Overview
If you have ever wondered whether a vendor, cost account, or purchase order actually made it into Vic — or why something looks different than what is in your ERP — the Master Data page is where you can find out.
It gives you a read-only view of every ERP entity Vic has on file for your company: what synced, when it last changed, and how many records exist. Nothing here can be edited. Think of it as a diagnostic window into Vic's database, rather than a place to make changes.
The Master Data page lives on the Admin Module, under the Organization section and is only visible to Org and Company Admins. |
The Header Bar
At the top of the page you will find three things to orient you.
Accounting system badge
A small label showing which ERP or accounting system is connected to this company - like "Netsuite" or "Oracle EBS". This tells you which integration is the source of the records below.
Company selector (Org admins only)
If you manage multiple companies as an Org Admin, you will see a dropdown here to switch between them. Selecting a different company reloads all the data for that company. Company-level admins only see their own company and will not see this selector.
Sync Hints bar
A compact row of status indicators — one per entity type — showing sync status and record counts. This is the first place to obtain a pulse point for your sync history. The next section explains what these indicators mean.
The Sync Hints Bar
Each indicator tells you two things at a glance:
Whether Vic's integration is configured to sync that type of data,
How many records currently exist for your company.
Here is an example of a typical Sync bar looks like:
What the status label means
The label on the left side of each indicator reflects whether the connected integration is set up to sync that entity type, combined the information Vic has received. There are three possible states:
Status | What it means |
— (dash) | The connected integration is not configured to sync this entity type. Any records that exist in Vic arrived through a different channel — an import file, a previous integration, or the public API. This is not an error; some ERPs simply do not expose or you may not use certain data types. |
not yet synced | The integration is configured to sync this entity type, but Vic has never received a sync timestamp for it. For most entity types, this means no records have come through the sync yet. Purchase Orders work differently — see the dedicated section below. |
synced XX ago | The integration has synced this entity type. The time shown reflects the most recently modified record of that type — it is a high-water mark. "Synced 10 months ago" means the most recently touched record was last written to Vic 10 months ago, even if the sync job ran yesterday and found nothing new to update. |
There are three types of masterdata updates:
Adds, Edits, and Deletes. Any of these three will trigger the "last synced"
What the count means — and what it does not
The number after the dot is simply how many records of that type currently exist in Vic's database for your company. A count of 500 vendors does not mean 500 vendors synced through the integration — some may have arrived via import, manual entry, or the API.
Each entity type also calculates its count slightly differently, which matters when you are trying to reconcile numbers:
Entity type | How the count is calculated |
Vendors | Count filtered to active and completed vendors only. Vendors still in the onboarding flow are excluded |
Cost Accounts | Count of all cost account records |
Dimensions | Count of all dimension records |
Tax Codes | Count of all active Tax Codes |
VAT Codes | Count of all VAT code records |
Payment Terms | Count of all Payment Terms synced from the ERP |
Purchase Orders | Count of all PO records, including those with no ERP-side timestamp. See the Purchase Orders section for why this matters. |
Custom Fields | Count of Customer Fields |
A Note on Purchase Orders
Purchase Orders behave differently from every other masterdata type, and it is worth understanding why. The sync status can look alarming when there isn't an issue.
For most masterdata types, the sync timestamp reflects the last time Vic wrote to any record in that set — Vic's own internal clock.
For Purchase Orders, it reflects the most recent timestamp the ERP reported for when a PO was last changed on its side. This field — remote_updated_at — is often blank, especially when POs enter Vic through the public API or an import without an ERP-side timestamp attached.
What this looks like in practice: You may see 19 POs in the tab — with Created at and Updated at dates populated — while the sync hint shows "not yet synced." The records are accurate.
Vic simply has no ERP-provided modification timestamp for any of them. The sync hint for POs is asking "has the ERP ever told us when it last touched one of these?" — and the answer is no.
Masterdata Tabs
Each tab gives you a searchable, read-only table for a specific masterdata type. Missing or empty values display as '—' rather than blank. Some tabs have an "Include deleted" toggle that surfaces soft-deleted records — records that no longer appear in Vic's normal UI but are still in the database.
