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Setting up an ERP interface – step by step
The setup of an ERP interface between your ERP system and the Allthings platform follows a clearly defined process that begins with a customer order to Allthings. Allthings takes over the technical implementation of the interface.
The exact steps for setting up can vary depending on the ERP system used and the specific requirements. The process generally includes:
- Placing the order: The customer commissions Allthings with the setup of the ERP interface.
- Data provision by the customer: Depending on the ERP system, different data must be provided by the customer in a defined format.
- Technical implementation by Allthings: The Allthings Service Delivery Team is responsible for the technical implementation and configuration of the interface. This can include the setup of FTP folders and ERP connection configurations.
- Test phase and activation: After the technical setup, a test phase follows to ensure correct data transfer and synchronization.
What data is synchronized?
The ERP interface synchronizes various types of data to keep the Allthings platform up-to-date and to minimize manual data maintenance. The fundamental integration layer always forms the core data.
In general, the following data categories can be synchronized:
- Core data: This includes properties, buildings, units, tenancy and personal data of tenants and owners. Team member accounts and their roles are also synchronized.
- Documents: This includes e.g., contractual documents and utility bill statements. Other documents can also be imported.
- Data on ownership and building maintenance (facility management): This can also be imported and updated.
These use cases involve unidirectional (one-way) integrations.
How often is data synchronized?
The exact frequency can vary depending on the type of ERP integration:
- For full-data sync based integrations, data is regularly read (usually once per day) and imported by Allthings from the ERP system's FTP folders.
- For delta transfer based integrations (incremental sync), the transfer of changes (deltas) is in near real time. For example, the Garaio interface (via a Message Queue) checks for changes every minute and adds them to the database. Multiple changes are queued to be processed in the right order. If a change in GaraioREM is not applied to Allthings after a minute, it can mean there are other items to process first.
Common sources of error in integration and how to avoid them
Various sources of error can occur during ERP integration that can affect data exchange. Many of these problems can be avoided or fixed by the customer themselves through proactive measures and good data maintenance:
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Using the same email address for multiple tenants: While it may seem convenient to use a single email address for multiple people living in the same apartment in the ERP system, Allthings will only create one tenant account for that email. This leads to unpredictable data merging, and the name and email on the resulting tenant account may not match the intended user.
→ Use separate email addresses for each tenant or leave it empty. -
Errors in closing / opening utilisation periods: Problems frequently occur when old tenancy periods are not properly closed, or when tenancy contracts are simply re-used instead of being closed and opened anew. This can lead to overlapping utilisation periods and corrupted data histories.
→ Provide always a start and end date for the utilisation periods. -
Manually adding users before ERP import: It may be tempting to manually add a tenant in Allthings (e.g., by sending a registration code) if their details are not yet in the ERP. However, if this tenant is later synchronized from the ERP with a different email address, a duplicate account is created. Since account merging is not yet supported, the tenant will face a poor user experience having to switch between accounts.
→ Add the user always in your ERP system. -
Using placeholder, temporary, or fake email addresses: Entering placeholder emails (e.g., no-email@gmail.com) poses a significant security and privacy risk. If the domain is valid, an actual person holding that address could inadvertently gain access to the tenant's personal data.
→ Leave the email address field empty and update it later or use the Allthings-provided functionality for clearly marked fake e-mails where they are missing. -
Using the agent's own email address for the tenant: Property managers or agents sometimes find it convenient to create a tenant record in the ERP using their own email address. This inadvertently links the agent's Allthings account to the tenant's profile, which then requires manual intervention by support to separate.
→ Use a different email address if you want to create a tenant account. -
Handling deletions in full-data syncs: Integrations based on full-data synchronization currently cannot automatically handle deletions, as ERP exports usually do not contain this specific information. To prevent accidental data loss, Allthings does not automatically delete records. If a new tenancy is created without properly closing the old one in the ERP, the old tenancy will mistakenly persist in Allthings.
→ Provide a suitable start and end date to the tenancy if possible. -
Restructuring property/building/unit hierarchies: Moving a building from one property to another, or splitting units within a building, can cause issues. Full-data sync integrations cannot always detect these structural movements, which may result in duplicated data or an inability to update records.
→ Coordinate with us before making a change in property/building/unit hierarchy.
Allthings is continuously working to increase error transparency and provide tools for self-correction of data errors.
Who is responsible for the technical implementation of the ERP integration?
The technical implementation of the ERP integration is mainly the responsibility of Allthings.
However, the integration often requires close cooperation with the ERP provider, as Allthings needs their systems for data exchange.
If you have questions, contact us directly or your Allthings contact person.