Prophet 21 (P21) Contact Sync Integration Overview

This document provides setup instructions and an overview of the Epicor Prophet 21 (P21) contact sync integration with Prokeep.

About the Integration: 

Target System: Epicor Prophet 21 (P21) – API enabled

Directionality: Bi-directional for Contacts (P21 <-> Prokeep), One-way for Companies (P21 → Prokeep)
Functionality: Sync Contact and Company Information between the systems
System Requirements: API access to the Entity API, oData API, External Access to P21 endpoint

Overview: 

• The P21 to Prokeep Integration is not instantaneous, as it runs on a 15-timer. Every 15 min, the integration will scan for new contact information and port that information over to Prokeep. 
• The Prokeep to P21 integration is instantaneous. As soon as a contact is created or updated in Prokeep, that information will be ported down to P21. 
• Requires configuring and testing with the Prokeep team. We will work with customer IT to set up and test. 
• There is room for configurability on the directionality, and the wish to sync Companies or Contacts or Both. Talk to your Prokeep Technical Account Manager during setup for more information.

Managing Companies in Prokeep when Sync is Enabled

When the contact and company sync with P21 is enabled, Prokeep disables the ability to manage companies within Prokeep. This means users can no longer create or edit companies directly in Prokeep. Users can still assign a contact to a company, but all other company updates must happen in P21.

Any new companies or customers must be added in P21 and will then sync into Prokeep. Similarly, edits to companies or customers must be performed in P21, as P21 is recognized as the source of truth for these records. Prokeep does not maintain the same fields or data nuances needed to manage company/customer creation or updates.

Integration Key

What information is passed along in the integration and where does it end up? 

Contact Fields

The following is the field key for contacts

*Groups are applied globally to all contacts during setup and cannot currently be dynamically assigned by branch or other criteria.

Company Fields

The following is the field key for Companies (Customers in Prophet 21) 

Address 

Setting up the integration:

Most of the setup for this integration will be done on the Prokeep side, but there are some critical pieces of information that we will need from the customer in order to set up the integration properly. 

The general setup process is: 

1. The customer provides Prokeep with an export of their contact and customer data from P21. Prokeep will use this to update existing contact records with their P21 unique identifiers and to import any records that don’t already exist. 
2. The customer provides Prokeep with their P21 API credentials and other information 
3. Prokeep sets up and turns on the integration 
4. Verify integration works 

Getting the proper credentials for the P21 API is the most critical step in setting up the integration, and is something that we rely on P21 Admins for.  There are some other key pieces of information we need from customers, but credential issues are the number one reason why integrations get delayed. 

The following is a list of the information we need from the customer: 

1. Bi-directional or Uni-directional - We need to know if the integration should be set up to sync contact records back to P21 or only from P21  into Prokeep. 
2. API endpoint URL - this should include the port we can call, and should look something like https://p21.prokeepelectrical.com:484  (port with access to middleware is probably your best bet). Please ensure the endpoint is either publicly accessible or whitelist our IP address of 52.32.60.21. 

• Credentials for the P21 REST and oData APIs

1. We specifically need read and write access to: Contacts, Customers, and Addresses
2. We will also need the username associated with these credentials so we can generate the access tokens. Usually, admin or Prokeep, or something similar
1. Default Sales Rep ID - Contacts and companies in P21 must have an associated sales rep.  Currently, Prokeep cannot match its users to external system users.  Therefore, a default sales rep ID (e.g., an admin or dummy account)  must be set for all P21 contacts.