Preparing Entities for Synchronization: Filtering

In this topic, you will learn how you can define export and import filtering settings.

Export and Import Filtering

You can configure the rules according to which data from MYOB Acumatica should be exported to the online store by using the Export Filtering tab of the Entities (BC202000) form. You define the filters for data import on the Import Filtering tab.

To define a filter, you need to specify at least one filtering condition. Each condition includes the following components:

Field Name: The data field by which data needs to be filtered.
The particular fields that you can select in the Field Name column depend on the selected entity.
Condition: The logical operation to apply to the value of the selected data field.
Value: The value you enter for the logical condition used to filter the data, if the selected condition requires a value.
Value 2: The second value for the logical condition, if the selected logical condition requires a second value. For example, the Is Between logical condition requires a second value.

A filter may contain multiple simple conditions or lines combined into one logical expression with brackets and logical operators (And and Or).

Attention:

Only data that matches the filtering conditions is included in the synchronization. See the subsequent sections for more information and examples of filtering conditions.

Export Filtering by Custom Fields

Export filtering by custom fields, which are fields added to a form as a result of publishing a customization project, is available for the Customer, Stock Item, Non-Stock Item, Template Item, and Sales Order entities.

To use a custom field in a filtering condition, on the Export Filtering tab of the Entities (BC202000) form, you should type the name of the field in the Field Name column of the table. The system validates the field name against the API field list and displays an error if the field name cannot be found.

Tip:

To avoid typing errors, you can copy the name of the needed field from the API Advanced list as follows:

On the Export Mapping tab, in the ERP Object column, select the <Entity> → Advanced option.
In the ERP Field / Value column, click the down arrow, and then select and copy the needed field name.

Attention:

In some situations, a custom field used in a filtering condition may become unavailable during export, for example, if a customization project that added the field has been unpublished. In this case, the system will treat the value in the condition that contains the missing field as null. To avoid issues during the export, the Is Not Empty condition should be added to each filtering condition that includes custom fields.

Export Filtering by Attributes

Export filtering by attributes is available for the Customer, Stock Item, and Non-Stock Item, and Template Item entities.

When an attribute is created and added to a customer class or item class, it becomes available for selection on the Entities (BC202000) form. To use an attribute in a filtering condition, you should select it in the Field Name column of the table on the Export Filtering tab. An attribute can be distinguished from other fields by the Attributes prefix before its name.

Attention:

In some situations, an attribute used in a filtering condition may become unavailable during export, for example, if an attribute has been removed from an item class or a customer class of an item or a customer, respectively, being exported. In this case, the system will treat the value in the condition that contains the missing field as null. To avoid issues during the export, the Is Not Empty condition should be added to each filtering condition that includes attributes.

Updating the Filtering Conditions

If you change the import filter settings after an import has been completed, all records that have been previously processed and match the filtering conditions will remain synchronized (that is, the corresponding data will not be deleted from Acumatica ERP) but their synchronization records will be assigned the Filtered status on the Sync History (BC301000) form.

Example 1

Suppose that you want to sell in your store only a subset of your stock items—that is, only the stock items of the NUTS item class. To configure the filter to export only the stock items of this class, you select the Stock Item entity in the Summary area of the Entities (BC202000) form, and on the Export Filtering tab, you specify the condition corresponding to the settings shown in the following table.


Active	Brackets	Field Name	Condition	Value	Value 2	Brackets	Operator
Selected	-	Item Class	Equals	`NUTS`	Empty	-	And

Example 2

Suppose that you use separate online stores for international and domestic sales, and you want to exclude international customers—that is, customers of any customer class that contains INTL in its ID—from the synchronization with your store. To configure the filter, you select the Customer entity in the Summary area of the Entities (BC202000) form, and on the Export Filtering tab, you specify the condition corresponding to the settings shown in the following table.


Active	Brackets	Field Name	Condition	Value	Value 2	Brackets	Operator
Selected	-	Customer Class	Does Not Contain	`INTL`	Empty	-	And

Example 3

Suppose that orders placed in the store by guest customers to Acumatica ERP. To configure the filter to import only orders that have been placed by registered customers, you select the Sales Order entity in the Summary area of the Entities (BC202000) form, and on the Import Filtering tab, you specify the condition corresponding to the settings shown in the following table.


Active	Brackets	Field Name	Condition	Value	Value 2	Brackets	Operator
Selected	-	Customer ID	Does Not Equal	`0`	Empty	-	And