WennSoft / Hire-Rental
WennSoft Signature Equipment Management — Service Management, Job Cost, and Equipment Management modules integrated with Microsoft Dynamics GP via SmartConnect and eConnect middleware.
Legacy Version Notice: WennSoft v14.0.2.0 (2015 R) is a legacy version — vendor support lifecycle should be reviewed. Confirm current support status with the vendor (WennSoft / Key2Act / Jonas Software) and Aidacare IT. See Risks & Gaps (risk-010).
Product Version
v14.0.2.0
WennSoft Signature 2015 R
Criticality
Tier-1
Mission-critical system
Active Integrations
7
SmartConnect / eConnect jobs
Database Server
AIDASQL01P
SQL Server — TWO / HANDR
Table Prefix
WS-
WennSoft-prefixed tables in GP DB
Technical Owner
Arthur Achilleos
Integration L2 escalation contact
System Profile
3rd Party Add-on- Product
- WennSoft Signature Equipment Management
- Version
- 14.0.2.0 (2015 R)
- Vendor
- WennSoft / Key2Act (Jonas Software group)
- App Server
- AIDAGPDEV01V (shared with GP)
- Database Server
- AIDASQL01P
- GP Database
- HANDR / TWO (WS-prefixed tables)
- Modules
- Service Management, Job Cost, Equipment Management
- Middleware
- SmartConnect (eOne Solutions), eConnect (GP-native)
- Criticality
- Tier-1 — Mission-critical
- Technical Owner
- Arthur Achilleos (L2 Integration)
- Source Document
- MS-GP Integration Low Level Design.docx — Section 3
WennSoft Modules
3 Core ModulesService Management
Manages field service calls, technician scheduling, service agreements, and service order life-cycle. Service calls are dispatched via the WennSoft dispatcher board within the GP client.
Job Cost
Tracks labour, parts, and overhead costs against service jobs and equipment jobs. Integrates with GP General Ledger for cost allocation and posting. Supports billing and revenue recognition at job completion.
Equipment Management
Maintains the serialized equipment asset registry — each unit in the Aidacare fleet is tracked with Equipment ID, model, serial number, branch, category, and status. Used for rental contract assignment, maintenance history, and service dispatch.
Data Flow Overview
4-Stage PipelineAll WennSoft integrations follow a consistent four-stage data pipeline from source capture through to GP/WennSoft operational visibility.
1. Capture
Source files (Excel) or external databases stage operational data for processing
→
2. Transformation
SmartConnect applies field mapping rules; eConnect handles productised GP integration with validation
→
3. Commit
Validated data written to physical SQL tables — WS- and SV-prefixed tables in the GP database
→
4. Reporting
Data becomes visible in GP/WennSoft UI for operational use — dispatch, billing, rental, reporting
WennSoft shares the GP dictionary and database. Integrations move data from external staging areas (Excel/SQL) directly into GP-resident WennSoft tables — there is no separate WennSoft application database.
Integration Register Snapshot
7 Active JobsThe following SmartConnect job register diagram from the LLD shows all active WennSoft integration jobs configured in the Aidacare environment.
Source: MS-GP Integration Low Level Design.docx — Section 3 SmartConnect Job Register
WennSoft Integration Architecture
LLD DiagramThe diagram below (from the MS-GP Integration Low Level Design document) shows the full end-to-end integration architecture for WennSoft — covering source systems, middleware layers, GP/WennSoft target, and physical infrastructure.
alt="WennSoft / MS-GP Integration Architecture Diagram" style="max-width:100%;border-radius:8px;border:1px solid #e5e7eb;margin:1rem 0;">Figure: WennSoft Integration Architecture — MS-GP Integration Low Level Design.docx
Logical Architecture
DesignWennSoft sits inside the GP framework — it extends GP rather than existing as a standalone system. It shares the GP application dictionary and the same SQL database, meaning all WennSoft data is physically resident in the GP database (HANDR / TWO) under WS- and SV-prefixed tables.