How timestamps work
All timestamps in table cells display in your local browser timezone, formatted as YYYY-MM-DD HH:mm. Vic stores the underlying data in UTC (Coordinated Universal Time) and converts it to your local time when the page loads. If you and a colleague in a different timezone look at the same record, the timestamps will be different based on your time zone.
Column | What it tells you |
Created at | When Vic first wrote this record to the database, regardless of the source. |
Updated at | The last time anything changed this record in Vic — whether that was a sync, an import, or an API call. |
Deleted at | When this record was soft-deleted. Soft-deleted records are hidden from Vic's normal UI and suggestions but stay in the database. Use the "Include deleted" toggle to see them. |
Issued on (POs only) | The date the PO was issued in the ERP. Shows as |
Records that have never been deleted, updated, and so on will show — in those columns.
Vendors
Search by vendor name
Columns:
Remote ID,Name,Legal name,Created at,Updated atVendors actively moving through the onboarding flow are excluded from both the tab count and the table.
Cost Accounts/GL Accounts
Search by account name or number.
Columns:
Remote ID,Account Number(e.g., 4000, 6100),Name,Created at,Updated at.
Dimensions
Search by Dimension name or Type if you're utilizing multiple dimensions.
Columns:
ID(Vic's internal ID),Type(e.g., Department, Project, Cost Center — exact type names come from your ERP's configuration),Remote ID,Created at,Updated at.
Tax Codes
Has an "Include deleted" toggle - soft-deleted records are hidden by default.
Search by Tax Code or Description.
Columns:
Remote ID,Number,Code(e.g., "VAT25", "ZERO"),Rate,Description,Created at,Deleted at.
VAT Codes
Has an "Include deleted" toggle.
Columns:
Remote ID,Number,Code,Rate,Description,Deleted at.
Payment Terms
Columns:
Remote ID,Name(e.g., "Net 30", "Due on receipt"),Created at,Updated at.
Purchase Orders
Has an "Include deleted" toggle.
Search by PO number.
Columns:
Remote ID,PO Number,Status(typically OPEN or CLOSED as reported by the ERP),Description(usually the associated vendor name),Amount(with currency, e.g., "56,442.00 USD"),Issued on,Created at,Updated at,Deleted at.If the sync hint shows "not yet synced" but records are visible in the table, see the Purchase Orders section above — the records are there, and this is expected behavior.
Custom Fields
Custom fields are the company-configured extra fields that appear on invoices and other documents. This tab shows the field definitions themselves, not the values entered against them.
Columns:
Label(field name as it appears in the UI),Type(text, dropdown, date, etc.),Options(for dropdown fields, a comma-separated list of allowed values; shows — for other types),Updated at.
FAQ - Frequently Asked Questions
The count in the Sync Hints bar does not match the number of rows I see. Why?
A few things can cause this, and they're all expected behavior:
Tax Codes and VAT Codes: The hints bar excludes soft-deleted records. Turn on "Include deleted" and you may see more rows than the count has.
Purchase Orders: The hints bar counts all POs. The table defaults to hiding deleted ones, so enabling "Include deleted" can surface additional rows.
Vendors: Vendors in the onboarding flow are excluded from the count. Some vendors visible elsewhere in Vic may not appear here.
The sync status shows "—" but there are records in the table. How did they get there?
The "—" status means the currently connected integration is not configured to sync that entity type — not that the records are missing or wrong. They got into Vic through a different channel: an import file, the public API, or a previous integration. The sync status only reflects whether your current active integration is expected to keep those records updated going forward.
"Synced 10 months ago" — does that mean the sync job has not run in 10 months?
Not necessarily. That timestamp reflects the most recently modified record of that type, not the last time the sync job ran. If you have 62 dimension records and none of them have changed in 10 months, you will see "10 months ago" even if the sync job ran this morning and confirmed everything was still current.
Are the timestamps in UTC or my local time?
The timestamps (Created at, Updated at, Deleted at, Issued on) display in your local browser timezone. The relative sync hint time ("synced X ago") is also based on your local clock. The underlying data lives in UTC on the backend.
Can I make changes from this page?
No — the Master Data page is read-only by design. If you find records that look incorrect or missing, your Vic.ai representative can help investigate and resolve discrepancies on the backend.