In SyncTool you select an action in the Action field. The action determines which data is imported or processed when you run a configuration. The actions available to regular users are described below. Some additional actions require administrator rights (they access the database directly) and are only shown when you are logged in as an administrator.
Always run Compare first to see the changes before you write to Sapera with Update Sapera. See the article about SyncTool for the general procedure.
Products: Loads products and product variants into Sapera from a file (CSV/Excel) or a SQL source. Each row is matched to an existing product based on the identifier; depending on the settings, matching products are updated and rows without a match are created. Run a Compare first to see the changes before writing to Sapera.
Product categories: Imports product groups into Sapera. Rows are matched on the group's Identifier; matched groups are updated and new ones are created. Run Compare first to see which groups will be created or changed.
Serial number items: Imports individually tracked item instances (serialized units) into Sapera. Rows are matched on the instance's Identifier; matched instances are updated and new ones are created. Run Compare first to see the changes.
Product locations: Imports item locations (inventory locations) into Sapera. Rows are matched on the location's DisplayName; new locations are created when they do not exist. Run Compare first to see the changes.
Product suppliers: Imports the link between items and their suppliers into Sapera. Rows are matched on item id together with supplier id; new links are created and existing ones are updated. Run Compare first to see the changes.
Composite products: Imports the components of composite items into Sapera and specifies which items and quantities a composite item consists of. Rows are matched on item id, composite item id and quantity. Run Compare first to see the changes.
Related products: Imports relationships between items (for example accessories or replacements) into Sapera. Rows are matched on item id together with related item id. Run Compare first to see the changes.
Barcodes: Imports barcodes from an external source and links each barcode to an existing item in Sapera.
Search tags: Imports search tags (keywords) of a specific tag type, optionally building a hierarchy and mapping to webshop categories.
WebShop Categories: Imports webshop categories, optionally building a hierarchy and mapping each category to a search tag.
Inventory entries: Imports inventory counts into an inventory journal so they can be reviewed and posted. Typically used for stock counting and corrections.
Discount: Imports discounts and their conditions and can link them to search tags, customer categories, product categories, customers and items.
Gift cards: Imports existing gift cards with balance and sale date so they can be redeemed in Sapera.
Credit notes: Imports existing credit vouchers with amount and sale date so they can be redeemed in Sapera.
VAT types: Imports VAT types and creates and updates their rates as well as the general ledger accounts used for VAT.
Reorder: Creates or extends purchase order journals for a supplier based on recommended reorder quantities, and can optionally place the order and send a PDF by email.
Breakdown: Breaks a composite item down into its components when stock goes negative, and automatically creates and posts the corresponding inventory journal lines.
Move entries to new location: Moves inventory entries for items with a negative quantity from a not-in-stock location to the location where the item is actually in stock.
Service entries: Imports non-stock entries (e.g. services or text lines) into Sapera, matched on external reference and line number.
Product supplier cost price from HQ: Copies the head office's sales price to each store's supplier cost price, so that stores buy from the head office at the head office's sales price.
Actors: Imports actors (companies and persons) into a selected role in Sapera. The action matches on the identifier and creates or updates actor master data and contact information.
Customers: Imports customers (debtors) into Sapera. The action matches on the identifier and creates or updates customer master data, contact information and customer-specific settings.
Suppliers: Imports suppliers (creditors) into Sapera. The action matches on the identifier and creates or updates supplier master data, contact information and default cost settings.
Users: Imports users into Sapera. The action matches on the user name and creates or updates user accounts, organizational unit and group memberships.
Customer categories: Imports customer categories into Sapera and creates or updates each category with its default accounts, conditions and settings.
Supplier categories: Imports supplier categories into Sapera and creates or updates each category with its default accounts and conditions.
Payment terms: Imports payment terms into Sapera and creates and updates due days and cash discount rules.
Chart of accounts: Imports the chart of accounts into Sapera and creates and updates general ledger accounts, text accounts, range accounts and sum-from accounts as well as their account ranges.
Account budget: Imports account budgets into Sapera and writes up to twelve period amounts on each account for the configured budget periods.
General ledger journal entries: Imports general ledger entries into a journal in Sapera and optionally posts it automatically when the journal balances.
General ledger document attachments: Attaches files to general ledger documents in Sapera and matches them based on document number and the attachment's name.
Invoice: Imports invoices into Sapera and creates or updates the invoice header with customer and address information for each row.
Invoice lines: Imports invoice lines into Sapera and links each line to its invoice with product, quantity, price and VAT information.
Sales order: Imports sales orders into Sapera and creates or updates the order header with customer, address and order information.
Sales order lines: Imports order lines into Sapera and links each line to its sales order with product, quantity, price and VAT information.
Subscriptions: Imports subscription definitions into Sapera that describe how recurring sales orders or invoices are generated.
Subscription products: Imports the item lines that belong to a subscription in Sapera.
Subscription contracts: Imports the customer-specific assignments of subscriptions into Sapera, including price adjustments and run periods.
Service types: Imports communication workflow types into Sapera and matches on the system name and creates or updates each workflow type and its steps.
Import from digital inbox: Processes supplier invoice PDFs from the digital inbox, extracts invoice data via rules and optional Azure AI and creates purchase invoices in Sapera. Invoices that cannot be interpreted are automatically moved to manual processing.
Fetch from FTP: Fetches files from an external FTP or SFTP server to the local working folder based on the configured connection details and remote path.
FTP upload: Transfers the files from the previous step to an external FTP or SFTP server based on the configured connection details and remote path.
Run SQL: Runs a custom SQL statement against the configured database without returning rows, typically used to update or clean up data.
Save SQL query to file: Runs the configured SQL query and writes the result to a file in CSV, fixed-width or XML format based on the step's export settings.
Run external program: Starts an external program or script and waits for it to finish. The console output from the program is captured and shown in the job result.
Send E-mail: Sends an email with the matching local files as attachments based on the configured recipients, subject and SMTP settings.
SharePoint export: Transfers the local files that match the file mask to a SharePoint document library based on the configured site URL, login details and remote path.
Refresh token: Requests a new authentication token for the configured connection and returns it as the job result, so access stays up to date.
Sapera command: Runs a single built-in Sapera maintenance command; the Command parameter specifies which command to execute.
Gift card settlement: Reconciles gift cards redeemed across departments by creating corresponding sales invoices and purchase invoices between the selling and the redeeming department.
Internal transfer settlement: Reconciles internal inventory transfers between departments by creating corresponding sales invoices and purchase invoices between the source and destination department.
Create sales order from purchase order: Mirrors purchase orders placed with a supplier as sales orders in the head office, so that the flow of goods between head office and store is reflected on both sides.
If you have any questions, you are welcome to contact support.
Want to know more?
Read more in these related articles:
SyncTool
Complete guide to SyncTool — the standalone tool for importing and exporting data between external sources and Sapera. Covers login, the layout of the main window, setting up actions, column mapping, parameters, secrets and scheduled runs.
Digital inbox
This article explains how incoming emails with invoices are created, processed and posted in Sapera.
