Novadesko sync and lock
How documents flow between Novadesko and NovaFisko, what the accounting lock means and how to react when a transfer fails.
For a company file linked to Novadesko, documents flow in both directions, but not in the same way. The shop's documents are read by NovaFisko. The documents you import and validate can be sent to Novadesko, where they appear locked. This page describes both flows.
From Novadesko to NovaFisko: read only
The sync reads the shop's invoices, credit notes, receipts and purchases and copies them into the Documents tab. NovaFisko changes nothing on the shop's side.
Each line of a document keeps two separate account allocations:
| Column | Content |
|---|---|
| Shop account | The account chosen by the shop in Novadesko. It is kept as it is. |
| Accounting account | The account you decide on. If you change it, the line carries the mention "corrected", with your name and the date in the history. |
When the shop's account does not exist in the chart of accounts of the company file, the mention "not in chart" is shown and you must choose an account before booking.
At each new sync, a document already imported is updated if it has changed in Novadesko, without ever overwriting your account corrections or the entry already posted.
The sync is incremental: it only reads again what has changed since the last read. Use Full sync if you suspect a discrepancy.
From NovaFisko to Novadesko: locked transfer
When you validate a document in the importer, the option Sync to Novadesko (locked for the shop) sends it to the client's shop. For a company file linked to Novadesko, it is ticked by default.
- You validate the document in the validation record.
- NovaFisko creates the document in the company file, then sends it to Novadesko with its original file.
- Novadesko creates the document in the shop and marks it as locked by the accountant.
- The message "Document validated, synced to Novadesko and locked for the shop." is shown. In the list, a padlock flags the document.
What the lock means
A locked document is visible to the shop in Novadesko, but the shop can neither edit nor delete it. The lock guarantees that the document you booked stays identical on both sides.
In NovaFisko, the amounts, the lines and the accounts of a document created by the firm remain those you validated. The next sync only refreshes the link with Novadesko, the state of the lock and the payment indication.
Conditions for the transfer
| Condition | If it is not met |
|---|---|
| The company file is a Novadesko shop linked by your accounting firm. | The option is greyed out: "This file is not linked to Novadesko." The document stays in NovaFisko. |
| The document is in the shop's currency. | "Document in …: not sent to Novadesko." The document stays in NovaFisko. |
| The original file weighs 5 MB at most. | The document is created in Novadesko without its original file. |
| No identical document exists in the shop. | "An identical document already exists in Novadesko: not created again." |
The transfer is idempotent: sending the same document again updates the existing one, without creating a duplicate.
If the transfer fails
The creation of the document and its booking, if any, do not depend on the transfer. If Novadesko cannot be reached or refuses the document:
- the document and its entry do exist in NovaFisko;
- the message "The sync to Novadesko failed: it will need to be retried." is shown;
- the document keeps a trace of the error, which you find by opening it.
A failed transfer does not block your bookkeeping, but the shop does not see the document until the transfer has succeeded. Check the documents with a transfer error before communicating a position to the client.
Bank justifications
The sync also takes over the links the shop has made between a bank transaction and its supporting item: document, internal transfer, loan, supporting document or VAT return. These links appear in the Justification column of the Bank tab and serve as a reliable matching criterion: a transaction linked to a document already booked is proposed with the confidence "Sure".
Good to know
- Only documents that went through the importer can be sent to Novadesko. An invoice entered by hand in the Invoice tab stays in NovaFisko.
- No accounting entry, no third party and no setting is written to Novadesko.
- Each transfer and each validation is recorded in the activity of the company file.
Before first use, run a test with a low-value document and ask the client to check that it does appear, with its padlock, in their Novadesko shop.