Roles and rights
To transfer data you need the Administrator role in the target and, in the source, an active account whose role may read all the data you transfer. If a right is missing in the source, the app names the data sets concerned. You then deselect them or have the right granted to you in the source. You see the entry Übertragungen when transferring data is switched on for your organisation and your role has the right “Umgebungen anlegen und löschen” (create and delete environments). All administrators of the target see the transfers into their environment. You can confirm and cancel only a transfer you started yourself. The exception is the transfer that was started for you when your Live environment was created: Erstellt von (created by) shows “Fynn-Support” there, and every administrator of the Live environment can cancel it.Preview and start
Choose the source and the data sets and create a preview. For each part it shows how many records would be created, updated and left out, and it names the reason for every skipped record. Nothing changes in the target until you start the transfer. If it goes into a Live environment, you first type its username. The preview is valid for one hour. After that you create a new one with the same selection using Vorschau neu erstellen (create preview again). You stop a running transfer with Übertragung abbrechen (cancel transfer). Parts that have not started are then left out, and a part that is running is either completed or rolled back in full. Finished parts stay in the target. Only one transfer runs into an environment at a time. You can delete data in the source and the target again once the transfer has finished. In the same way, a transfer starts only once no more data is being deleted there.Data sets
A data set brings along the parts of other data sets that its records refer to. The app shows them below the chosen data set as “Wird mitübertragen” (transferred along). A part that comes along transfers all of its records from the source. With the plans you therefore get all products and price plans of the source, but no product groups.Settings
- Einstellungen (settings): accounting and ledger accounts, billing and invoices, payment reminders, customer area, customer page, offers, return debits, the look of PDF documents, and the DATEV client and adviser numbers.
- Steuergruppen (tax groups): your own tax groups with their tax rates. An existing tax rate is never changed, new ones are added.
- Kontenrahmen (chart of accounts): missing ledger accounts are created, existing ones only get the new name. The chart of accounts itself (SKR03 or SKR04) changes only in a target that does not bill yet.
- Nummernkreise (number ranges): format, length and kind, never the counter. If the target has already issued numbers from a number range, its format stays.
- Vertriebskanäle (sales channels): the settings for customer area, orders, customer portal and documents, the sender name and the switch for sending emails.
- E-Mail-Vorlagen, Dokumentvorlagen, Layouts und Logos (email templates, document templates, layouts and logos): a file of the target is never overwritten.
- Mahnregeln, Kündigungsgründe and Regeln für Rücklastschriften (dunning rules, cancellation reasons and return debit rules).
- Rollen (roles): your own roles with their rights. Your own role that somebody in the target already holds stays as it is.
Catalogue
Units, cost centres, custom fields, product categories, products with their translations and price plans, product groups and the plans of the previous plan management. The catalogue brings along the tax groups, sales channels and metrics of the source. Prices are copied with every decimal place. Price plans of individual customers belong to the customers data set.Plans, metrics and features
Plans come with their tiers and the products and quantities of each tier. They bring along all products and price plans of the source. Metrics for usage-based prices come with all their versions. A version the target uses is not changed, and no new version follows it there, so its usage data keeps arriving. Features come with their assignment to products and price plans and keep their ID, because integrations address them by it. The entitlements of customers to features are not transferred.Discounts and commission plans
Discounts are coupons with their restrictions to products and plans. If the product or plan of a restriction is missing in the target, the whole coupon is left out, so that it does not apply to more there than in the source. In that case, transfer the catalogue or the plans along with it. Commission plans come with their rules, the commission settings and the sales representatives with their customer assignments. A plan with a rule for a product that is missing in the target is left out. A sales representative with a user account is only transferred if the same person has an active account in the target. Sales representatives from connected software such as xentral stay in the source. Customer assignments only come along for customers that are already in the target.Asset types
Asset types with their attributes, statuses, swap reasons, return check items, products and accessories. The assets themselves are not transferred.Customers
The master data of your customers with email addresses, active addresses, customer group, parent customers, partners, the values of the custom fields and the customer settings for billing, invoices, payment reminders and e-invoices. The price plans of individual customers come along too. Every new customer gets the payment method bank transfer in the target. Other payment methods, SEPA mandates, subscriptions, invoices, balances and customer portal access stay in the source. The customer numbers stay as they are in the source, and afterwards the number range of the target jumps past the highest transferred number. For a customer the target already has, the customer number, DATEV number, currency, external ID and customer type stay. The report names what differs. Customers reach a Sandbox only from another Sandbox, so that no real customer data ends up in a test environment. Into a Live or Migration environment you transfer customers from any environment. Your customers notice nothing of the transfer: no emails or webhooks go out, and no customer is matched against a CRM. If the target has an active webhook forpayment_method.created, no new customers are created there, because the bank transfer payment method of every new customer would trigger this webhook. The report lists these customers with the reason “An externen Dienst gebunden” (bound to an external service).
Exceptions
The following data stays in the source whatever you select. You set up connections to the outside world in the target yourself.- payment methods, SEPA mandates and bank accounts of your customers
- connections to payment providers such as Stripe and PayPal, to DATEV, to CRM and ERP software, to letter dispatch and to the document storage
- mail server, your own domains, email domains and sender addresses, the allowed recipient domains of a Sandbox
- the creditor ID and the bank account for SEPA direct debits
- webhooks, API keys, service accounts and OAuth clients
- the notification settings, additional recipients of invoice emails, the countersigner of offers and the websites allowed to embed the customer portal
- subscriptions, invoices, payments, postings, orders, offers, dunning letters and month closings
- assets, usage data, balances, coupon redemptions, commissions and payouts
- the counters of the number ranges and the customer portal access
Transferring again
Every transfer remembers which record of the source belongs to which record in the target. The next time, these records are updated instead of created again. This also works across several environments: a product you transferred from the same Sandbox into a Migration environment and into the Live environment is not duplicated by a transfer from the Migration environment into the Live environment. An example: you have transferred the catalogue from the Sandbox into the Live environment. Weeks later you rename the products “Support” and “Cloud Paket” in the Sandbox. Meanwhile a checkout link in the Live environment sells the Cloud Paket. The next transfer updates “Support” and leaves out the Cloud Paket with the reason “In Verwendung” (in use). You enter the new name there by hand. If there has been no transfer yet, the transfer looks in the target for a record with the same unique key, such as the code of a coupon, a plan or a cost centre, or the external ID of a customer. Products and price plans have no such key. A product you created by hand in both environments therefore exists twice after the first transfer. Transfer the catalogue early and maintain it in the source afterwards, then every product stays linked to its counterpart. A customer without an earlier transfer and without an external ID whose customer number is already taken in the target is left out. Two customers are never merged just because of their customer number.Result and skipped records
After the transfer, Ergebnis (result) shows for each part how many records were created, updated and left out. If a part fails, its changes are rolled back in full, and the parts that need it are left out. The other parts continue. If at least one part finished, the transfer ends with “Teilweise fehlgeschlagen” (partially failed). Under Ausgelassene Datensätze (skipped records) every entry has a reason. The list shows up to 5,000 entries per part, and the totals are still correct.
If source and target have different time zones, the preview shows the note “Abweichende Zeitzone” (different time zone). Points in time such as validity periods are copied unchanged, so a date can look different in the target.