Difference between revisions of "Sage Integration Details"

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== Summary ==
 
== Summary ==
−
We have two methods for exporting transactions from Platinum to Sage. Using the Document Export - Hub option, 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.
+
You may choose to export your customers and sales transactions from Platinum, where SAGE is your accounting software.
  
−
{{Warning|text=You will need the Document Export module in either case to allow access to the relevant Report Generator variables. Please {{SalesContact}} for more information.}}
+
{{Warning|text=This option requires the Document Export module and configuration, installation and training to implement. Please {{SalesContact}} for more information.}}
  
−
== The Document Export Method ==
+
== More Information ==
−
=== Configuration ===
+
The export routine creates two/three files; a customer file, a transaction file and, if required, a payment file. You must import these files into your SAGE accounts package.
−
Go to {{Menu|{{PlatinumModuleSettings}}|Document Exports|Data Export Settings}}
+
 
−
* Select the {{Tab|Sage}} tab.
+
Please note: We do not support SAGE software. Advice and guidance, regarding the import and processing of these files within SAGE, should be sought from your SAGE support provider.
−
* At {{DataPrompt|Enabled}} select {{DataValue|Yes}}.
+
 
 +
== Creating Export Files ==
 +
Go to {{Menu|{{RP}}|Maintenance Options|Document Export - Hub}} or your custom menu button.
 +
 
 +
* {{DataPrompt|Period ending}} will display {{DataValue|Current period}}.
 +
** The system will detect the oldest item which has not previously been exported and display this date.
 +
** {{DataValue|Present}} refers to items dated to the {{DataPrompt|Transactions to}} field below.
 +
* {{DataPrompt|Transactions to}} will default to the previous day. You may amend this date if you wish e.g. to export a week at a time you may choose an earlier date than the default.
 +
 
 +
{{Tip|text=Transactions are logged as having been exported to prevent them being included in the next export file. This prevents duplicate entries in the current export file.}}
  
−
{{Note|text=Once this option has been enabled, each time you use the export option those transactions are flagged as having been exported. This ensures only new transactions are included in subsequent export files thus avoiding duplicating data.}}
+
* Click {{Button|Preview}}.
 +
* The invoices and credits for the period are listed on screen in the {{Tab|Transactions}} tab.
 +
* If required, the payments for the period are listed on screen in the {{Tab|Payments}} tab. Check the data shown for any errors or omissions. These details form the data you will be importing onto your SAGE accounts package.
  
−
* You have three settings to specify the reports which are to be used in each case.
+
* If you need to make changes to the data shown, e.g. to amend a customer reference code, click {{Button|Cancel}}. Make your changes then repeat the steps above.
−
** The {{DataPrompt|Customer Report}} is required to output the customers for whom transactions have been identified. The standard report code is {{DataValue|~SP}}.
 
−
** The {{DataPrompt|Transaction report}} is mandatory, and is used to output the transactions i.e. invoices and credits. The standard report code is {{DataValue|~ST}} to output a single line per item on the document or {{DataValue|~SG}} which outputs one line per centre and vat rate.
 
−
** The {{DataPrompt|Payment report}} is optional, and required only if you want to export payments from Platinum to Sage. Most customers should deal with payments entirely within Sage, but the option is here if required. The standard report code is {{DataValue|~SP}}
 
  
−
{{Note|text=The standard reports may be replaced by customised reports to meet the requirements of the customer. Please {{SupportContact}} for advice as a customised report may be chargeable}}.
+
* To create the Customer and Transaction files click {{Button|Confirm}}.
 +
* Click {{Button|Yes}} to confirm you wish to proceed with the file creation.
  
−
{{Note|text=To put the Document Export - Hub option on a custom menu, the program to specify is {{DataValue|SXPDX99}}.}}
+
{{Warning|text=Please note: '''This will not automatically import your data into SAGE.'''}}
  
−
==== Customer Settings ====
+
* Two files are created within your {{FilePath|<Platinum Installation Drive>\SX\SXCo *Company Data Folder* \Export}} folder e.g. {{FilePath|P:\SX\SXCo1\Export}}.
−
If have already created a customer within SAGE, you should enter their SAGE account code into the  [[Creating a New Customer/Supplier#Entering Basic Account Information|Reference]] field within their customer details in Platinum.
+
** {{DataValue|cus.csv}} - contains your customer records.
 +
** {{DataValue|sxdxsaget.csv}} - contains your transaction records.
 +
** {{DataValue|sxdxsagep.csv}} - contains your payment records.
  
