'Sync' (short for synchronize) refers to the process of transferring information from the Mesh platform to a customer’s financial system (ERP), ensuring both systems have matching transaction records. With File-Based integration, Mesh compiles relevant records (e.g., transactions and reimbursements) into a file, which customers can export, either automatically or manually, to a secure location. This file then serves as the source for updating their ERP with the corresponding Mesh transactional records. 

Follow the steps below to sync records from Mesh to your ERP when using File-Based integration: 

1. Log into the Mesh platform with a profile such as Admin, Pro or Auditor, that has permissions to sync records. 

2. Navigate to the Transactions page and use the available filters (e.g., Current Month, Completed, Not Synced) to locate the transactions you want to export. Before exporting, ensure each transaction complies with your company’s policy by:

• Properly tagging it with a Spend Category
• Populating all required Custom Fields
• Including a receipt and memo, if applicable

3. Export. 

3.1.1 To export a single transaction, click the three dots next to it and select 'Ready to export'.

3.1.2 To export multiple transactions, select the desired transactions, go to the upper-right corner, click the three dots, choose 'Filebase', and then click 'Ready to export'. 

3.2 Click 'Yes' and ensure you get a message that the transactions were successfully queued. 

Notes: 

• A synced transaction is locked and you can not change its data (e.g., valuers populated in Custom Fields). An Admin can unlock the transaction.
• A 'Reset status' option allows users to undo the 'Ready to export' operation. 
• The system can be configured to use a 'results file', which updates the 'Integration' column with the export status and result message for each transaction. This can be done either automatically or manually.
  • When transactions are 'exported' to the file, their status changes to 'Processing'.
  • When Mesh receives data via 'results file', the status of the 'Integration' column updates accordingly to either 'Success' or 'Failure' based on the result.

3.3 At this point, no action is needed if the system is configured to create the file automatically (i.e., the 'File Creation Scheduling' is set to Daily or Weekly under the integration page). If you wish to export files manually, please refer to section 3.5.

3.4 Accessing the files.

3.4.1 Customers can access the exported files via their SFTP client.  

3.4.2 It is also possible to download the files securely via the Mesh User Interface from the 'Export files' page. You can download the expenses, payments, receipt or all. After you download the User Interface will present a download time stamp. 

3.5 Manual Export.

3.5.1 If you need to export manually (e.g., for testing purposes), launch the 'Transactions' page, navigate to the upper right corner, click the 3 dots, and then click the 'Export files' link.

3.5.2 Click the 'Export files' button. 

Note: The last successful file export is listed along side the number of the recent transactions added that are ready to be exported. 

3.5.3 The platform will process your request and if all went well we will present a success message. 

General Notes:

• Customers can also sync 'Reimbursements' from the Scheduled Payments page if enabled.  
• TBD : Transactions can be also exported from the Accounting page if enabled.