Transaction sync — route documents between your organisations

If you run more than one firm in Kaalchakra, Transaction Sync lets a document entered in one of them flow into another — kept in both, saved only in the other firm, or moved across after a few days. You choose what happens for each kind of document, and for which parties. Set it up under Administration → Setup → Transaction Sync.

It links organisations where you are the master user in both. To move between your organisations, see Working in more than one organisation.

How transaction sync works

1. 1

   Link two firms

   Press Link organisations and pick the other organisation. Only organisations where you are also the master user are offered.

2. 2

   Choose the direction

   Send documents from this firm or Bring documents into this firm. A link carries documents one way; for the other direction, add a second link.

3. 3

   Pick a rule for each document type

   Choose Mirror, Redirect or Timed move for each type you want to route, and leave the rest Off.

4. 4

   Choose the parties

   Under each rule, Accounts decides whose documents it routes — every party, only the ones you pick, or all except the ones you pick.

5. 5

   Create the link

   Press Create link. From then on, each document saved in the sending firm is routed by these rules as it is saved.

Each link is listed under Linked organisations with its rules. Edit rules changes them, Pause and Resume stop and restart it, and Unlink removes it. Removed links stay listed under Past links.

• Who can do what. Only master users can use Transaction Sync, unless a master user gives someone the right. Creating or removing a link needs you to be a master user in both organisations; someone given the right can still edit the rules of a link that exists.
• Pausing stops new documents from being routed, and timed moves that fall due wait until you resume.
• Unlinking stops all routing and cancels any timed moves still waiting. Copies already made in the other organisation stay there.
• If a copy could not be made, the link's card shows the problem and when it happened. A mirror never holds up your own save.

Choosing a rule for each document type

Every document type has its own rule: sales, purchases, sale and purchase estimates, sale and purchase orders, and the vouchers — payment, receipt, contra, journal, credit note, debit note, sale reversal and purchase reversal.

• Mirror to several firms. The same document type can be mirrored to more than one of your organisations at once.
• Redirect and Timed move stand alone. A type that is redirected or moved can have no other route, and the same type cannot be redirected both ways between two organisations.
• Scheduled moves. Moves waiting to happen are listed under Scheduled moves with their due time. One that could not run shows Failed and the reason — press Retry now, or Cancel to keep the document where it is.
• Changing a type away from Timed move cancels the moves already scheduled for it.

Choosing which parties sync

Under each rule, Accounts decides which parties' documents the rule routes. A party is the customer or supplier on the document, picked from the sending organisation's accounts.

• One link can therefore copy every customer's sales while copying only chosen suppliers' payments.
• A list holds up to 100 accounts. To leave out a few parties from many, use All except selected accounts.
• A voucher with several parties is routed under Only selected accounts when any of its parties is picked, and held back under All except selected accounts when any of its parties is picked.
• A Contra — or a Journal that only touches your own bank and cash accounts — has no party to match, so it is routed whatever the account choice says.
• A document whose party is outside the rule simply stays where it was entered — nothing is created, redirected or moved.
• Changing an account choice affects only documents saved from then on. Copies already in the other organisation are left alone — delete them there if you no longer want them.

Overriding the rule for one document

When a document type is routed, its entry form shows a Cross-firm sync box with a row for each linked organisation. Auto follows the link's rules. Sync sends this document to that organisation even if its party is not selected. Don't sync keeps it out — a copy that already exists there is kept, but stops receiving changes.

To set this for many documents at once, mark them in the sales, purchase or estimate registers and choose Sync selected… — in the voucher list, press Sync — then pick the organisation and Sync, Don't sync or Auto. Up to 50 documents go at a time, and it needs the Transaction Sync right.

Your books stay safe

• Parties and items are matched by name in the other organisation. One it does not have yet is created there with its descriptive details only — never balances or stock.
• Supply types are matched by name too; when there is no match, one is picked to suit the states involved.
• Tax is worked out again under the other organisation's own GST details, so a firm in another state gets the right IGST, or CGST and SGST, split.
• Bill sundries the other organisation does not have are left off the copy, and the link's card says so under Last sync adjusted the copy.
• Godown, batch and serial details, your own custom fields, and e-invoice and e-way bill details are never copied.
• Both organisations' period locks are respected: nothing is copied, redirected or moved into a period either of them has locked. Orders are never locked.

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