−
When their details are exported SAGE will recognise their code. If no reference is entered and no matching code is found in SAGE, the SAGE import will assume a new customer record should be created.
+
{{Information|text=The transactions are now logged as having been exported to prevent them being included in the next export.}}
  
−
==== Linking Sales Centres to Sage Nominal Codes ====
+
== Importing into SAGE ==
−
* If you use report {{DataValue|~ST}} you should ensure your [[How do I Create a Sales or Purchase Centre?|Sales Centres]] in Platinum link to [[How do I Create a Nominal Code?|Nominal Codes]] that reflect the Nominal Codes you are using in Sage.
+
Please contact your SAGE support provider for guidance on importing the data, contained in the export files, into the SAGE system.
  
−
* If you use report {{DataValue|~SG}} you should specify the Sage Nominal Code in the {{DataPrompt|Revenue}} field of your Sales Centres.
+
If this is the first time of using the import option you will need to carry out initial mapping of the data files through the SAGE import tool. The section below illustrates the file structure within the export files to assist with this process.
  
−
If you are unsure on which method to use please {{SupportContact}} for advice.
+
{{Tip|text=Based on our limited knowledge of the SAGE product: When importing into SAGE you should always import the Customer (Customer Records) file followed by the Transaction (Audit Trail Transactions) File. This ensures any new customer records are created prior to importing transactions.}}
  
−
=== Exporting Data to Sage ===
+
=== File Structure ===
−
Go to {{Menu|{{RP}}|Maintenance Options|Document Export - Hub}}.
+
The sections below detail the fields exported from your Platinum system.
  
−
* The drop down menu will default to current transactions, i.e. transactions created since the last export file was created - up to yesterday's date.
+
==== Customer File {{DataValue|cus.csv}} ====
−
* Click {{Button|Preview}}.
+
{{DataValue|cus.csv}} - this file contains customer details for all customers included in the transaction file.
  
−
The transactions for the period are listed on screen. Check the data shown as these details will be loaded into Sage.
+
The file layout is described below. When importing this file into your Customer Records in SAGE you should ensure you map the import fields to the required columns.
  
−
** If you need to make changes to the data shown, e.g. to amend the customer reference field, click {{Button|Cancel}}. Make your changes and repeat the steps above.
+
{| border="1" cellpadding="2" cellspacing="1" width="100%"
 +
!width="10%"|A
 +
!width="10%"|B
 +
!width="10%"|C
 +
!width="10%"|D
 +
!width="10%"|E
 +
!width="10%"|F
 +
!width="10%"|G
 +
!width="10%"|H
 +
!width="10%"|I
 +
|-
 +
| Customer Code
 +
| Customer Name
 +
| Address Line 1
 +
| Address Line 2
 +
| Address Line 3
 +
| Address Line 4
 +
| Address Line 5
 +
| Main Telephone
 +
| Fax
 +
|-
 +
|}
  
−
* If the report is satisfactory, click {{Button|Confirm}}.
+
{{Tip|text=If the Customer Code exists in SAGE it will not create a new customer record.}}
−
* Click {{Button|Yes}} to confirm you wish to proceed. '''This will not automatically import the data into SAGE.'''
 
  
−
{{Information|text=The transactions will be logged as having been exported to prevent them being included in the next export.}}
+
==== Transaction File/Payment File {{DataValue|sxdxsaget.csv}}/{{DataValue|sxdxsagep.csv}} ====
 +
{{DataValue|sxdxsaget.csv}}/{{DataValue|sxdxsagep.csv}} - these files contain transaction details for the period i.e. Invoices, Credits and Payments, if configured as required.
  
−
* Typically two files are created: {{DataValue|CUS.CSV}} - containing customers and {{DataValue|SXDXSAGE.CSV}} - containing transactions. The relevant files will be created within the {{FilePath|<Platinum Installation Drive>\SX\SXCO *Company Data Folder* \EXPORT}} folder.
+
The file layout is described below. When importing this file into your Audit Trail Transactions in SAGE you should ensure you map the import fields to the required columns.
−
* You may now proceed into Sage to import the Customer and Transaction files.
 
