Q: Which ERP systems does Axya support?
A: Axya has native connectors for Genius ERP, Infor CloudSuite Industrial (SyteLine), SAP S/4HANA & ECC, and Infor LN. We also support Epicor Kinetic, IFS Cloud, Oracle EBS, Sage X3, and Microsoft Dynamics through certified integration partners. For any other ERP, our self-service REST API enables your team to build a custom integration. Your ERP is never a blocker.
Q: How long does it take to set up an ERP integration?
A: A typical integration takes 4-8 weeks from discovery to go-live, depending on your ERP's complexity and your IT team's availability. Some integrations with pre-built connectors can be faster.
Q: Do we need to install software in our environment?
A: It depends on your ERP deployment. Cloud-to-cloud integrations (SAP BTP, Infor ION) require no on-premise software. On-premise ERPs typically require a lightweight Windows service on a VM in your network. This service communicates outbound only — no inbound firewall changes needed.
Q: Can we run the integration in a test environment first?
A: Yes. Axya provides a dedicated sandbox environment for development and testing. We recommend validating the full PO lifecycle in a test environment before going live.
Q: What data does Axya access from our ERP?
A: Only purchase order data — headers, line items, and associated PDF documents. Axya does not access financial data, HR data, inventory, or any other ERP module.
Q: Does Axya have direct access to our ERP database?
A: No (with one exception). All integrations use your ERP's official APIs (REST, SOAP, ION, APEX). For on-premise Infor SyteLine v9.x, an optional read-only SQL connection can be used for performance optimization, but write operations always go through the official API layer.
Q: Where is our data stored?
A: Axya's infrastructure is hosted in Canada. All data is encrypted at rest and in transit.
Q: Can other Axya customers see our data?
A: No. Company data is fully isolated. Each customer's POs, supplier relationships, and configuration are completely separate.
Q: What happens to our data if we stop using Axya?
A: Your ERP remains your system of record — nothing is lost. Axya data can be exported or deleted upon request.
Q: How often does the integration sync?
A: Most integrations poll for changes every 5 minutes (configurable). Some cloud ERPs support event-driven triggers for near real-time sync.
Q: What happens if the integration goes down?
A: Pending POs queue up and are automatically processed when connectivity is restored. No data is lost. Administrators are alerted to connectivity issues.
Q: Can duplicate POs be created accidentally?
A: No. The integration uses deduplication logic (PO numbers, message IDs, and document checksums) to prevent duplicates even if the same data is sent multiple times.
Q: What if a PO is revised multiple times in quick succession?
A: Built-in revision guards detect rapid changes and consolidate them to prevent notification spam and sync loops. Only the final state is sent to the supplier.
Q: How do I know if a sync failed?
A: Integration administrators receive notifications (email) when sync issues occur. Each failure includes details about which PO failed and why, with actionable resolution steps.
Q: Do suppliers need access to our ERP?
A: No. Suppliers interact exclusively through Axya's web portal. They never see or access your ERP system.
Q: Do suppliers need to install any software?
A: No. Axya's supplier portal is browser-based and works on any device. No installation, plugin, or VPN required.
Q: Can suppliers see other suppliers' POs or pricing?
A: No. Each supplier sees only the POs assigned to them. Supplier data is fully isolated.
Q: How are suppliers matched to POs?
A: Suppliers are matched using vendor codes from your ERP's Approved Supplier List (ASL). The integration maps your ERP vendor codes to supplier companies in Axya.
Q: Can we control which POs are sent to Axya?
A: Yes. Buyers explicitly choose which POs to sync by setting a status field on the PO form in your ERP. Only POs marked for sync are sent.
Q: Does this interfere with our ERP approval workflows?
A: No. The integration triggers after your existing approval process. Axya only syncs POs that have already been approved and released in your ERP.
Q: Can we send POs as drafts?
A: Yes. Most integrations support a "Send as Draft" option, allowing buyers to review POs in Axya before releasing them to suppliers.
Q: Can we integrate multiple ERP instances or divisions?
A: Yes. Axya supports multiple ERP configurations per organization, including different ERP types across divisions or sites.
Q: What changes are made to our ERP?
A: Typically, a single custom status field is added to the PO form. This field is protected using your ERP's standard customization mechanism (activity codes, UDTs, UD fields, Z-namespace) and survives standard ERP upgrades.
Q: Will this affect our ERP upgrades?
A: No. All customizations use vendor-recommended protection mechanisms specifically designed to survive standard upgrades and patches.
Q: What permissions does the service account need?
A: Read access to PO data and write access to the custom status field and designated update fields. No access to financial, HR, or other sensitive modules is required.
Q: Do we need a VPN?
A: Only for on-premise ERP deployments where the middleware needs to access your ERP's API. Cloud-to-cloud integrations (SAP BTP, Infor ION) do not require a VPN.
Have a question not listed here? Contact your Axya account representative or email support@axya.co.