Articles in this section

Configure auto-sync settings

Required user roles: File Integration Operator + the relevant record type role (View Payees/ View Bills/ View Payments/ Process Bills/ Payer Administration)

The "Auto sync" feature imports/ exports new and updated data from/ to your ERP. To configure auto-sync, go to Administration > File integration > Auto sync and select either Export and/ or Import and click Next.

Auto sync settings screen

For either sync direction, complete the following steps.

Step 1. Authentication

Select your use case below (self-hosted or Tipalti hosted) to learn how to configure the authentication step.

Self-hosted
  1. Do one of the following:
    1. Select SFTP and complete the following fields:
      • User name - Free text field
      • Private key - File of type .asc
      • Host name (url) - Free text field
      • Host port - Free text field
        AutoSyncSFTPAuthentication2.png
    2. Select S3 and complete the following fields.
      • Access key - Free text field
      • Secret key - Free text field
      • Bucket name - Free text field
      • Bucket region - Free text field
        ConfigureS3.png
  2. Click Validate. Tipalti connects to your storage. If successful, the validation passes. 

    1. If validation is successful:

      1. If you are importing files, in the Input folder and Archive fields, type the name of the designated results folder.
      2. If you are exporting files, in the Output folder field, type the name of the designated results folder.
         
      You need to decrypt the file in your output folder and import it to your ERP (by using an out-of-the-box ERP tool, or an addition on top of the ERP, if required).

      SFTP autnetication validation

    2. If validation fails, fix the authentication error and click Validate again.
      SFTP failed authentication
  3. Click Save.
    • If export is enabled, Tipalti adds a sample file to the output folder to confirm the connection works successfully.
    • If import is enabled, Tipalti adds a sample file to the input folder and then moves it to the archive folder to confirm the connection works successfully.
Tipalti hosted
  1. Click Switch to hosted by Tipalti. The system creates the user account.
    Switch to hosted by Tipalti
You can choose Hosted by Tipalti only for S3 technology.
  1. Once created, the fields become populated. Click View secret key.
    View secret key button
  • You need to save your secret key file as you won't be able to view it again.
  • If you click the view button again, the old keys are revoked and a new user is created.
  • If you switch to "Self-hosted" or to a different sync technology, the existing account and credentials will be deleted and any information stored in Tipalti will be lost.
  1. Provide the name for input and export folders.
    Autosync folded section
  2. Click Next.
    • If export is enabled, Tipalti adds a sample file to the output folder to confirm the connection works successfully.
    • If import is enabled, Tipalti adds a sample file to the input folder and then moves it to the archive folder to confirm the connection works successfully.
Step 2. Encryption

  1. To encrypt your files, do the following:

    1. For outbound files, provide PGP Public key - File of type .asc (mandatory) - You need to generate a public and a private key pair. Then provide Tipalti with the public key and keep the private key for yourself. When Tipalti exports the new files to your output folder, it uses the public key to encrypt them. You can then use the correlated private key to decrypt the files before importing them into your ERP.
    2. For inbound files, click Download to download the PGP Public key. This is only applicable for the import process.
      Encryption step
    For "self-hosted", Skip encryption to skip the encryption step.
  2. Click Next. Tipalti validates the provided keys.
Step 3. Settings
  1. For Export settings, follow these steps.
    1. If you have multiple entities, in the Payer entity field, select if you want to export the files for one or more of your entities.

    2. In the Objects field, select the records that you want to export.

      If you do not have the relevant record type role (View Payees/ View Bills/ View Payments), you cannot select a specific record type.
    3. In the Sync time field, select Hourly, Daily (and time of day) or Weekly.
      Auto-sync export settings
  2. For Import settings, in the Objects field, select the records that you want to import. The Payer entities field is preset and disabled.
    Auto sync import settings
  3. Click Start sync. A summary shows the following information:
    • The configured sync technology 
    • Status of the auto-sync
    • Last date and time auto-sync was successful
      Auto sync configuration summary
You can edit the settings at any time.

You can pause auto-sync of files at any time. Click Pause auto sync and then Confirm for the status to change to Paused. To resume auto-sync, click Resume auto sync.
Pause auto sync

All automatically imported and exported files are added to the File export and File import screens, respectively. If auto-sync fails, users with the File Integration Operator role are notified by email.

Import and export folders

During the authentication step of auto-sync, 3 main folders are defined:

  • Input
  • Output
  • Archive

The name for these folders are the names you provided in the validation step. If you didn't provide a specific name, the folder names are Input, Output and Archive.

Auto-sync export and import folders

Import folder structure

The imported files are stored under the "Input" folder and sorted as follows:

  • Input/ New/ Object type - This folder stores files that have not been imported yet or that failed to import. You need to create this folder yourself for each object type, according to the declared folder structure, and upload all your new ERP files into it. 
  • You may create 3 folders, for example:
    • Input/ New/ Purchase orders
    • Input/ New/ GRNs
    • Input/ New/ GL accounts
    • Input/ New/ Tax codes
    • Input/ New/ Units
    • Input/ New/ Payment terms
  • The name of the imported files includes the name of the object and the date and time of the import: <record type>_yyyyMMdd_HHmmssfff
  • Examples:
    • PurchaseOrder_20201212_160655111
    • GRN
    • GlAccount_20201212_160655111
  • Input/ Error reports - This folder includes all error reports for all previously imported files. Any generated error report is uploaded to this folder and encrypted with the provided public key. You can also download these reports from the "File import" screen.

File import action menu

Once the import process is complete, the files are moved to the "Archive" folder.

Export folder structure

The exported files are stored under the "Output" folder and sorted by object type.

  • Output/ Bills
  • Output/ Payments
  • Output/ Vendor credits
  • Output/ Payees