  
−
{{Warning|text=* '''WARNING''' - It is '''VITAL''' that the {{FilePath|SXDXSage.csv}} file is only imported '''ONCE'''. If the import is run with the same file more than once, the transactions can be duplicated. This can be avoided by '''deleting''' or archiving the previously imported file.}}
+
{| border="1" cellpadding="2" cellspacing="1" width="100%"
 +
!width="10%"|A
 +
!width="10%"|B
 +
!width="5%"|C
 +
!width="5%"|D
 +
!width="10%"|E
 +
!width="10%"|F
 +
!width="10%"|G
 +
!width="5%"|H
 +
!width="5%"|I
 +
!width="10%"|J
 +
!width="10%"|K
 +
!width="10%"|L
 +
|-
 +
| Transaction Type
 +
| Customer Code
 +
| Nominal Code
 +
| ** Blank **
 +
| Date
 +
| Reference
 +
| Description
 +
| Nett
 +
| VAT
 +
| Comment
 +
| Employee
 +
| VAT Rate
 +
|-
 +
|}
  
−
==== File Mapping ====
+
{{Warning|text=* '''WARNING''' - The export files are overwritten each time the export process is used. It is very important to process the export and import routine in sequence to avoid importing the same file twice. If you duplicate transactions in your SAGE system you will need to speak to your SAGE support team for guidance on how to remove the duplicate items.}}
−
{{Information|text=The first time you import transactions into Sage you will need to create a file mapping. This matches your file to the relevant fields in Sage e.g. customer code, date, document number etc. Please {{SupportContact}} for assistance with your first Sage Import. Once the files have been mapped you should not need to repeat the process unless you update or reinstall Sage.}}
 
  
−
==== Import Customer Details ====
+
{{Tip|text=To avoid the possibility of importing the same file we would suggest once you have imported the data you rename, or move to a suitable folder, the files from within the Export folder.}}
−
Log in to SAGE.
 
−
* Click the {{Button|File}} drop down menu.
 
−
* Choose {{DataValue|Import}}.
 
−
* Make sure no other copies of Sage are open. Choose whether you need to backup your Sage data.
 
−
* Choose {{DataValue|Customer Records}}
 
−
* Click {{DataValue|Next}}.
 
−
* Ensure {{DataValue|.csv}} is checked.
 
−
* Browse for your file in the {{FilePath|<Platinum Installation Drive>\SX\SXCO *Company Data Folder* \EXPORT}} folder.
 
−
** Double click {{FilePath|CUS.CSV}}.
 
−
* Click {{DataValue|Next}}.
 
−
* The {{DataValue|Customer Record Map}} should be selected. If this is the first time you have imported files please see the notes above for file mapping.
 
−
* Click {{DataValue|Next}}.
 
−
* Check the summary information then click {{DataValue|Import}} or {{DataValue|Finish}}.
 
−
* Click {{DataValue|Close}}.
 
−
This will import all the customer accounts information into Sage.
 
−
If there are any errors, these will be reported in the information pane.
 
  
−
==== Import Transaction File ====
+
== Viewing/Recreating Previously Exported Files ==
−
* Repeat the steps above selecting {{DataValue|Audit Trail Transactions}} as the import type.
+
You may view previously exported files for reference or to recreate a file e.g. to re-import into SAGE if you have had to revert to a backup of their system.
−
* Click {{DataValue|Next}}.
 
−
* Ensure {{DataValue|.csv}} is checked.
 
−
* Browse for your file in the {{FilePath|<Platinum Installation Drive>\SX\SXCO *Company Data Folder* \EXPORT}} folder.
 
−
* Double click {{FilePath|SXDXSAGE.CSV}}.
 
−
* Click {{DataValue|Next}}.
 
−
* The {{DataValue|Audit Trail Transactions Map}} should be selected, if you have previously mapped the file (see above).
 
−
* Click {{DataValue|Next}}.
 
−
* Click {{DataValue|Finish}}.
 
−
This will import all the invoices and credits into Sage.
 
  
−
=== Viewing Previously Exported Files ===
+
Go to {{Menu|{{RP}}|Maintenance Options|Document Export - Hub}} or your custom menu button.
−
Go to {{Menu|{{RP}}|Maintenance Options|Document Export - Hub}}.
 
  
−
* To view a previously exported file select the period from the dropdown menu.
+
* Select the period to view or recreate from the {{DataPrompt|Period ending}} dropdown menu.
 
* Click {{Button|Preview}}.
 