- ERP Engine
- Microsoft Dynamics GP (Great Plains)
- WennSoft Layer
- Key2Act (WennSoft) — registered GP add-on dictionary, co-resident with GP client
- Table Namespace
- WS-prefixed tables (Equipment, Rates, Agreements) and SV-prefixed tables (Service) within the GP database
- Integration Method
- External data feeds via SmartConnect (bulk/scheduled) and eConnect (productised GP API)
- Data Direction
- Primarily inbound — external sources (Excel, SQL) push into GP/WennSoft tables
- Shared Components
- GP dictionary, DYNAMICS system database, TWO/HANDR company database, GP login infrastructure
Physical Architecture
Infrastructure- Database Server
- AIDASQL01P (production alias: SQLPROD01) — hosts the SQL Server instance and all GP / WennSoft physical tables
- App Server
- AIDAGPDEV01V (alias: GPAPP01) — hosts the GP Client, WennSoft Code Dictionary, and SmartConnect Windows Service
- Connectivity
- LAN / VLAN, TCP Port 1433 (SQL Server standard)
- Authentication
- MS_GP connection profile used by SmartConnect jobs (SQL Authentication)
- Encryption
- Not enabled on SmartConnect integration connections (review recommended)
- Databases
- DYNAMICS (system DB), HANDR / TWO (company DB hosting WennSoft tables)
Security note: Encryption is not enabled on SmartConnect connections. This should be reviewed as part of the infrastructure security baseline.
Tools & Technologies
| Technology | Role | Used By | Notes |
|---|---|---|---|
| SmartConnect | Integration middleware — orchestrates scheduled batch jobs, field mapping, and data retrieval from source files | All 7 WennSoft integrations | eOne Solutions product; runs as Windows Service on AIDAGPDEV01V |
| eConnect | Productised GP integration API — validates business rules and commits data to GP/WennSoft tables | WENNSOFT_RENTAL_RATES, WENNSOFT_EQUIPMENT | Microsoft-provided GP integration layer; enforces GP business logic |
| ODBC | Data source connectivity — SmartConnect reads Excel and SQL sources via ODBC connections | Excel-sourced integrations | Standard ODBC drivers; Excel files staged in agreed network path |
| Microsoft SQL Server | Physical database tier — hosts all GP and WennSoft tables (WS-, SV-prefixed) | All integrations | Hosted on AIDASQL01P; Port 1433; T-SQL used for error investigation |
| Microsoft Excel | Source file format — operational data staged in Excel workbooks for SmartConnect ingestion | WENNSOFT_RENTAL_RATES, WENNSOFT_EQUIPMENT, EXCEL_WENNSOFT_MODELS | Files must be placed in correct network path before scheduled run time |
| Flat File (T-SQL / Batch) | SQL scripts used for manual reprocessing and DBA-level error correction | DBA / L3 support | Used when automated retry is not available; requires DBA approval |
Integration Data Flow Diagram
Figure: WennSoft Integration Data Flow — MS-GP Integration Low Level Design.docx
Integration Method: All WennSoft integrations are managed via eOne SmartConnect Desktop running on AIDAGPDEV01V. Data commits to GP/WennSoft use eConnect (productised integration) or direct SQL writes to WS-prefixed tables. No automatic retry on failure — failed records must be corrected and reprocessed manually.
Integration Register
7 Active Integrations| Integration ID | Direction | Frequency | Source | Purpose | Criticality | Owner |
|---|---|---|---|---|---|---|
| WENNSOFT_RENTAL_RATES | Excel → GP/WennSoft | Daily 8:00 AM | Excel | Updates daily rental rate structures for equipment fleet | High | Arthur Achilleos |
| WENNSOFT_EQUIPMENT | Excel → GP/WennSoft | Daily 8:00 AM | Excel | Imports new serialized equipment units into master asset registry | High | Arthur Achilleos |
| WENNSOFT_AGREEMENT | GP/WennSoft → GP | Scheduled batch | WennSoft | Facilitates bulk creation and renewal of service agreements for customer equipment | Medium | TBD |
| WENNSOFTMODELS | GP/WennSoft → GP | Scheduled batch | WennSoft | Defines equipment model blueprints, manufacturers, and technical classes | Medium | TBD |
| VOID_WEN_QUOTES_EQS_SOLD | Internal WennSoft | Event-triggered | WennSoft | Automated cleanup utility — voids open service quotes when equipment is marked as sold | Standard | TBD |
| WS_BRANCHES | GP ↔ WennSoft | Scheduled batch | GP | Syncs branch office codes and regional service territory configurations | Medium | TBD |
| EXCEL_WENNSOFT_MODELS | Excel → GP/WennSoft | On-demand | Excel | Bulk update utility for administrative changes to equipment model catalog | Standard | TBD |
SmartConnect Job Configuration
SmartConnect job configuration screenshot from the Aidacare environment showing WennSoft integration jobs, schedule settings, and connection profiles.
