Prophet 21 (P21) Contact Sync Setup for Order Automation

The Prophet 21 (P21) Contact Sync Integration allows Prokeep to automatically pull your customer and contact information from P21 into Prokeep using secure API access. This integration ensures your Prokeep account mirrors the customers and contacts that exist in your ERP, which is a critical step for enabling Order Automation.

Once your contacts and companies (addresses) are synced into Prokeep, users can confidently place orders through Order Automation knowing each order is tied to the correct customer and contact record in P21.

 

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About the Integration

Target System: Epicor Prophet 21 (P21) – API enabled
Directionality: One-way (P21 → Prokeep)
Functionality: Sync contact and company (address) data from P21 into Prokeep to enable Order Automation
System Requirements:

• API access to the Entity API and OData API

• External access to the P21 endpoint (sandbox and production)

• Prokeep IPs whitelisted for connectivity

Note: If your organization does not have P21 APIs enabled, we recommend not pursuing this integration. The APIs can be expensive, and we do not advise enabling them solely for the purpose of this sync.

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Overview

The P21 to Prokeep integration automatically retrieves contact and address information from P21 using API credentials and OData filters provided by the customer.

All data flows one way, from P21 into Prokeep.

• Contacts and addresses are imported into Prokeep on a scheduled basis.

• P21 remains the source of truth for customers and contacts.

• Prokeep reads only from P21; no data is written back.

Once active, this sync provides the complete customer and contact dataset that Order Automation depends on.

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Managing Companies in Prokeep

When the P21 sync is active, Prokeep disables the ability to manually create or edit companies within the Prokeep.

• Users can still assign contacts to companies.

• New companies (addresses) must be created in P21.

• Any new or updated companies automatically flow into Prokeep during the next sync (every 15 mins).

Because Prokeep uses P21 data to determine where orders are placed, this ensures all order activity in Prokeep maps accurately back to the correct P21 customer record.

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Integration Key

Contact Fields

Prokeep Field	P21 Field
First Name	FirstName
Last Name	LastName
Mobile	DirectPhone
Company	AddressId
Fax	DirectFax
Email	EmailAddress
Group	Set by Integration
ExternalID (not in UI)	ID
Account Rep	Does not sync
Notes	Does not sync
Preferences	Does not sync
Contact Labels	Does not sync

Group Behavior:
During setup, Prokeep creates a group called P21Contacts. All contacts synced through the integration or linked to a P21 ID are added to this group. Dynamic mapping to other Prokeep groups or branches is not currently supported.

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Company Fields (Addresses in P21)

Prokeep Field	P21 Field
Company Name	Name
Company Account #	AddressID
ExternalID	AddressID
Company Phone	CentralPhoneNumber
Company Email	EmailAddress

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Setting Up the Integration

Most of the setup is handled by Prokeep. The customer’s role is to provide access credentials, filtering details, and endpoint validation.

Setup Steps:

1. Customer provides environment details

   • Sandbox and production P21 URLs

   • API credentials (either username and password or APIkey and Secret)with access to Contacts, Customers, and Addresses. 

   • Desired OData filtering criteria:
     Prokeep lets customers define custom OData filters for Addresses and Contacts to control what data syncs from P21. This allows each customer to decide which records qualify as valid contacts or companies to appear in Prokeep.

     Default filter:

     • $filter=delete_flag eq 'N'
Example custom filter:

     • $filter=delete_flag eq 'N' and (customer eq 'Y' or vendor eq 'Y') and (preferred_location_id eq 10 or preferred_location_id eq null)

     Notes: use single quotes for strings (e.g. 'N', 'Y'), eq null for null checks, and keep filters consistent across environments.

1. Prokeep validates connectivity

   • Confirms data access via the Entity and OData APIs.

   • Ensures Prokeep’s IPs are whitelisted:
     • 52.32.60.21
     • 99.79.3.85

2. Integration configuration and testing

   • Data is pulled from P21 and mapped to the correct Prokeep fields.

   • Contacts and companies are linked using P21 identifiers.

   • Testing is first completed in sandbox, then promoted to production.

Once configured, your synced contact and company data will be leveraged by Order Automation to route, process, and attribute orders correctly inside P21.

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How the Sync Works

The integration runs on a scheduled process to keep Prokeep aligned with P21 data.

Contacts Added in P21

• Contacts created or updated in P21 are imported or refreshed in Prokeep during the next sync.

• If an existing Prokeep contact matches the P21 contact’s external ID or phone number, that record is updated instead of duplicated.

• This ensures all active contacts from P21 are available in Prokeep for order placement.

Contacts Added in Prokeep

• Contacts can also be created automatically in Prokeep (for example, when a new customer texts in).

• These contacts are not initially linked to P21.

• When Prokeep later detects a contact in P21 with a matching phone number that isn’t already linked, it will:

  • Match that Prokeep contact to the P21 record

  • Update it with the P21 external ID

This automatic linking ensures that organic Prokeep contacts become associated with their correct P21 record once it exists, maintaining full order traceability.

Companies / Addresses

• New companies (addresses) must be created in P21.

• Once added, they automatically flow into Prokeep on the next sync.

• Manual creation or editing of companies in Prokeep is disabled while the integration is active.

• This guarantees that orders placed in Prokeep always tie to valid P21 addresses.

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Information Needed from the Customer

To complete setup, please provide:

• P21 Environment URLs (sandbox and production)

• API Credentials 

  Prokeep supports two ways to connect to P21:

  1. Username and Password – used for standard user-level API access.

  2. API Key and Secret – used when P21 provides token-based access.

  Either option lets Prokeep securely pull Contacts, Customers, and Addresses from P21, depending on how the customer’s API is configured.

• OData Filter Criteria (to exclude inactive or deleted records, if desired)

• Whitelisting of Prokeep IPs:
  • 52.32.60.21
  • 99.79.3.85

• Confirmation that Prokeep can access Contacts, Customers, and Addresses endpoints in both environments.

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