Documentation/ ERP integrations/ How sending works
How sending to the ERP works
There are two ways of getting documents out of Dijit.app to your management program, and they work very differently. Knowing which one applies to you explains almost everything else.
Document list › the send or export button
On this page
The two models
| Direct sending | File export | |
|---|---|---|
| What the button does | Posts the document into the other program. | Downloads a file to your computer. |
| Who loads it | Nobody: it is already in. | You, in your program. |
| Is a connection set up | Yes: credentials, server, user. | Not needed. |
| You know whether it failed | Yes, at once and with the reason. | Only on importing it into your program. |
| Risk of duplicating | Low: what is sent is not sent again. | High: importing the same file twice duplicates entries. |
Which program uses which
| Direct sending | File export |
|---|---|
| SAP | Contasol |
| Ágora POS | a3 (accounting link) |
| ICG | Cegid |
| Holded | Monitor Informática |
| Diagram | Excel, for any other program |
| Business Central |
Each account sees only the buttons for the integrations it has switched on. If you cannot see your program's button, the integration is not set up for your company.
a3 is a case apart. a3 asesor can arrive by file, which is what this page describes, or over a direct connector installed and looked after by a3's certified reseller, with no button and no screen in Dijit.app; a3 ERP only arrives over that connector. The detail is in a3.
How a direct sending goes
- Go over the documents in Dijit.app and finish them off.
- Tick them in the list.
- Press your ERP's send button and confirm.
- The application reports how many went in and which did not, with the reason.
- The ones that go in disappear from the pending list.
Documents that fail stay in the list. That is deliberate: they are there until they are corrected and go in, so the pending list is always the real list of what is outstanding.
How an export goes
- Go over the documents and finish them off.
- Tick them in the list.
- Press the export button. One or more files download.
- Import them into your accounting program, in the right order.
Here Dijit.app has no way of knowing whether the file was ever loaded. Exporting the same invoices twice is possible, and your accounting program may duplicate the entries. Keep track of what you have already loaded.
What to check before sending
The rule applies to both models: whatever leaves here wrong will enter your books wrong. Before sending or exporting, check the documents have the right:
- Supplier, with their tax details.
- Dates and document number.
- Net, VAT and total.
- Nominal account for the case.
- On direct sendings, the line details that ERP insists on.
What the application checks
Before sending anything, the application validates the documents ticked and groups the problems by kind. The four you see regularly:
| Message | What is missing |
|---|---|
| Invoice number missing | The header has no document number. |
| Items still to be validated | There are lines on the document not yet checked. |
| Items not assigned | There are lines with no ERP item. |
| Supplier ID missing in ICG | The supplier has no code in the ERP. |
Each message names the documents affected by the reference you see in the list. Where there are many, it shows the first few and says how many more there are.
Partial sendings
This is the commonest result with big batches: some documents go in and others do not. The application treats it as a warning, not an error, and reports both figures.
The ones already in are not sent again. Correct only the ones that failed and send those again. The list always refreshes, including when the whole sending fails.
Things that come up
| What you see | Why | What to do |
|---|---|---|
| My ERP's button is not there | The integration is not switched on for the company. | Ask support to set it up. |
| There are no documents to export | Nothing is ticked, or what is ticked is not the type that export takes. | Tick documents of the right type. |
| A document you sent is still in the list | It never went in: it failed validation or the ERP rejected it. | Read the message, correct it and send again. |
| Entries have been duplicated in the accounts | The same exported file was imported twice. | Keep a record of what has been loaded. Exports have no duplicate control. |
| The whole sending comes back as an error | A connection or configuration problem with the integration. | Try again. If it persists, look at the integration's parameters. |