Source: MS-GP Integration Low Level Design.docx — SmartConnect job configuration screenshot
Integration Detail — All 7 Jobs
WENNSOFT_RENTAL_RATES — Daily Rental Rate Update
High
Daily 8 AM
Updates the daily rental rate structures for the Aidacare equipment fleet. Source data is provided in Excel and processed via SmartConnect into the GP/WennSoft EMS Rental Rates node.
- Source System
- Microsoft Excel (staged file)
- Target System
- Microsoft Dynamics GP — WennSoft EMS Rental Rates Node
- Direction
- Inbound
- Frequency
- Daily at 8:00 AM
- Middleware
- eOne SmartConnect Desktop
- Authentication
- MS_GP connection profile
- Encryption
- Not enabled
- Technical Owner
- Arthur Achilleos
- Error Handling
- No automatic retry — failed records corrected and reprocessed manually
WENNSOFT_EQUIPMENT — Equipment Master Import
High
Daily 8 AM
Automates the creation of equipment records from Excel into the ERP — ensuring every serialized unit in the Aidacare fleet is available for service dispatch, rental contracts, and maintenance history tracking.
- Source System
- Microsoft Excel
- Target System
- Microsoft Dynamics GP (WennSoft / Key2Act) Equipment Master
- Direction
- Inbound
- Frequency
- Daily at 8:00 AM
- Middleware
- eOne SmartConnect Desktop
- Technical Owner
- Arthur Achilleos
- Business Rule
- Equipment must be linked to a valid Model; Equipment ID and Serial Number must be unique; equipment must be created before being assigned to service, rental, or billing workflows
- Error Handling
- No automatic retry — failed records corrected and reprocessed manually
WENNSOFT_AGREEMENT — Service Agreement Bulk Processing
Medium
Facilitates the bulk creation and renewal of service agreements for customer equipment. Service agreements govern the terms under which WennSoft schedules preventive maintenance, technician visits, and billing cycles for equipment in the field.
- Purpose
- Bulk creation and renewal of service agreements in WennSoft Service Management
- Middleware
- SmartConnect / eConnect
- Target Tables
- SV-prefixed service agreement tables in GP/WennSoft database
- Detail Status
- Full field-level detail not documented in LLD — obtain from Arthur Achilleos
WENNSOFTMODELS — Equipment Model Master Definitions
Medium
Defines the equipment model blueprints, manufacturers, and technical classification hierarchies used across the WennSoft Equipment Management module. Model records are a prerequisite for equipment unit creation (WENNSOFT_EQUIPMENT depends on this data being present).
- Purpose
- Define equipment model master records — manufacturer, model class, technical specifications
- Dependency
- WENNSOFT_EQUIPMENT requires valid Model IDs — this integration must run first
- Middleware
- SmartConnect / eConnect
- Detail Status
- Full field-level detail not documented in LLD — obtain from Arthur Achilleos
VOID_WEN_QUOTES_EQS_SOLD — Auto-Void Quotes for Sold Equipment
Standard
Event-triggered
An automated cleanup utility that voids open WennSoft service quotes when the associated equipment record is marked as sold in GP/WennSoft. Prevents stale service quotes remaining open against disposed or sold assets.
- Trigger
- Equipment status updated to "Sold" in WennSoft Equipment Management
- Action
- Voids all open service quotes linked to the sold equipment unit
- Purpose
- Data hygiene — prevents stale quotes from distorting pipeline and service KPIs
- Detail Status
- Implementation detail (stored procedure vs. SmartConnect) not confirmed in LLD
WS_BRANCHES — Branch Office & Territory Sync
Medium
Synchronises Aidacare branch office codes and regional service territory configurations into WennSoft. Branch codes are referenced on Equipment records (EquipmentBranch field) and drive dispatch territory assignment in Service Management.
