Build your own Master Data using Export Data Table Definitions in X3CloudDocs 2024 R1

By Paul Mincer
March 20, 2024

When we launched X3CloudDocs Inbound, we built the Synchronisation process so that our customers could extract master data like Suppliers, GL accounts and Purchase Orders. However, it’s become clear that while these details are essential for successful processing, each customer often needs their own flavour of data. We’ve seen customers who only want certain suppliers included, or maybe they only want more recent POs, or perhaps certain categories of GL accounts. In each case, we’ve had to make changes which still limited customers’ ability to set their own rules and make further changes.

That’s why things are now different in X3CloudDocs Inbound 2024 R1.

You can now use Export Data Table definitions, or EDTs, to extract any master data from Sage X3 to X3CloudDocs for invoice processing. In previous releases of X3CloudDocs, master data synchronisations were limited to active Suppliers, active GL accounts for a single chart, available Purchase Order lines and active Dimensions. Any deviations from “standard” would have required a modification.

Set your EDT defaults using General Parameters. You can define a wildcard setting for the GL Account Sync EDT to extract multiple charts of accounts. The Purchase Order Sync setting will also run any grouped EDTs, to include both order and receipt line details for your PO matching.

Now, EDTs extend the number of master data types available and also allow you to filter and tailor each data set to suit your requirements, such as:

  • Filtering by approved and/or receipted Purchase Orders only;
  • Including or excluding certain types of suppliers;
  • Exporting Purchase Receipt lines by Receipt or Packing Slip number, by supplier;
  • Exporting multiple selected charts of accounts;
  • Including financial sites for intercompany invoicing;
  • Defining additional custom data, such as Tax Codes, Invoice Types and even Local Menus from Sage X3.

Some EDTs can be grouped, so that they can be run together to create a single master data set in X3CloudDocs, while others can be coded in a way that means they can also be run together but form multiple data sets. Another handy feature is that you can decide for each definition whether or not to use translated descriptions to suit the language requirements of users in different countries.

X3CloudDocs 2024 R1 comes with a set of “factory” EDTs that you can use as templates to create your own versions, and a handy new guide is included in the documentation for this release to help you with this, explaining how to set up definitions and including suggested filters that you might choose to apply.

For more details on this and upgrading to this release of X3CloudDocs Inbound, please contact your implementation partner.

Contact us for a no obligation brief consultation or demonstration

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What Customers Say About X3CloudDocs:

Efficient AP processes directly impact relationships with both suppliers and internal stakeholders. Automated systems facilitate timely and accurate payments, enhancing the trust and collaboration between businesses and their suppliers. Moreover, AP automation will automate “embarrassing” tasks such as chasing whether internally for approvals or payments externally, cutting out the “guilt or embarrassment” and speeding up the process.

Alex Stephens – TIMCO

X3CloudDocs has really automated our company’s AP processes. We now spend less time doing manual work and has truly made our AP processes very easy and efficient. The solution is very user friendly and the interface is easy for even a novice to navigate. As many other companies experience we have several control points and validation checks along with approval hierarchy we need to employ day to day and X3CD almost seamlessly integrated with our existing processes and controls. 

Heather Sauceda – Transpak

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