Synchronization with the Organization

Invoices can be sent to relations. Relations are persons or companies with a relation profile in the Financial Application. You don’t need to create all those profiles yourself. For the persons or companies that already have a profile in the Organization Application, you can set up ‘Synchronization Organization’. This way, you only need to keep the information of persons and companies in the Organization Application. The profiles in the Organization will be synchronized with the Financial Application to create relation profiles.

NB! Import and synchronization are two different processes. Profiles from the Organization must be imported to the Financial Application before they can be synchronized.

You might need to create extra fields in the Organization Application. With the extra fields, you won’t need to manually add information to relation profiles once they are imported. You can even make the extra fields available on the ‘my profile’ page of the website, so that members can edit those fields themselves. With ‘Synchronization Organization’, the relation profiles will be kept up to date. Profiles are synchronized every time there is a change in an Organization profile.

Automatically imported folders

When you import a folder from the Organization Application, the name of the folder will be placed under ‘Automatically imported folders’. The import of the folders you see here will be automatically updated. This means that any additions to the folder, for example a new member in the members folder, will be imported as well so that a relation profile is automatically created for the new member.

A folder will be placed in this overview after you make an import of the folder in the element ‘Relations’. To stop the automatic import of the folder, you need to delete it from this overview. Click on  on the right side of the name of the folder. NB! The folder will deleted immediately without further confirmation!

Profiles

Under ‘Profiles’ you will find an overview of object types from the Organization that are being synchronized with the Financial Application. In the Organization, each object type has different fields. This is why the settings for each object type are separate.

The type ‘member’ has already been added. However, you still need to check the settings for members.

Add object type

To add an object type, click on ‘Add’ in the toolbar. In the field ‘Type’, select the object type that should be synchronized. Click on ‘save’ to confirm. You will see the object type appear in the overview under ‘profiles’.

Make settings for an object type

Click on  on the right side of an object type to make further settings for synchronization. You will see a new screen. Here you need to indicate the Organization fields that match the fields of the relation profiles. If you do not match an Organization field with a relation field, this field will be left empty in relation profiles unless the system can automatically fill the field.

  • First, you can choose a deviant e-mail field. Some persons or company may prefer to use a different e-mail address for administration matters such as invoices. Here you can choose the Organization field that contains this e-mail address. This doesn’t have any consequences for persons/companies with only one e-mail address; their relation profiles will contain the standard address. If you leave this option empty, the standard e-mail address will be used for all relations.
  • Send invoices to – This field is only available for companies and company members. Here you can choose to to address the invoice by default to the company itself or to the financial contact person. Choose one of the following options:
    • Always send to the address of the organization, even if there is a (financial) contact person
    • If there is a (financial) contact person, send the invoice to the contact person
  • Relation number – If you do not choose an Organization field here, the system will automatically create a relation number for each relation profile. Some communities work with membership numbers. If this is the case in your community, it may be desirable to use the membership numbers as relation numbers.
  • Invoice comment – Here you can choose an Organization field of which the content should always be added to the invoice as a comment. In most cases, this will be important additional information about the relation, e.g. the date of birth, function or membership type.
  • IBAN – Choose the Organization field that contains the IBAN. This is only relevant if you use direct debit.
  • BIC – Choose the Organization field that contains the BIC. This is only relevant if you use direct debit.
  • Direct debit – If you use direct debit, a person/company must authorize the community before you can collect invoiced amounts. The authorization must be indicated in the Organization Application in a check box (e.g. ‘Yes, I give permission for direct debit’) or a date field (e.g. ‘Date of authorization’).

Click on ‘save’ to confirm. Make these settings for each object type that is added under ‘Profiles’.

Delete object type

Click on  on the right side of the object type. NB! The object type will deleted immediately without further confirmation!