The Extensions feature in ProdSys serves as an API integration tool, allowing seamless communication and data exchange between ProdSys and other external systems. Whether you need to export invoices, manage freight information, or synchronize with financial platforms, this module ensures efficient and accurate data transfer across multiple systems. Below is an overview of how to use this functionality and its key features.
Purpose of Extensions
Extensions provide the necessary bridge between ProdSys and third-party applications, enabling automation and minimizing manual data entry. This is especially important for handling invoicing, order management, and financial reporting where data consistency is crucial.
Key Features:
API Integration: Extensions connect ProdSys to external systems like accounting platforms, freight management services, and electronic document exchanges.
Automation: The feature allows for the automatic export of data such as invoices, orders, and project information, reducing errors and manual work.
Secure Data Transfer: Integration tokens and user authentication (via usernames and passwords) ensure that only authorized systems can exchange data.
Customizable Parameters: For each extension, you can set specific parameters to control what type of data is transferred and how often.
How to Use the Extensions Feature
Step 1: Access Extensions
Login to ProdSys: Start by logging into your ProdSys account with your username and password.
Navigate to Extensions: From the main menu, go to System / Settings, then select Extensions to open the list of available API connections.
Step 2: Select or Create an Extension
Viewing Existing Extensions: In the top section, you'll see a list of all the integrations already set up, including details like the API name, creation date, and last execution date.
Create a New Extension: Click the "+" button at the top-left to create a new API connection.
Step 3: Configure Extension Settings
Token: Input the API token provided by the external service. This token ensures a secure connection between ProdSys and the other system.
Username/Password: If required by the external system, enter the username and password for authentication.
Parameters: Choose specific parameters that define the scope of data transfer. For example, you can limit an extension to handle only invoice exports or to manage freight data only.
Activate Functions: In the Function section, select the desired functionalities (such as "Invoice Export" or "Project Export") by checking the relevant boxes.
Step 4: Managing Extensions
Activate/Deactivate: Toggle the activation checkbox to enable or disable the extension. Only active extensions will be able to exchange data.
Edit Existing Extensions: Click on any listed extension to modify its settings, such as updating credentials or changing the export parameters.
Monitor Execution: The "Last Executed" field lets you track the last time data was transferred between ProdSys and the connected system.
Examples of Supported Extensions:
Exchange Rates: Automatically imports exchange rates from external sources for accurate currency conversion in financial reports.
Bregg Norway: Synchronizes company registration details from Norway’s company registry.
Poweroffice ProdSys: Enables the export of invoices from ProdSys to Poweroffice for financial reporting.
Cargonizer Freight System: Manages and exports freight data to ensure smooth logistics operations.
Tripletex ProdSys: Facilitates invoice and project exports to Tripletex for accounting purposes.
Tips for Efficient Use:
Ensure API Credentials Are Correct: Always double-check the API token, username, and password when setting up or editing an extension to avoid connection failures.
Set Up Regular Checks: Monitor the "Last Executed" field regularly to ensure data is being transferred on schedule.
Group by Type: Use the filtering options to organize extensions by type (e.g., Financial Export, Freight System) to make managing multiple connections easier.
Conclusion
The Extensions module in ProdSys provides a robust solution for integrating your internal system with external platforms. By automating data transfer processes, you can maintain consistency, reduce errors, and streamline operations across financial, logistic, and project management systems. Make sure to configure and monitor each extension carefully to ensure seamless operation between systems.