Processing Mobile Synchronization
Once processing has been started (see Processing), the configured synchronization folder will be checked at the configured time interval in minutes for the existence of any synchronization files that have been received from mobile workstations. If the synchronization folder cannot be located then a message will be recorded in the log file.
For the sake of clarity, the database that is open in the Internet Utility (see Opening a Database) will be called the “master” database, the database to which the synchronization files are being synchronized.
Importing Synchronization Files From Mobile Workstations
For each file found in the configured synchronization folder, a message is recorded in the log file that the file will be processed. It is first uncompressed and analyzed to verify that it is a valid synchronization file that matches the database structure version of the master database (e.g. 2.6.000), and that the business location ID matches one of the business locations configured in the master database (see Business Locations). If the file cannot be validated then a message describing the problem will be recorded in the log file and the synchronization file will be deleted. If the version numbers do not match then ensure that the same program version has been installed on both the Internet Utility workstation, and the mobile workstations. If the business locations do not match then ensure that the correct business location ID has been configured on the mobile workstation.
If the synchronization file is successfully validated, then it is analyzed for data content. The following table outlines the rules that are followed when importing, depending on the selected import method.
Synchronization Rules for Each Import Method
|
Import Method |
Synchronization Rules |
|
New Records Only |
Records from the synchronization file that match existing record numbers in the master database will be skipped. New records will be added and assigned record numbers according to the number series of the business location associated with the synchronization file (see Business Location - Number Series Tab). |
|
New and Edited Records |
Records from the synchronization file that match existing record numbers in the master database will overwrite the records in the master database. The record update is done field by field so that individual fields in the master database that contain existing data are not overwritten by fields from the synchronization file that are empty or have no data. When importing numeric fields with decimal points, a field is considered empty when it has a value of zero. Numeric fields without decimal points as well as option fields (see Selecting Options) are never considered to be empty and so are always imported to the master file. Detail lines on repair orders, sales invoices, credit notes, and purchase orders are considered together as a group such that no detail lines means the details area is empty and will be treated as an empty field. The above also applies to serialized accessory lines on repair order records. New records will be added and assigned record numbers according to the number series of the business location associated with the synchronization file (see Business Location - Number Series Tab). |
|
New and Edited Records |
Records from the synchronization file that match existing record numbers in the master database will be merged with records in the master database. The record update is done field by field so that only fields in the master database that are empty or have no data are overwritten by fields from the synchronization file that contain data. When importing numeric fields with decimal points, a field is considered empty when it has a value of zero. Numeric fields without decimal points as well as option fields (see Selecting Options) are never considered to be empty and so will never be imported to the master file when updating existing records. Detail lines on repair orders, sales invoices, credit notes, and purchase orders are considered together as a group such that no detail lines means the details area is empty and will be treated as an empty field. The above also applies to serialized accessory lines on repair order records. New records will be added and assigned record numbers according to the number series of the business location associated with the synchronization file (see Business Location - Number Series Tab). |
Records from modules that have record numbering or references based on business locations are synchronized (see Business Location - Number Ranges Tab). These modules include customers, vendors, repair orders, sales invoices, credit notes, inventory, purchase orders, and user security. The following table outlines special notes regarding each of these modules.