- Purpose
- Sync branch codes and service territory definitions between GP and WennSoft
- Impact
- Equipment-to-branch assignment and service dispatch territory rely on this data being current
- Middleware
- SmartConnect / eConnect
- Detail Status
- Field mapping detail not documented in LLD — obtain from Arthur Achilleos
EXCEL_WENNSOFT_MODELS — Bulk Equipment Model Catalog Update
Standard
On-demand
An on-demand bulk update utility used by administrators to apply changes to the equipment model catalog via Excel. Used when multiple model records require update simultaneously — avoids manual data entry in the GP/WennSoft UI for large batches.
- Source
- Microsoft Excel (administrator-prepared workbook)
- Target
- WennSoft Equipment Model master records in GP database
- Trigger
- On-demand — manually initiated by administrator via SmartConnect
- Use Case
- Bulk model description changes, new manufacturer additions, category reclassification
- Detail Status
- Field mapping detail not documented in LLD — obtain from Arthur Achilleos
Integration: WENNSOFT_RENTAL_RATES — Updates daily rental rate structures for the Aidacare equipment fleet. Source: MS-GP Integration Low Level Design.docx Section 3.
Integration Profile
High Criticality- Integration ID
- WENNSOFT_RENTAL_RATES
- Source System
- Microsoft Excel (staged source file)
- Target System
- Microsoft Dynamics GP — WennSoft EMS Rental Rates Node
- Direction
- Inbound (Excel → GP/WennSoft)
- Frequency
- Daily at 8:00 AM
- Middleware
- eOne SmartConnect Desktop
- GP Connection
- MS_GP connection profile
- Encryption
- Not enabled
- Technical Owner
- Arthur Achilleos (L2)
- Criticality
- High — Rental pricing affects hire contracts and revenue
Business Rules
Validation GatesItem Must Exist in GP
The Item referenced by the rental rate record must already exist in the GP Item Master. Rates for unknown items will fail. See KE-01.
Effective Date Must Be Valid
Rental rate records must carry a valid effective date that falls within the current or a future fiscal period. Back-dated rates into closed periods will be rejected.
GL Account Mapping Must Exist
Rate records must reference valid GL account segments. Invalid GL mappings cause posting failure. See KE-02.
No Automatic Retry
Failed records are not retried automatically. The L1 support team must identify the failure cause, correct the source data, and trigger a manual reprocessing run.
Field Mapping — Source to Target
All Direct Mapping| # | Source Field (Excel) | Target Field (GP/WennSoft) | Target Node | Mandatory | Notes |
|---|---|---|---|---|---|
| 1 | CURNCYID |
CURNCYID |
EMS Rental Rates | Yes | Currency ID — must match a valid currency in GP |
| 2 | EQS_Rental_Rate |
EQS_Rental_Rate |
EMS Rental Rates | Yes | Numeric rental rate value for the equipment |
| 3 | EQS_Price_Rate_Ord |
EQS_Price_Rate_Ord |
EMS Rental Rates | Yes | Ordering sequence for rate priority within a rate template |
| 4 | EQS_Price_Rate_ID |
EQS_Price_Rate_ID |
EMS Rental Rates | Yes | Rate identifier — must be unique within the rate template |
| 5 | EQS_Price_Template_ID |
EQS_Price_Template_ID |
EMS Rental Rates | Yes | Price template the rate belongs to — must exist in WennSoft |
| 6 | EQS_Rental_U_of_M |
EQS_Rental_U_of_M |
EMS Rental Rates | Yes | Unit of measure for the rental period (e.g. DAY, WEEK, MONTH) |
| 7 | Item_UOM |
Item_UOM |
EMS Rental Rates | Yes | Item unit of measure — must match GP Item UOM Schedule |
| 8 | PRCLEVEL |
PRCLEVEL |
EMS Rental Rates | Yes | Price level — maps to a GP pricing level definition |
| 9 | EQS_Price_Rate_Type |
EQS_Price_Rate_Type |
EMS Rental Rates | Yes | Rate type classification (e.g. Standard, Customer-Specific, Promotional) |
SmartConnect Field Mapping Screenshot
SmartConnect field mapping configuration for WENNSOFT_RENTAL_RATES showing source Excel columns mapped to the target GP/WennSoft EMS Rental Rates node fields.
