Contacts What Have You Done
The past two days provide an outstanding opportunity to demonstrate why aBIZinaBOX is a better choice than generic accountant, bookkeeper or “Brand X”,
Contacts What Have You Done Let me begin by stating that my firm is a Google for Work Partner, so we have access to all of the official Google Apps documentation, and I am personally a Certified Administrator for Google for Work. Hence, while there is nothing per se “official” in any way with regard to my comments, I do begin with verifiable knowledge of the platform and product.
There is substantially more “to-ing and fro-ing” thanks to a friend in the UK for that expression over this issue than there should be. The simplest way to summarize what needs to happen is:
1. Active Xero Clients ought be in a Smart Folder – [I am not going to explain what is readily available in the documentation.
2. The Google for Work side of this very clear DO NOT SYNC “ALL CONTACTS”. Your Xero Clients should be in their own folder at the level you want to sync them. If you have groups of entities, you should carefully think through what this point means and not sync you understand it.
3. Best practices would suggest that the proper hierarchy for Contact Sync should be your CRM over Google Apps Contacts. Then Google Apps Contacts over Xero for priority resolution rules. Despite what they may say here, don’t enter contact change date in Xero if you sync with other applications.
4. If you have more complex data sync needs you want to look at mulesoft.io
There is complete documentation for Google Apps Administrators regarding the sync that can be located here. The Google For Work Learning Center is located a good source for such information
We support 1,200 clients on Google for Work, Salesforce, etc. We are a cloud integrator, and members AICPA, ICAEW, and CAANZ. If anyone need assistance [NOT FREE] we are not difficult to find.
Contacts What Have You Done
Update – 12/22 PM
In preface to my comments, I am the CEO of a Xero Gold Accounting Partner and a Google for Work Partner. There are several points that noted, [many of which reflect that Xero made significant and substantial improvements to its product], though there should have been a substantially better effort made to communicate the manner in which the tools used. Best practices for IT governance in an accounting environment would have:
1. Updates to the Master Data Set be maintained at the ENTITY LEVEL with Shared Contacts [properly grouped as “Customers”, “Vendors”, “Contractors” and “Employees”]. The usual sites for this would be within CRM [e.g. Salesforce or Work[etc], and such would be the sole location where changes to Shared Contacts would be made.
A individual’s Contacts would become a Shared Contact when it was properly attached [e.g. when an Opportunity converts to a realized transaction to an Account,] and by definition, Accounts belong to the business entity rather than an individual Employee.
Shared Contacts are properly synced solely in the direction to update functional Contact repositories [such as Google Contacts] which contain groups of Shared Contacts amongst the domain Entity and an individual Employees personal contacts. They sync should always go from CRM to Shared Contacts with the Shared Contacts updating individuals and other Contact repositories [such as Support Portal and Accounting Xero].
The Shared Contact data should only flow from CRM to common to Xero NEVER the reverse, and Contact update in Xero disabled. Where an entity doesn’t maintain a formal CRM, the common repository [Google Contacts] should control replication of data for contact information [e.g. Xero should be read only on the data]. The information that Xero can write to the entity’s information ought to relate to invoices, bill payment, collection and management notes and comments etc.
With properly trained and skilled consultants [Contacts What Have You Done?] aBIZinaBOX being a partner with Google For Work, Salesforce.com, dropbox for Business, Box.com Enterprise, Work[etc] the proper application of business rules in contact replication and grouping of Shared Contacts, and the absolutely EXCELLENT Smart Lists with Xero would have rendered all of this a non-issue.
One key takeaway is that business owners would be wise to involve professionals such as there CPA or ACA in the implementation of integrated systems…just because you can “point and click” doesn’t mean that everything is going to work just fine.