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Introduction
Data from your connected files is synchronised ( refreshed ) into a reporting database in Bi4Cloud.
When you first connect an accounting file the data is extracted for two previous full financial years plus the current one.
The first sync is a FULL refresh of transaction (journals, invoices, bills, orders, purchases) and static data (contacts, items, etc) and it can take a long time depending on transaction volume and data size.
After this FULL refresh further syncs are INCREMENTAL and only update new, updated and deleted transactions based upon the date and time they changed compared to the last refreshed date and time for each datapoint. Static files that have no date and time of change are read in full. These typically take less than 10 minutes with some exceptions depending on transaction volume or static file size ( eg 70,000 items can take 20 minutes )
The INCREMENTAL sync is the default on-demand and overnight sync and is found in the main admin screen.
Why have RAPID sync ?
During month end closing adjustments and transactions may need to be entered and re-synced, possibly several times, and even a short syncs of 5 minutes can add up. So a RAPID sync is provided which will only sync accounting transactions ( journals, invoices, bills, spend money, receive money) and not masterfile data like contacts and items and not purchase or sales orders. This sync typically completes in 1 to 2 minutes.
Running Rapid Sync
Rapid sync is found inside the workbook screen under the Arrowed Circle.
Clicking the Rapid Sync icon immediately starts the sync and presents a page indicating this. It does this in a separate browser tab so as not to disturb your reporting screen.
If you're in a hurry it's best to wait for the sync to complete because as soon as the progress dialog closes your data is READY to run reports and you'll get a message indicating this. The duration of the rapid sync depends upon the number of new, edited, deleted transactions in your file and the screenshot is indicative only. Once you see this message you can close the browser tab and return to your reporting screen.
You can also see sync progress in the BI4 admin screen as a blinking icon but keep in mind this screen only refreshes every minute.
What data is refreshed
Rapid Sync does not replace the automatic or user initiated manual sync process because these sync all datapoints.
Rapid sync provides the most sync performance improvement on MYOB AccountRight files as it uses the GL Journal transaction history log to determine what transactions changed and require re-sync.
Accordingly Rapid Sync only syncs transactions that post to the GL like Invoices, Bills, Journals, Spend Money, Receive Money. It does not sync changes in masterfiles like Accounts, Customers, Suppliers, Items etc or non GL posted transactions like Sales Orders or Purchase Orders.