Connecting your accounting package to the Console with Synqup

If you use third-party software that can import documents from specific folders (located on your computer or a server), Synqup is the perfect solution for you.

Synqup is a tool that synchronizes your clients' Billtobox documents with your accounting package. Synqup runs in the background of your server to automatically place your clients' Billtobox documents in a designated folder that your accounting package uses to import documents.

Here's how to set up Synqup:

1. Configure your accounting package in the Console

Before being able to synchronize with your accounting package, Synqup needs to know where to send the documents. The first step is to configure your accounting package in the Console by indicating the access path(s) where your accounting package fetches the documents from.

• Go to Accounting package configuration.
• Click on New configuration for accounting package.
  
• In the next step, choose Synqup.
• Click on the plus sign to create a new accounting package configuration.
• Here, you need to enter the access path(s) to the folder(s) your accounting package uses to fetch documents. You can have one general path or multiple paths to separate purchase invoices, sales invoices, and statements. 
  Notes:
  

  1. You need to decide with your IT partner where the documents are on the server. This location is the access path through which the accounting package will fetch and import the invoices. It is likely that you or your IT partner already know this location. For instance:

     C:\Winbooks\Data\[enterprise_identifier]\inbound
     C:\adsolutclient\UBLDocs\[enterprise_identifier]\outbound
     
     

  2. You can use variables to set up dynamic paths. Three variables are available:
     ­­• [enterprise_name] = the name of your client's company
     • [enterprise_identifier] = the VAT number of your client's company
     • [accounting_file_id] = the number or ID of your client's file
     
     

  3. The Synqup service cannot write invoices on a virtual disc's letter (UNC path). You must find the main location on the server on which Synqup will be installed.
     
     
• Lastly, you must name the accounting package configuration.

2. Link your clients to the configuration

Now that you've created a configuration for your accounting package, you must link your clients to the configuration. 

Here's how to do it:

• Go to the Clients menu in the Console.
• Select a customer or create it.
• Activate Share documents with accountant.
• Select the accounting software.
• (Optional) Enter the file number if you're going to use the variable [accounting_file_id]

3. Install Synqup on your server

Synqup needs to be installed on your server. The information below is only intended for Windows installations.

Before the installation

• Sufficient user rights on Windows, so Synqup can write in the folder where files must be transferred
• Sufficient access to the firewall. Synqup uses the following access points:
  • https://storage.googleapis.com/*
  • *.unifiedpost.com
  • *.rollbar.com
  • https://github.com/AdoptOpenJDK/*`

Synqup performs calls to an HTTPS endpoint (= FQDNS). Therefore, the standard port for https traffic must be open (443).

Installation

• Download the installation file.
• Run the .exe file to launch the installation wizard. We recommend to:
  • Install Synqup in the default installation folder.
  • Create a shortcut. This is the Synqup authenticator and you will still need it after installation.
• After going through all the steps in the installation wizard, Synqup is installed. After a few seconds, the application will open a window to configure Synqup (if nothing happens, click on the shortcut created during installation to open the Synqup authenticator).
• Once the window is open, select your country then click on Next.
• Click on Log in. A browser window opens, log in with your credentials.

Frequently asked questions

How do I update Synqup?

When a new version of Synqup is available, it will try to update automatically. To make sure the auto-update works properly, check the following settings:

• The user launching the Synqup service must
   
  •  
    • have writing rights on Windows's TEMP folder (generally located in "C:\WINDOWS\TEMP")
    • have writing rights on Synqup's folder (generally located in "C:\Program Files (x86)\Synqup"
    • have sufficient rights to extract zip files
• The firewall must authorize all files from the following URL: https://s3.eu-west-1.amazonaws.com/onea.downloads/synqup/production/*

If that does not work, you can update Synqup manually by downloading the latest version here.

How do I migrate Synqup to a new server?

Simply delete Synqup from the old server and install it on the new server.

The uninstallation can be done via the unins000.exe file in the installation folder, located by default in C:\Program Files (x86)\Synqup .

The access path to which the invoices will arrive on the new server remains unchanged. 

Do you wish to change this location? Please contact us at support@billtobox.com before installing on the new server.

I'm having trouble, how do I get help?

Get your log files and send them to us with your questions at support@billtobox.com.