Source: MS-GP Integration Low Level Design.docx — WENNSOFT_RENTAL_RATES field mapping
Escalation Path
3-Tier Support| Level | Role | Actions | Escalate When |
|---|---|---|---|
| L1 | ERP Support | Review SmartConnect error log; identify failed records; check source Excel for data issues; correct source data and trigger manual reprocessing | Cannot identify root cause; system-level errors (SQL, timeout, login failure) |
| L2 | Integration Technical Owner (Arthur Achilleos) | Review SmartConnect job configuration; validate field mappings; check GP Item Master for missing items; update GL mapping if required (KE-02) | Configuration issue confirmed; GP database or infrastructure involvement required |
| L3 | DBA / Infrastructure | Investigate SQL-level errors (deadlocks, timeouts, FK violations); review SQL Server error logs on AIDASQL01P; perform table-level data correction if approved | SQL Server errors, data corruption, login failure at server level |
Integration: WENNSOFT_EQUIPMENT — Automates registration of serialized equipment units from Excel into the WennSoft Equipment Master. Source: MS-GP Integration Low Level Design.docx Section 3.
Purpose & Business Value
High CriticalityThe WENNSOFT_EQUIPMENT integration is the primary mechanism by which new equipment units enter the Aidacare ERP. Without this integration, each unit would require manual creation in the GP/WennSoft UI — introducing data entry risk and delays to operational availability.
✓
Eliminates manual entry — automates registration of new fleet units from purchase/transfer records in Excel
✓
Service dispatch readiness — equipment must be in the WennSoft master before a service call can be assigned to it
✓
Rental contract assignment — rental agreements reference Equipment IDs; units not in the master cannot be rented
✓
Maintenance history — service and maintenance records attach to the Equipment ID, enabling asset lifecycle tracking
✓
Billing accuracy — billing workflows reference the Equipment Master; unlisted units cannot be billed correctly
Integration Profile
- Integration ID
- WENNSOFT_EQUIPMENT
- Source System
- Microsoft Excel
- Target System
- Microsoft Dynamics GP — WennSoft / Key2Act Equipment Master
- Direction
- Inbound (Excel → GP/WennSoft)
- Frequency
- Daily at 8:00 AM
- Middleware
- eOne SmartConnect Desktop
- Technical Owner
- Arthur Achilleos (L2)
- Criticality
- High — Fleet availability depends on this integration
- Error Handling
- No automatic retry — failed records corrected and reprocessed manually
Field Mapping — Source to Target
| # | Source Field (Excel) | Target Field (GP/WennSoft) | Description | Mandatory | Notes |
|---|---|---|---|---|---|
| 1 | Branch |
EquipmentBranch |
Aidacare branch the equipment is assigned to | Yes | Must match a valid branch code in WS_BRANCHES master |
| 2 | EquipmentID |
EQSEquipmentID |
Unique identifier for the equipment unit | Yes | Must be unique — duplicate IDs are rejected. See KI-002. |
| 3 | EquipmentStatus |
EQSEquipmentStatus |
Current status of the unit (e.g. Active, In Repair, Sold) | Yes | Must match a valid WennSoft equipment status code |
| 4 | EquipmentDescription |
EQSEquipDescription |
Free-text description of the equipment unit | Yes | Appears in WennSoft UI and service call records |
| 5 | EquipmentModel |
EQSEQUIPMODEL |
Model ID — links the unit to an Equipment Model master record | Yes | Model must exist in WennSoft Model Master (WENNSOFTMODELS). See KI-001. |
| 6 | EquipmentCategory |
EQSEquipmentCategory |
Category classification for the equipment type | Yes | Drives reporting and dispatch filtering in WennSoft |
| 7 | SerialNumber |
EQSSerialNumber |
Manufacturer serial number for the unit | Yes | Must be unique — duplicate serial numbers are rejected. See KI-002. |
| — | Derived | EquipmentDivision |
Division assignment — derived from branch mapping | Derived | Mapped from Branch code via SmartConnect lookup table |
Business Rules
3 Key RulesRule 1 — Model Master Dependency
Equipment must be linked to a valid Equipment Model ID. If the Model does not exist in WennSoft (WENNSOFTMODELS master), the equipment record creation will fail. Models must be created before equipment units.
Rule 2 — Unique ID & Serial
Equipment ID (EQSEquipmentID) and Serial Number must each be unique across the WennSoft Equipment Master. Duplicate values will be rejected by eConnect with a constraint violation error.
Rule 3 — Creation Before Assignment
Equipment units must be successfully created in the WennSoft master before they can be assigned to service calls, rental agreements, or billing workflows. A missing unit will block all downstream operational processes.
