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Synchronisation User in Basecone
Overview: What Is a Synchronisation User?
A synchronisation user is a dedicated Basecone user that links Basecone to an external accounting system. This user is essential for:
Connecting Basecone to the accounting system
Synchronising master data between systems
Allowing new companies to be added to Basecone under the same office
When an accounting system is created in Basecone, a synchronisation user must always be configured at office level.
What This Article Covers
This article explains:
The role of a synchronisation user
How to check the connection status
How to see or change who the synchronisation user is
How to reconnect a disconnected synchronisation user
Important considerations and best practices
Role of the Synchronisation User
What the Synchronisation User Does
The synchronisation user is responsible for maintaining the technical connection between Basecone and the accounting system.
Specifically, this user:
Is created at office level in Basecone
Has sufficient permission rights to:
All existing companies in the accounting system
Any future companies added to Basecone
Synchronises master data, including:
Suppliers
Customers
VAT codes
Ledger accounts
Other accounting master data
Because of these responsibilities, the synchronisation user must always have broad access rights.
Check the Connection Status of the Synchronisation User
Who Can Check the Status
Only users with the Super user role in Basecone can view and manage the connection status.
Where to Find the Status
Follow these steps in Basecone:
Go to Settings
Select Organisation
Open Connections
On this page, you will see the connection status for each linked accounting system.
Understanding Connection Statuses
Login success
The synchronisation user is correctly connected to the accounting system.Disconnected
The synchronisation user is no longer connected and action is required.
What to Do If the Status Is Disconnected
Click the Edit icon on the right-hand side of the connection
Follow the steps to reconnect the synchronisation user (explained below)
Control Who the Synchronisation User Is
Viewing the Current Synchronisation User
To see which Basecone user is configured as the synchronisation user:
Go to Settings > Organisation > Connections
Click the Action icon for the accounting system
You will see the currently assigned synchronisation user (for example, “Rosa”).
Changing the Synchronisation User
You can assign a different Basecone user as the synchronisation user if needed.
Before You Change the User
Make sure the new synchronisation user:
Exists as a user in Basecone
Has sufficient rights in the accounting system
Has access to all companies that must be synchronised
How to Change the User
Open User settings
Click the dropdown arrow
Select another Basecone user
Click Save changes
After saving, the newly selected user becomes the synchronisation user.
Link Between Basecone and Accounting System Users
Each Basecone synchronisation user is linked to a specific user in the accounting system.
Example:
Basecone user Rosa
Linked to accounting system user Rosa (Exact)
This link determines which data Basecone can retrieve from the accounting system.
Reconnect the Synchronisation User
When Reconnection Is Required
If the synchronisation user is disconnected:
Users may see error messages when booking documents
Users may see warning messages after logging in to Basecone
How the Synchronisation User Reconnects
Only the synchronisation user themselves can re-link their account.
Steps to reconnect:
Log in to Basecone
Click the user icon (top-right corner)
Go to User settings
Open the Accounting system users tab
Click Connect
Enter the login credentials for the accounting system
If the credentials are correct:
The connection is restored automatically
The status changes to Connected
Important Considerations and Best Practices
We strongly recommend the following setup:
The synchronisation user:
Is always a Basecone user
Is usually assigned the Super user role (recommended, not mandatory)
The linked accounting system user:
Has full permissions to all relevant companies
Can access all master data needed for synchronisation
This ensures stable connections and prevents booking or synchronisation issues.