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Synced Sales: The Morning Check

Synced Sales: Run the Morning Arrival Check, and Check What Arrived Went All the Way Through

Steps 5 and 6 of Sales That Arrive From Another System: the morning check that tells you a feed has stopped, and the check, once a week and at month-end before you close, that what arrived was finished. It follows Step 4; the feeds, their watchers and their tests come from your Step 3 list.

The running example: GadgetSphere’s online store sends about 380 sales invoices a day. On a Monday in March its sync stopped at 14:10, and nothing on any BigLedger screen changed (Meet GadgetSphere).

If a count is short, do not key the missing sales by hand: when the feed restarts, the sending system sends them all again, and unless the integration checks for documents BigLedger already holds you get every one twice. And before you finalise an integration’s draft by hand in Step 6: if you finalise it by hand, check first that the other system will not send it again.

  1. Step 5: run the morning arrival check.
  2. Step 6: check that what arrived went all the way through.

Step 5: Run the morning arrival check

The outcome: by 10:00 you know that yesterday’s sales from every feed arrived, or you know exactly which feed and how many are missing.

Sales Invoice (Internal) › Sales Invoice › Advanced Search

For each feed on your list:

  1. Search with Transaction Date set to yesterday, and the feed’s branches.
  2. Sort by Created By and count the rows that belong to the feed’s login. Add up the amount.
  3. Compare the count and total with the sending system’s own figure for yesterday. On the Tuesday after the stop in Meet GadgetSphere, the store’s report for Monday said 386 orders and RM 207,450. BigLedger held 212 orders and RM 113,980.
  4. Look at the newest Created Date for that login. On a working feed it is from this morning. On that Tuesday it read Monday 14:10. That is the moment the feed stopped, and you can tell support that time to the minute.

What a stopped feed looks like, so you recognise it: nothing is red, no error appears and no status changes. The documents that did arrive are perfect. There are just fewer of them than yesterday, and the newest Created Date stops moving. A short count on its own could be a slow day. A short count, together with a newest Created Date that is hours old, is a stopped feed.

When the count is short:

  • Do not key the missing sales by hand. When the feed restarts, the sending system sends them all again. Unless the integration checks for documents BigLedger already holds, you get every one twice, and duplicate invoices on the tax authority’s system are much harder to undo than a late day.
  • Tell the person who runs the integration, or support if BigLedger runs it for you (what to send). Give them: the feed, the branches, the date, the count and total you expected, the count and total that arrived, and the newest Created Date.
  • Check again the next morning. Confirm the missing day arrived in full, with the original transaction dates, and that nothing arrived twice.

If your invoices come from EMP, your business may also have an EMP Missing Documents screen. A scheduled run compares EMP with BigLedger and lists the documents EMP holds that BigLedger does not. Where it is set up, it also e-mails that list every day. Read it with three cautions:

  • It is set up for your business by BigLedger, not by you, and it is not on everywhere. Ask support whether it runs for yours. If it does, the e-mail arriving every day is your heartbeat. An e-mail that stops coming is itself the symptom, and the screen goes on showing the last list it made.
  • Refresh removes documents that have arrived since the last run. It does not look for new missing ones.
  • Re-Push asks EMP to send the selected documents again. It does not create them in BigLedger. If they still do not arrive, the cause is on the EMP side, and the list’s Syncing Status column shows EMP’s own reason, such as a customer or item it could not match.

Step 6: Check that what arrived went all the way through

The outcome: every synced document is finished: final, posted and on its way to the tax authority.

Once a week, and at month-end before you close:

  • Drafts nobody finalised. On the Sales Invoice listing, filter Posting Status to Draft and look for the integration logins in Created By. A draft from an integration is a sale that is not in your books yet. Find out from whoever runs the integration why it stopped short, then finalise it or discard it. Do not leave it for the month-end.
  • Invoices with no journal. Ledger And Journal › Error Checking › Missing Journal, for the sales-invoice type and the week. It lists every FINAL document with no journal behind it. For a single document, use Financial Report › Error Checking › Trace Document. Both are described in the cash-sale check. This catches a missing mapping, and it also catches a document that was created already FINAL (Step 2) — which may already have been sent for e-invoicing, so check its e-invoice status before you decide how to correct it.
  • The e-invoice. A synced invoice is e-invoiced from BigLedger like any other one, so check it the same way: Understanding e-invoice statuses. A sale that never arrived is never e-invoiced at all. That is why the morning check in Step 5 is also a tax check.

What success looks like for this part

By 10:00 on a working morning, for every feed on your list, yesterday’s count and total in BigLedger equal the sending system’s, and the newest Created Date for its login is from this morning. Any short count has gone to whoever runs the integration, or support if BigLedger runs it for you, with the feed, the branches, the date, the counts and totals and the newest Created Date, and nobody keyed the missing sales; the next morning, the missing day arrived in full, with the original transaction dates, and nothing arrived twice.

Once a week and at month-end before you close: there are no drafts from an integration older than a day, and, if your company posts journals from BigLedger, Missing Journal for the sales-invoice type and the week lists no synced invoice you have not dealt with, and the synced invoices’ e-invoice statuses have been checked like any others.

Common mistakes in this part

Reading “no errors” as “no problem”. A stopped feed raises no error. The only sign is a count that is too low, so the count has to be taken.

Re-keying the missing day. It feels responsible, and it doubles your sales the moment the feed recovers. Fix the feed and let it re-send.

Trusting a list that has stopped updating. The EMP Missing Documents screen shows its last run. If that run was days ago, a short list means the report stopped, not that the feed is healthy. Check that the e-mail came today.

The rest are on the guide’s first page and on Who Watches Each Feed.

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