Synchronization Rules for Each Module
|
Module |
Synchronization Rules |
|
Customers |
Individual customer contacts are updated if the contact name being imported is an exact match to one of the contact names in the master database for the corresponding customer account. Otherwise the customer contact being imported will be added as a new customer contact. Individual attachments being imported are added as a new attachment if they are not an exact match to one of the attachments in the master database for the corresponding customer account. |
|
Vendors |
Individual vendor contacts are updated if the contact name being imported is an exact match to one of the contact names in the master database for the corresponding vendor account. Otherwise the vendor contact being imported will be added as a new vendor contact. Individual attachments being imported are added as a new attachment if they are not an exact match to one of the attachments in the master database for the corresponding vendor account. |
|
Repair Orders |
For each repair order, all detail lines are overwritten or retained as a group depending on the selected import method. Similarly, all serialized accessory lines are overwritten or retained as a group depending on the configured import method. Individual attachments being imported are added as a new attachment if they are not an exact match to one of the attachments in the master database for the corresponding repair order record. When importing new repair invoices, individual invoice ledger transactions from the mobile workstation are always imported to the master database regardless of the selected import method. However, when synchronizing with existing repair invoice records in the master database then any adjustment to the charges or taxes on the original repair invoice will be recorded as an invoice ledger transaction dated as the time of the import. Individual payments recorded in the payment ledger on the mobile workstation are always imported to the master database regardless of the configured imported method, and the total amount paid on the repair invoice is adjusted accordingly. |
|
Sales Invoices |
For each sale s invoice, all detail lines are overwritten or retained as a group depending on the configured import method. Individual attachments being imported are added as a new attachment if they are not an exact match to one of the attachments in the master database for the corresponding sales invoice record. When importing new sales invoices, individual invoice ledger transactions from the mobile workstation are always imported to the master database regardless of the configured import method. However, when synchronizing with existing sales invoice records in the master database then any adjustment to the charges or taxes on the original sales invoice will be recorded as an invoice ledger transaction dated as the time of the import. Individual payments recorded in the payment ledger on the mobile workstation are always imported to the master database regardless of the configured imported method, and the total amount paid on the sales invoice is adjusted accordingly. |
|
Credit Notes |
For each credit note, all detail lines are overwritten or retained as a group depending on the selected import method. Individual attachments being imported are added as a new attachment if they are not an exact match to one of the attachments in the master database for the corresponding credit note record. When importing new credit notes, individual invoice ledger transactions from the mobile workstation are always imported to the master database regardless of the configured import method. However, when synchronizing with existing credit note records in the master database then any adjustment to the charges or taxes on the credit note will be recorded as an invoice ledger transaction dated as the time of the import. Individual records of applying credit notes as recorded in the payment ledger on the mobile workstation are always imported to the master database regardless of the configured imported method, and the total amount applied on the credit note is adjusted accordingly. |
|
Inventory |
Inventory items on the mobile workstation are always assigned to the “Shared” inventory store on that mobile workstation. However, the corresponding inventory items in the master database are assigned to the inventory store of the business location assigned to the mobile workstation. Individual attachments being imported are added as a new attachment if they are not an exact match to one of the attachments in the master database for the corresponding inventory item record. |
|
Purchase Order |
All detail lines are overwritten or retained as a group depending on the selected import method. Individual attachments being imported are added as a new attachment if they are not an exact match to one of the attachments in the master database for the corresponding purchase order record. |
|
User Security |
Only the user password is synchronized. Since a date and time stamp is stored with user security changes, the password with the most recent date and time stamp is retained, regardless of the selected import method. |
Once all data from the synchronization file has been successfully imported then a message will be recorded in the log file and the synchronization file will be deleted
NOTE While attached Internet hyperlinks and electronic signatures are synchronized, only the references to linked digital photographs and other linked file attachments are synchronized, not the files themselves (see Attachments).
Exporting Synchronization Files to Mobile Workstations
Received synchronization files may include a message requesting an update of data from the master database back to the mobile workstation (i.e. a two-way synchronization instead of a one-way synchronization). All received synchronization files are imported first before beginning to export data back to any mobile workstations so that the exported data is as up-to-date as possible.
Since mobile workstations are each identified by a unique business location ID, only a single export synchronization is prepared for each requesting business location ID (and therefore for each mobile workstation), even if multiple import synchronization files were received from the same mobile workstation. For each requested export, a message is first recorded in the log file that the data for the corresponding business location will be exported.
For business locations, repair orders, sales invoices, credit notes, inventory, purchase orders, and users, only records that are associated with the business location of the requesting mobile workstation will be exported. The exported records will be those that are within the assigned number series of the corresponding business location (see Business Location - Number Series Tab). For all other modules, including customers, vendors, and setup modules, all records will be exported. All exported tables and records will completely overwrite and replace the tables and records on the mobile workstation.
NOTE While attached Internet hyperlinks and electronic signatures are synchronized, only the references to linked digital photographs and other linked file attachments are synchronized, not the files themselves (see Attachments).
Once all data from the master database has been successfully exported to a synchronization file then the file will be compressed and placed into the configured synchronization folder for retrieval by the mobile workstation. Additionally, a message will be recorded in the log file that data for the business location was successfully exported.
On-line Repair Order Entry