Known Issues & Limitations
3 Known Issues| Issue ID | Issue | Root Cause | Resolution | Impact |
|---|---|---|---|---|
| KI-001 | Model Master Dependency Failure | EquipmentModel field references a Model ID that does not exist in WennSoft Model Master (WENNSOFTMODELS not yet run, or model omitted) | Create the missing Model record in WENNSOFTMODELS first, then reprocess the equipment file | High — Equipment unit not created; unavailable for service and rental |
| KI-002 | Duplicate Equipment ID / Serial Number Rejection | Source Excel contains an Equipment ID or Serial Number already present in the WennSoft master (duplicate entry or re-submission of previously processed records) | Identify and remove duplicate rows from source file; reprocess remaining new records only | Medium — Affects only duplicate rows; other records in the batch may process successfully |
| KI-003 | No Auto-Create for Missing Model IDs | WennSoft integration does not auto-create Model records when a referenced Model ID is missing — it simply fails the equipment record | Operational process: always run WENNSOFTMODELS integration before WENNSOFT_EQUIPMENT when new models are introduced | Medium — Process dependency; requires correct run-order discipline |
No automatic retry: All WennSoft integrations require manual reprocessing on failure. L1 must review SmartConnect error logs, correct the source data, and manually trigger the job. Do not re-run without correcting root cause.
Common Error Codes
SQL & eConnect Errors| Error Code | Error Type | Description | Likely Cause | Resolution | Level |
|---|---|---|---|---|---|
SQL 2627 |
Duplicate Key | Violation of unique constraint — a record with the same primary key already exists in the target table | Duplicate Equipment ID or Serial Number in source file; record previously processed | Remove duplicate from source file and reprocess | L1 / L2 |
SQL 547 |
FK Constraint | Foreign key constraint violation — a referenced record does not exist in the parent table | EquipmentModel not in Model Master; Item not in GP Item Master; Branch code invalid | Create the missing parent record (model, item, branch) and reprocess | L1 / L2 |
SQL Timeout |
Query Timeout | SQL query exceeded configured timeout threshold — database server unresponsive or under heavy load | Large batch size; contention on AIDASQL01P; blocking from concurrent processes | Retry during off-peak hours; if persistent, escalate to L3 DBA to investigate blocking/deadlocks | L2 / L3 |
Login failed 18456 |
Authentication | SQL Server login failed for the SmartConnect service account | MS_GP connection account password expired, account locked, or SQL login disabled | Check SQL login status on AIDASQL01P; reset password or unlock account via DBA; update SmartConnect connection profile | L2 / L3 |
Deadlock |
SQL Deadlock (1205) | Two transactions are blocking each other — SQL Server kills one as the deadlock victim | Concurrent GP/WennSoft user transactions conflicting with integration batch writes | Reprocess failed records; if recurring, schedule integration during lower-activity window; L3 to investigate deadlock graph | L3 |
eConnect Err |
eConnect Validation | eConnect business rule validation failed — record does not pass GP/WennSoft business logic checks | Invalid field values, missing mandatory fields, date outside fiscal period | Review SmartConnect error detail log for the specific eConnect error message; correct source field and reprocess | L1 / L2 |
Escalation Path
3-Tier Model| Level | Role | Responsibilities | Tools / Access | Escalate To |
|---|---|---|---|---|
| L1 | ERP Support | Monitor SmartConnect job status daily. Review error logs for failed records. Identify data issues in source Excel files. Correct source data. Trigger manual reprocessing. Document error details. | SmartConnect Desktop, shared network drive (source files), GP client | L2 if root cause is configuration or system-level |
| L2 | Integration Technical Owner Arthur Achilleos |
Review SmartConnect job configuration and field mapping. Validate GP Item Master for missing items (KE-01). Update GL account mapping (KE-02). Investigate eConnect validation errors. Advise L1 on source file corrections. | SmartConnect Desktop (admin), GP client, SQL Management Studio (read) | L3 if SQL Server or infrastructure-level issue confirmed |
| L3 | DBA / Infrastructure | Investigate SQL Server-level errors on AIDASQL01P (deadlocks, timeouts, blocking). Review SQL Server error logs. Perform approved table-level data corrections. Manage SmartConnect service account credentials. Infrastructure-level root cause analysis. | SQL Server Management Studio (sysadmin), Windows Server admin on AIDASQL01P, AIDAGPDEV01V | Vendor (WennSoft / Microsoft) if GP/WennSoft product defect suspected |
Known Error Register
2 Known Errors
KE-01 — Item Missing in GP Item Master
WENNSOFT_RENTAL_RATES
- Error Code
- KE-01
- Integration
- WENNSOFT_RENTAL_RATES
- Symptom
- Rental rate record fails to import; SmartConnect error log references the Item ID as invalid or not found
- Root Cause
- The Item referenced in the rental rate source file does not exist in the GP Item Master. Rate records cannot be attached to a non-existent item.
