Import data from Captio
This documentation will guide you through the process of importing data from the Captio platform.
Requirements
To carry out this user guide, you must have the following sections configured:
Innova Online setup: You must have configured theCustomer id(Innova Online setup).Captio Connect setup: You must have the solution configured as indicated in the sectionCaptio Connect setup(Captio Connect setup).
Process
Data import is done from Setup > Setup > Captio Connect setup > Synchronize data.
Once the system has been setup to import data from the Captio platform, the process to follow is detailed.
Synchronize all
This action allows you to import all the new data existing in Captio, such as new users, reports and expenses approved since the last date of approval, advances in current status since the last concession date, etc.
It will also update the data if it has been changed in Captio, for example if a Custom field has been deleted in Captio, in Business Central it will mark that field as Deleted.
Once all the data is synchronized, we can access them from the work area.
Synchronize users
This action allows you to import existing user data into Captio.
It will import new users that exist on the platform and if user data has been modified in Captio, they will be updated in Business Central.
If a user is deleted on the Captio platform, Business Central will be marked as Deleted but will not be deleted.
Users can be accessed from the list in the role center or from Setup > Data > Users.
It is possible to setup payment methods to users for the posting of accounting expenses from Navigate > Payment method posting setup.
Synchronize categories
This action allows you to import the data from the existing categories into Captio.
It will import the new categories created in Captio and update the data of those that have been modified.
When new categories are imported, if the account defined in Captio exists in Business Central, it will automatically fill in the field Account no. and the business and posting groups if the account has them defined.
The category can be accessed from the list in the role center or from Setup > Data > Categories.
Synchronize payment methods
This action allows you to import the data of the payments methods that exist in Captio.
It will import the new payments methods and update the data of those payments methods that have been modified in Captio.
Payments methods can be accessed from the role center or from Setup > Data > Payments methods.
From Navigate > Payment method posting setup we can access the payment method registration settings and assign payments methods to users to posting expenses.
Synchronize custom fields
This action will import the new fields that have been registered on the platform. If data has been changed in existing fields, the data in those fields will be updated.
If a field has been deleted on the Captio platform, in Business Central custom fields it will not be deleted, the field will be marked as Deleted.
Custom fields can be accessed from the list in the role center or from Setup > Data > Custom fields.
Synchronize advances
This action imports advances whose status is Current.
The list of advances can be accessed from the role center or from Expense > Advances.
From the list it is possible to post the advances in accounting from Actions > Post advances. When the advance is posted, it will be marked as Posted (Post advances).
It is also possible to see the movements of the advance from the option Navigate > Navigate.
Synchronize reports
This action will import the reports with associated expenses, advances, alerts and custom fields, whose status is approved and approval requested and since the last approval date or approval date requested.
The list of reports can be accessed from the role center or from Expense > Reports.
In the report can be posted expenses from Actions > Post expenses (Post expenses in Journal and Post expense in journal invoice).
The associated dimensions can also be accessed from Navigate > Dimensions.
It is possible to see the SII information related to the report from Navigate > Sii data information if the Active sii field is activated in Captio Connect Setup (Captio Connect setup)
The report can have alerts. It is possible to see these alerts from Navigate > Alerts. If the report does not have alerts available, this action will not be displayed.
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