How to Synchronize Data with the Rules?

Directly to concise step-by-step plan

When is data synchronizable?

Certain fields can appear in both the header and the lines of a module. If you make a change in the header but not in the lines (or vice versa), the data in the fields will no longer match. And if a field in the header is empty but filled in the lines, there is also a difference. In the menu bar of the header, the process notification “Synchronizing data with the rules is desired” will appear.

Synchronizing data is never a mandatory action, so the icon indicating the notification is yellow . If there is a deliberate difference between the header and line, you do not need to synchronize anything. However, it is useful to know when your data differs at header and line level, so you can easily align them if desired. The process notification appears as soon as a change is made in one of the following fields:

• Our reference (only for purchase orders)
• Your reference
• Your order number
• Desired delivery date
• Delivery date
• Confirmed delivery date (only for purchase orders)
• Transport date (only in MKG5)

What happens when you synchronize data?

When you synchronize the data in one of the above fields, you ensure that the field in question has the same content at both header and line level. You can synchronize one field or multiple fields at once.

The data from the header is always copied to the line. Thus, we follow the hierarchy in the module, from top to bottom, where the data in the header is leading.

How do you synchronize the data?

Step 1: Recognize the process notification

When a field contains different data at header and line level, a yellow process notification icon automatically appears in the header menu bar. This indicates that an optional action can be performed. 

Step 2: Open the process notification

Click on the icon to see all open process notifications. You will then see the text “Synchronizing data with the rules is desired.” Place your mouse on this text and click on ‘Synchronize the data’. A pop-up will appear.

Step 3: Synchronize the desired fields

In the pop-up, you will see all the fields you can synchronize. Check all the fields whose data you want to extend from the header to the lines. Fields you do not check will retain the original data. Then click on OK. The data is now synchronized.

If you synchronize all fields with differing data, the process notification disappears. If you do not synchronize certain fields, the process notification remains visible. This is not a problem: you can still process the quote/order.

For illustration, we have worked out an example below. Click on the triangle next to the word ‘Example’ to expand the text.

Concise Step-by-Step Plan 'Synchronize Data'

1	Open the module Sales Quotes, Sales Orders or Purchase Orders and open a quote/order.
2	Check the header menu bar for a process notification.
3	Click on the icon , place your mouse on “Synchronizing data with the rules is desired” and click on the option ‘Synchronize the data’
4	Check the fields you want to synchronize.
5	Click on OK.