Difference between revisions of "Sage Integration Details"

Revision as of 09:16, 20 August 2014

Summary

We have two methods for exporting transactions from Platinum to Sage. Using the Document Export - Sage options, which should be suitable in most cases; and using the Report Generator and custom menus, which are used by older clients and may be needed on new installations with more specialised requirements.

The client must have the Document Export module sold to them in either case, to allow access to the relevant Report Generator variables

The Document Export Method

System Parameters

In " Reports and Parameters Maintenance Options System Administrator Add or Edit Export Options", select the [Sage] tab.
Against "Enabled" select 'Yes'.
This will set Platinum to record transaction and payment details to a log which accumulates over time, and which gets rolled over each time you use the export option, so you can export as often or as rarely as you like, and the log will contain only transactions logged in Platinum since the last export.
Next you have the "Transaction report". This is mandatory, and specifies a report generator report which dictates the layout of each line of the csv file for Transactions to be imported into Sage.
Below this is the "Payment report". This is optional, and required only if you want to export payments from Platinum to Sage. Most customers I gather take care of their payments entirely within Sage, but the option is here if required. The reports are also separate because generally transactions are broken down by line, and payments by centre.

Two system reports are issued as standard, '~ST' for transactions, and '~SP' for Payments. These may be replaced by user reports customised to meet the requirements of the customer. You are encouraged to submit common variations to be issued as standard alongside these.

Exporting to Sage

" Reports and Parameters Maintenance Options Document Export - Hub" will take you to the Sage Export Option.
To put this option on a custom menu, the program to specify is 'SXPDX99'.
The dropdown here shows the date range of transactions recorded in the Current log file, and below this previous log files. These are retained in case you need to go back to a previous period for any reason.
Select the period you require, and click on [Preview].
This runs the relevant report for each transaction or payment in the log, appending each one in turn to 'SXDXSage.csv'.
Once the log has been read through in it's entirety you will be shown a list box showing the contents of each line split up into columns. As the report is completely configurable, the columns are numbered rather than named. This should enable you to easily see transactions where a centre code or account reference needs to be set, and back out to make the necessary adjustments before proceeding.
If you need to make changes, click [Cancel], and come out of the program, make your changes, and return to step 1.
If the report is satisfactory, click [Confirm]. The current Transaction log file will be renamed, appending the date range to the file name, and a new log commenced for your next export.
You may now proceed into Sage to import the csv file you have been previewing.

WARNING - It is VITAL that the 'SXDXSage.csv' file is only imported ONCE. If the import is ran with the same file more than this the transactions can be duplicated. This can be avoided by deleting or archiving the previously imported file.

The Report Generator / Custom Menu Method

This article explains how to export the sales invoices and credits from Platinum, and then import them into Sage.

More Information

Receipts - These are not imported; they are paid manually (into Sage) using the End of Day takings report printed from Platinum.

The reports are not installed as standard. Please Contact your Platinum dealer or our sales team on 0116 230 1500 or by using our website sales contact page for further details.

Platinum

Go into " Sage Exports" menu.

Run the reports below for the date range required.

Be careful - Sage will let you import transactions twice, so you must ensure the date range has not already been updated!

Run the 'Sage Customers - Platinum Expt'
Run the 'Sage Invoice V/Sale - Check'
Run the 'Sage Invoice V/Sale - Actual'
Run the 'Sage Invoice Stock - Check'
Run the 'Sage Invoice Stock - Actual'
Run the 'Sage Payments - Actual'

Go into " End of Day" menu.

Run the End of Day takings reports.

Sage

Customer Details

Click the [File] drop down menu.
Choose 'Import'.
Click 'Yes'.
Click 'Next'.
Choose 'Customer Records'
Click 'Next'.
Ensure '.csv' is checked.
Browse for your file.
Change the "look in" to the P: Drive.
Double click 'SAGE_CUST.CSV'.
Click 'Next'.
Click 'Load Map'.
Select 'Customer Record Map'.
Click 'Next'.
Click 'Finish'.
Click 'Close'.

This will import all the customer accounts information into Sage. If there are any errors, these will be reported in the information pane.

Please ensure for existing Sage customer records that you enter the Sage account code into the reference field on the Platinum Customer record; this will prevent the account being created twice in Sage.

Stock Invoices/Credits

Click the [File] drop down menu.
Choose 'Import'.
Click 'Yes'.
Click 'Next'.
Choose 'Audit Trail Transactions'.
Click 'Next'.
Ensure '.csv' is checked.
Browse for your file.
Change the "look in" to the P: Drive.
Double click 'SAGE_STOCK_IMP.CSV'.
Click 'Next'.
Click 'Load Map'.
Select 'Audit Trail Transactions'.
Click 'Next'.
Click 'Finish'.

This will import all the Stock transactions into Sage.

Vehicle Invoices/Credits

Click the [File] drop down menu.
Choose 'Import'.
Choose 'Audit Trail Transactions' -> 'Run'.
Change the "Look in" to P: Drive.
Double click 'SAGE_VS_IMP.CSV'

This will import all the Vehicle Sales transactions into Sage.

Posting the Payments

Click the [File] drop down menu.
Choose 'Import'.
Choose 'Audit Trail Transactions' -> 'Run'.
Change the "Look in" to P: Drive.
Double click 'SAGE_PAY_IMP.CSV'

Use the 'End of Day' report to check all the payments have been processed and that they have been allocated to the correct payment centre.

@@ Line 55: / Line 55: @@
 * Run the {{DataValue|Sage Payments - Actual}}
-Go into {Menu|End of Day}} menu.
+Go into {{Menu|End of Day}} menu.
 * Run the End of Day takings reports.