.

  • Only one company exists in Sage X3.
  • Multiple companies exist in Sage X3 but they must share the same currency.
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Important

If there are multiple companies in Sage X3, each using a different currency, the sync will not work properly. To cover such a case in YayPay, you must:

  1. Create a business in YayPay for each company in Sage X3.
  2. Connect to each Sage X3 company from a YayPay business.
  3. Configure the Company ID field to refer to a different Sage X3 company for each YayPay business.

Customer Balance After Syncing by Company ID

After the sync process is completed, the Customer Balance in YayPay will incorporate the documents synced via the specified Company ID. To receive the correct Customer Balance, enable the checkbox Use calculated Customer balance in the Settings > Business.


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Important!

If you decide to start syncing the documents using the Company ID filter, all the documents synced before WILL REMAIN in the system (and impact the balance).

To sync the documents by the specified Company ID only you are advised to create separate biz within YayPay and use it exclusively for syncing the given Company's entities.



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