This document details the difference between an Ad-Hoc Sync, a Full Sync, and a Changes Only Sync.
It also documents how the Transaction History settings work within the QuickBooks preferences of Method.
Ad-Hoc Sync, Full Sync, and Changes Only Sync
Ad-Hoc Sync
The Ad-Hoc Sync is the real-time, two-way, synchronization that occurs whenever a Method:CRM user adds or changes QuickBooks related records within Method. This is completely separate from a Full Sync and a Changes Only Sync.
When does an Ad-Hoc Sync launch? Ad-Hoc Syncs happen in real-time.
Example: A Method user creates an invoice for a customer. This invoice will immediately sync to QuickBooks.
Full Sync
The Full Sync will sync all of the QuickBooks related data in one go. Having said that, it will only update records within the date range specified by the Maintain Transaction History setting. It will not delete records that lie outside of this date range, however, it will also not sync records that lie outside this date range.
When does a Full Sync launch? There are three ways a Full Sync is executed:
A Full Sync will run daily at the time specified within the Sync Preferences.
Launched manually from the QuickBooks Sync Preferences page.
Launched manually from the Method Sync Engine.
Example: The preferences state a transaction history of 31 days, and a Full Sync at 4:30am. The Full Sync will sync all the transaction data within the last 31 days. Any data older than 31 days will not be touched.
Changes Only Sync
A Changes Only Sync will only sync QuickBooks related fields and tables that have been modified since the last sync.
When does a Changes Only Sync launch? There are four ways a Changes Only Sync is executed:
Every 15 minutes, a Changes Only Sync automatically executes.
Launched manually from the QuickBooks Sync Preferences page.
Launched manually from the Method Sync Engine.
When the Method Sync Engine starts.
When First Installed - 180 Days of Data
When the Method Sync Engine is first installed, it will pull QuickBooks transactions from the past 180 days into Method:CRM. It will also sync any open transactions that are not yet resolved.
Example: A customer has an open balance of $1500 dollars from an invoice with a transaction date over a year ago. This invoice will sync to Method:CRM when you first install.
Example: A customer has an invoice from four years ago which has been paid. This will not sync to Method:CRM when you first install. It is still available in QuickBooks and can be fetched if the preferences are changed.
Maintain your Transaction History
The Maintain transaction history setting allows you to specify how much data will sync from QuickBooks to Method. By default, the last 31 days will sync with QuickBooks. Any data which lies outside the past 31 days will not be deleted and will not be affected by the sync.
Note, any data pulled in from the initial 180 days will not be deleted, but at the same time, will not be affected by a Full Sync.
Using Edit history settings per transaction type, you can specify different date ranges for each transaction. For example, you can set invoices to sync from the past year, but every other transaction type to the past 31 days.
If you need to have all your transactions in Method, we suggest you change the transaction history to All and manually launch the Full Sync once. This will take a long time, depending on the amount of data you have. However, once this sync is complete, set the transaction history back to 31 days! All your data will be in Method:CRM now, and the daily Full Sync will be able to complete in a reasonable time.
Again, remember the Ad-hoc Sync will always occur whenever modifications are made, so you never have to worry about your information being out of date.