- Resolution
- Create the missing item in GP Item Master (via GP Inventory module). Once the item exists, re-run the WENNSOFT_RENTAL_RATES job or manually correct and reprocess the specific rate record.
- Prevention
- Validate all Item IDs in the source file against the GP Item Master before the scheduled 8:00 AM run. The L1 pre-run checklist should include this validation step.
KE-02 — Invalid GL Account Mapping
WENNSOFT_RENTAL_RATES
- Error Code
- KE-02
- Integration
- WENNSOFT_RENTAL_RATES
- Symptom
- Record fails eConnect validation with a GL account segment error; posting is blocked
- Root Cause
- A GL account segment referenced in the rental rate record does not exist or is inactive in the GP Chart of Accounts. This typically occurs after a COA restructure where old account codes are deactivated.
- Resolution
- Update the GL account mapping in the SmartConnect job configuration or in the WennSoft rate template to use a valid, active GL account segment. Escalate to L2 (Arthur Achilleos) for configuration update.
- Prevention
- Notify the integration technical owner (L2) before any GP Chart of Accounts changes that affect WennSoft rate account codes. Run a mapping audit after each COA update.
CSI Improvement Opportunities
Continual Service ImprovementEnable Automatic Retry
Configure SmartConnect to retry failed records automatically (up to N attempts) before alerting L1. Reduces manual intervention for transient errors (e.g. timeouts).
Enable Encryption on Connections
SmartConnect connections currently run without TLS/SSL encryption. Enable encrypted connections to AIDASQL01P as a security baseline improvement.
Pre-Run Source File Validation
Build a pre-run validation script (SQL or PowerShell) that checks source Excel data against GP Item Master and Model Master before the 8:00 AM scheduled run — catching KE-01 and KI-001 errors before they reach eConnect.
Vendor Support Lifecycle Review
WennSoft v14.0.2.0 (2015 R) is legacy. Commission a formal vendor lifecycle review with WennSoft / Key2Act to determine current support status and plan an upgrade or migration path. Reference: risk-010.
Centralise Integration Monitoring
Implement a centralised integration health dashboard (e.g. SmartConnect email alerting, or Power BI connected to SmartConnect log tables) so L1 receives proactive failure notifications rather than relying on manual log checks.
Integration Health Scorecard — KPIs
Monitoring ReferenceTarget KPIs for WennSoft integration health monitoring. These should be tracked weekly and reported in the BAU integration health review.
| KPI | Target | Measurement | Action Trigger |
|---|---|---|---|
| Job Success Rate | ≥ 98% | % of scheduled SmartConnect jobs completing without error (daily) | Any job below 95% in a week triggers L2 review |
| Record Error Rate | ≤ 0.5% | % of source records rejected per run (per job) | > 1% error rate triggers source data quality review |
| Mean Time to Resolve (MTTR) | ≤ 4 hours | Time from failure detection to successful reprocessing | > 4 hours unresolved triggers L2 escalation |
| Unresolved KE Incidents | 0 recurring | Count of KE-01 / KE-02 incidents per month | Same KE recurring > 2x in a month triggers root cause analysis |
| Job Run Time | Baseline ±20% | Elapsed time for each integration job vs. established baseline | > 50% above baseline triggers performance investigation (SQL timeout risk) |
| Equipment Master Currency | T+1 day | New fleet units appearing in WennSoft within 1 business day of source file creation | Delay > 1 day triggers investigation of WENNSOFT_EQUIPMENT job |
KPI baselines should be established from actual SmartConnect log data in the first 30 days of BAU monitoring. Baseline values TBD — to be confirmed with Arthur Achilleos.
Reference Documents
Download the authoritative LLD document and WennSoft SOP for full procedural detail.