Synchronization issues between Payhawk and external systems such as Oracle NetSuite, Xero, Exact Online, QuickBooks Online, Sage Intacct, or MS Business Central are often caused by duplicate or inactive supplier records.
Common issues for sync failure
The common causes for failures of the supplier sync include:
Duplicate suppliers in the external system with the same VAT number or name.
Conflicting supplier data, such as inconsistent or outdated information.
Inactive supplier records in the external (ERP) system.
Best practices to prevent sync issues
Avoid duplicate records. Ensure each supplier has a unique VAT number and name.
Keep supplier data up to date. Regularly review and clean supplier records to prevent conflicts.
Verify supplier status. Make sure all suppliers are marked as active in your external system before syncing.
Troubleshooting guide
To troubleshoot the most common causes for failing supplier sync between Payhawk and your ERP system, follow the respective steps.
Duplicate supplier records exist
If a supplier fails to sync, it may be due to duplicate entries in your external (ERP) system:
Check for suppliers with the same VAT number or name.
Remove or consolidate duplicates by using any of the following approaches:
Delete the duplicate entries
Mark them as inactive
Update their details to differentiate them
Retry the sync in Payhawk. The supplier should now appear correctly.
Missing or incorrect data prevents supplier creation in ERP
If a supplier was created in Payhawk but hasn’t appeared in your external (ERP) system, the issue may be due to formatting or validation errors required by the integration.
To resolve this:
Go to Suppliers/Vendors in your external system.
Manually create the supplier, ensuring all required fields are correctly filled.
In Payhawk, navigate to Suppliers, click the three-dot menu, and select Update from external system.
This will sync the supplier and match it with the record in Payhawk.