ZOEY - Customer and Site sync
How customers and sites map to ZOEY
Each customer has one ZOEY account. Each site is a ZOEY cost centre on that account.
The account carries the reference LYR- followed by the customer's ID in The Layer, for example LYR-1234. This is how The Layer finds the account again, so no customer gets a second account.
The customer's default site is linked to the primary cost centre that ZOEY creates with the account.
Other sites become additional cost centres on the same invoice. If a site needs its own invoice, change that in ZOEY.
The Layer is the record for names, addresses, emails and phone numbers. Change them in The Layer and press the ZOEY button again: ZOEY is brought into line. Changes made in ZOEY do not come back to The Layer.
Customers and sites are never sent to ZOEY when they are saved. They are sent when someone presses a ZOEY button, or when lines are released and the customer or site is not in ZOEY yet.
The ZOEY buttons
Record | Button | What it does |
Customer | Sync to ZOEY | Checks the customer, then creates or links its ZOEY account, and brings an existing account's name and billing details into line with the customer. |
Customer | Sync cost centres to ZOEY | Creates or links a cost centre for every site that does not have one, and brings linked cost centres into line with their sites. |
Customer | Sync contacts to ZOEY | Sends the customer's billing contacts to ZOEY, each on its site's cost centre. See ZOEY - Billing tab, contacts and reconciliation. |
Customer | View ZOEY account | Shows what ZOEY holds for the customer: the account, its cost centres and its services, each matched to the site or asset in The Layer. |
Customer | Unlink from ZOEY | Removes The Layer's links to the account and its cost centres. |
Site | Sync cost centre to ZOEY | Creates, links or updates the cost centre for this site. |
Site | Unlink cost centre from ZOEY | Removes The Layer's link to this site's cost centre. |
Sales order | Sync customer to ZOEY | Runs Sync to ZOEY for the order's customer. |
Sync to ZOEY
The checks
Before anything is sent, a window shows what the sync will do and checks the customer. Nothing is written to ZOEY until you click Continue.
These stop the sync until they are fixed:
The customer has no name.
The customer has no default site.
The customer is linked to a ZOEY account that ZOEY no longer has. Unlink the customer, then sync again.
ZOEY holds more than one account with the customer's reference. Close or re-reference the extra accounts in ZOEY.
The Layer cannot sign in to ZOEY. Use Test connection on the ZOEY billing platform.
These are shown so you know about them, but do not stop the sync: commas or pipes in the name, a name or postcode that will be shortened, and a missing postcode, email or phone number.
What Continue does
If the customer is already linked, the ZOEY account's name, address, email and phone are brought into line with the customer's. The window lists each change before you click Continue.
If ZOEY already holds an account with the customer's reference, that account is linked instead of creating another, and brought into line in the same way.
Otherwise the account is created and linked.
In each case, the default site is linked to the account's primary cost centre if it is not linked yet.
ZOEY account field | Taken from the customer |
Name | Customer name, up to 100 characters, with commas and pipes sent as spaces |
Account reference | LYR- and the customer's ID |
Address lines 1 to 3 | Address lines 1 to 3, up to 60 characters each |
Address line 4 | Town and county |
Post code | Postcode, up to 9 characters |
Email. ZOEY sends invoices to this address. | |
Phone | Business phone |
Tax profile | Always BUSINESS |
ZOEY keeps an account's address, email and phone on its primary cost centre, so that is where Sync to ZOEY updates them. The address is sent as a whole, so a line removed in The Layer is cleared in ZOEY. An email or phone left blank in The Layer never clears ZOEY's.
Checking a customer's lines before release
The same window lists the customer's lines that are waiting in the Billing Exports app for ZOEY, and looks up each line's tariff and charge codes in ZOEY the way a release will. It shows:
A tariff or charge code that ZOEY does not have.
A charge of the wrong kind, for example a recurring ZOEY charge mapped to an upfront price.
An upfront or recurring price that has no ZOEY charge code mapped.
A recurring price that differs from a tariff with more than one charge, which The Layer cannot set for you.
A service with no monthly price in The Layer, and the tariff price ZOEY will bill for it instead.
The Billing Exports checks, such as a missing External SKU or billing start date.
Line problems do not stop the account sync. Fix them before releasing the lines. To check a customer without syncing, close the window instead of clicking Continue.
Up to 40 codes are looked up in one check, and none when fewer than 20 of ZOEY's hourly calls are left, so releases are not held up. Codes that were not looked up are still checked when the lines are released.
Cost centres
The customer must have a ZOEY account before its sites can be synced. Like Sync to ZOEY, the button first shows what it will do.
The default site is linked to the account's primary cost centre. Its details come from the customer, with Sync to ZOEY.
Any other site is linked to an unlinked ZOEY cost centre with the same name on the account, if there is one. Otherwise a cost centre is created.
A site that is already linked has its cost centre brought into line with the site: name, address, email and phone. The address is sent as a whole; a blank email or phone never clears ZOEY's.
The cost centre's name is the site name. Its address comes from the site's billing address, and its email and phone number from the site's billing contact.
Unlinking
Unlink from ZOEY and Unlink cost centre from ZOEY first list the links that will be removed. Unlinking only removes The Layer's record of the ZOEY codes. Nothing in ZOEY is closed or changed.
Because the account carries the customer's reference, Sync to ZOEY links the customer back to the same account later.
Accounts and cost centres created on release
You do not have to sync every customer by hand. When lines are released for a customer that has no ZOEY account, or a site that has no cost centre, the release creates them first, as long as Account on release and Cost centres on release are set on the ZOEY billing platform. The release window lists the accounts and cost centres it will create. Choose none in those settings to switch this off.
Using upload files instead
If you prefer to load accounts and cost centres into ZOEY yourself, tick lines on the Service Charges tab of the Billing Exports app and use:
ZOEY Add Accounts: the ticked lines' customers that have no ZOEY account yet.
ZOEY Add Cost Centres: their sites that have no cost centre yet, apart from default sites, which become the primary cost centre.
After uploading them to ZOEY, press Sync to ZOEY and Sync cost centres to ZOEY on the customer. The account is found by its reference and the cost centres by their names, so they are linked rather than created again.
Audit trail
When these buttons create or update a ZOEY account, cost centre or contact, it is recorded on the customer's audit trail with the ZOEY code, what changed and the user who pressed the button.