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Function documentationData Synchronization Locate this document in the navigation structure

 

Data synchronization between SAP Business One and Microsoft Outlook comprises the synchronizing of the following non-transactional items:

  • Calendar appointments

  • Contacts

  • Tasks

Prerequisites

You have at least one of the following SAP Business One authorizations and associations:

  • The authorization Access Business Partners owned by others (assigned in SAP Business One by choosing   Administration   System Initilaizations   Authorizations   General Authorizations  )

  • An association to a sales employee in the employee master data (maintained in the Human Resources module)

    If you are associated with a sales employee but do not have the authorization Access Business Partners owned by others, you can only synchronize the following:

    • Business partners asssigned to this sales employee

    • Activities associated with business partners assigned to the sales employee

    • Quotations assigned to the sales employee

Activities

To define which aspects of items are synchronized, you can choose from specific criteria for each of these items. These criteria are grouped into the following categories:

  • General settings, for example, what kind of item (appointments, contacts, and/or tasks) will be synchronized.

  • Calendar-specific settings, for example, the date range of the appointments that will be synchronized.

  • Contact-specific settings, for example, only the contacts belonging to a specific business partner will be synchronized.

  • Task-specific settings, for example, only open tasks will be synchronized.

  • Scheduling settings, for example, you can schedule an automatic data synchronization every time you log on to SAP Business One

  • Conflict resolution settings, for example, when two system copies exist for the same appointment (one in SAP Business One and one in Microsoft Outlook), you decide which system data is written to the other system.

You can save your choice of criteria as the default settings for future synchronization, but you still have the possibility to change the settings for a specific synchronization run.