Xilnex-AutoCount - Master Data Sync (Creditors & Debtors)

Xilnex-AutoCount - Master Data Sync (Creditors & Debtors)

Master data synchronization ensures your vendor (creditor) and customer (debtor) information flows seamlessly from AutoCount to Xilnex, creating a single source of truth across both systems.

What Is Master Data Sync?

Master data refers to core information that doesn't change frequently:
  1. Creditors (Vendors/Suppliers) – Company name, vendor code, contact details, payment terms, address
  2. Debtors (Customers) – Company name, customer code, registration, contact details, credit terms, address
By synchronizing this data, you ensure:
  1. Vendors are consistent across purchasing and GRN processes
  2. Customers are consistent across sales and POS transactions
  3. Changes in AutoCount automatically reflect in Xilnex

Creditor Sync (AutoCount → Xilnex)

What Gets Synchronized
When a creditor is created or updated in AutoCount, the following fields sync to Xilnex:
Field
Purpose
Vendor Identifier Code
Unique vendor code (e.g., "400-T001")
Company Name
Vendor business name
Business Registration Number
Registration ID
Email
Contact email
Phone / Mobile
Contact number
Address
Billing address details
Payment Terms
Credit terms (e.g., "C.O.D.", "Net 30")
Idea
Why This Matters
  1. Purchasing: When you select a vendor in Xilnex PO/GRN, all details are pre-populated from AutoCount
  2. Invoice Matching: Supplier information matches automatically, reducing manual entry
  3. Compliance: A single version of vendor information across systems

Step-by-Step: Posting Creditors

Step 1: Create a New Creditor in AutoCount
  1. Open AutoCount
  2. Go to A/P > Creditor > New
  3. Fill in creditor details:
    1. Creditor Account: 400-1001
    2. Company Name: ABC TRADING
    3. Business Reg. No.: 12983829374
    4. Email: abc@email.com
    5. Mobile: 0123456789
    6. Address: 123, JALAN BESAR
    7. Terms: C.O.D. or Net 30
  4. Save
Step 2: Access Xilnex Autocount Integration Program
  1. Open Xilnex Application (ClassicPOS)
  2. Go to Main Menu > Xilnex AutoCount Integration
  3. Log in with Xilnex credentials
  4. Log in to AutoCount when prompted
  5. Select the account book
Step 3: Post the Creditor
  1. In the integration interface:
    1. Document: Select Creditor
    2. Date From: 05-11-2025 (creditor creation date)
    3. Date To: 05-11-2025
    4. Include Flagged Data: Leave unchecked (for new data)
  2. Click "Generate"
  3. Review the creditor(s) listed
  4. Click "Post"
  5. Status shows "Completed outbound data posting"
Step 4: Verify in Xilnex
  1. In Xilnex, go to Vendor > Search
  2. Search by vendor code 400-1001
  3. Confirm all details match AutoCount:
    1. Vendor name, code, email, mobile, address, terms
Info
Result:
The vendor is now available in Xilnex for purchase orders and GRN processing.

Debtor Sync (AutoCount → Xilnex)

What Gets Synchronized
When a debtor is created or updated in AutoCount, the following fields sync to Xilnex:
Field
Purpose
Client Identifier Code
Unique customer code (e.g., "300-S001")
Company Name
Customer business name
Registration Code
Tax ID or business registration
Email
Contact email
Mobile
Contact number
Address
Billing address
Credit Terms
Payment terms (e.g., "C.O.D.", "Net 30")

Idea
Why This Matters
  1. Sales Invoicing: When you select a customer in Xilnex sales, all details pre-populate
  2. Invoice Accuracy: Customer information matches, reducing errors
  3. Consistency: Single source of truth for customer data across accounting and POS

Step-by-Step: Posting Debtors

Step 1: Create a New Debtor in AutoCount
  1. Open AutoCount
  2. Go to A/R > Debtor > New
  3. Fill in debtor details:
    1. Debtor Account: 300-5001
    2. Company Name: WONDERS SDN BHD
    3. Business Reg. No.: 129839487449
    4. Email: wondersdemoxxx@gmail.com
    5. Mobile: 0123456789
    6. Address: 1, JALAN BESAR
    7. Terms: C.O.D. or Net 30
  4. Save
Step 2: Access Xilnex Autocount Integration Program
  1. Open Xilnex Application (Classic POS)
  2. Go to Main Menu > Xilnex AutoCount Integration
  3. Log in with Xilnex credentials
  4. Log in to AutoCount when prompted
  5. Select the account book
Step 3: Post the Debtor
  1. In the integration interface:
    1. Document: Select Debtor
    2. Date From: 05-11-2025 (debtor creation date)
    3. Date To: 05-11-2025
    4. Include Flagged Data: Leave unchecked
  2. Click "Generate"
  3. Review the debtor(s) listed
  4. Click "Post"
  5. Status shows "Completed outbound data posting"
Step 4: Verify in Xilnex
  1. In Xilnex, go to Client > Search
  2. Search by client code 300-S001
  3. Confirm all details match AutoCount:
    1. Company name, code, email, mobile, address, terms
Info
Result:
The customer is now available in Xilnex for sales invoicing.

Best Practices

  1. Sync regularly: After adding vendors or customers in AutoCount, post them immediately to Xilnex
  2. Verify terms: Ensure payment terms are identical in both systems
  3. Use unique codes: Keep vendor and customer codes consistent
  4. Update existing records: If you update a vendor/customer in AutoCount, re-post with "Include Flagged Data" enabled

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