* Click {{Button|Preview}}.
−
* To avoid creating a new file click {{Button|Cancel}}.
+
** To exit without re-creating a file click {{Button|Cancel}}.
−
** If you are viewing this file in order to import it into SAGE click {{Button|Confirm}}.
+
** To create a file in order to import transactions into SAGE click {{Button|Confirm}}.
−
** The files created will be called {{DataValue|CUS.CSV}} and {{DataValue|SXDXSAGE}} plus the date and time the original file was created e.g. {{DataValue|SXDXSAGE-20181212-1354}}.
+
** The files created will be called {{DataValue|cus.csv}} and {{DataValue|sxdxsage-}} plus the date and time the original file was created e.g. {{DataValue|sxdxsage-20221003-1044t}}.
  
 
{{Warning|text=Please use caution when viewing a previous file. If you choose to create a new csv file from the data be aware that Sage will allow you to import the same transactions more than once.}}
 
{{Warning|text=Please use caution when viewing a previous file. If you choose to create a new csv file from the data be aware that Sage will allow you to import the same transactions more than once.}}
  
−
== The Report Generator / Custom Menu Method ==
+
== Reference Only ==
−
This article explains how to export the sales invoices and credits from Platinum, and then import them into Sage.
+
The option to export to SAGE is subject to a configuration, installation and training session with a member of the Professional Services team. Please {{SalesContact}} for more information.
 +
 
 +
The below sections provide guidance and detail about the export routine and should not be considered a user guide to configuration.
 +
 
 +
=== Settings ===
 +
Go to {{Menu|{{PlatinumModuleSettings}}|Document Exports|Data Export Settings}}
 +
* Select the {{Tab|Sage}} tab.
 +
* At {{DataPrompt|Enabled}} select {{DataValue|Yes}}.
 +
 
 +
{{Note|text=Once this option has been enabled, each time you use the export option those transactions are flagged as having been exported. This ensures only new transactions are included in subsequent export files thus avoiding duplicating data.}}
 +
 
 +
* You have three settings to specify the reports which are to be used in each case.
 +
** The {{DataPrompt|Customer Report}} is required to output the customers for whom transactions have been identified. The standard report code is {{DataValue|~SA}}.
 +
** The {{DataPrompt|Transaction report}} is mandatory, and is used to output the transactions i.e. invoices and credits. The standard report code is {{DataValue|~ST}} to output a single line per item on the document or {{DataValue|~SG}} which outputs one line per centre and vat rate.
 +
** The {{DataPrompt|Payment report}} is optional, and required only if you want to export payments from Platinum to SAGE. Most customers should deal with payments entirely within SAGE, but the option is here if required. The standard report code is {{DataValue|~SP}}
 +
 
 +
{{Note|text=The standard reports may be replaced by customised reports to meet the requirements of the customer.  Please {{SalesContact}} for advice as a customised report will be chargeable and is dependant on the requirements being achievable.}}
 +
 
 +
{{Note|text=For ease of use you may wish to add the {{Button|Document Export - Hub}} option to a custom menu e.g. to an Accounts menu. If so please see [[Adding options to custom menus|this]] article. The program is {{DataValue|SXPDX99}}.}}
 +
 
 +
=== Customer Records ===
 +
If you have previously created a customer within SAGE, you should enter their SAGE account code into the  [[Creating a new customer or supplier#Entering Basic Account Information|Reference]] field within their customer details in Platinum.
 +
 
 +
The {{DataPrompt|Customer Code}}, within both the Customer and Transaction files, will output this field unless blank. If blank it will output the Platinum Account Code.
 +
 
 +
When you import the customer records into SAGE it should recognise their code. If no matching code is found in SAGE, the import will assume a new customer record should be created.
 +
 
 +
=== Linking Sales Centres to Sage Nominal Codes ===
 +
The Transaction file contains a column to contain the SAGE nominal centre. This column is populated based on information within your Sales Centre in Platinum.
  
−
=== More Information ===
+
* If the Transaction export report is {{DataValue|~ST}} you should ensure your [[How do I create a sales or purchase centre?|Sales Centres]] in Platinum link to [[How do I create a nominal code?|Nominal Codes]] that reflect the Nominal Codes you are using in Sage.
−
{{Warning|text=* '''Receipts''' - These are '''not''' imported; you must enter these manually into Sage using the End of Day takings report printed from Platinum.}}
 
  
−
{{Note|text=The reports are not installed as standard. Please {{SalesContact}} for further details.}}
+
* If the Transaction export report is {{DataValue|~SG}} you should specify the Sage Nominal Code in the {{DataPrompt|Revenue}} field of your Sales Centres.
  
−
=== Platinum ===
+
=== File Mapping ===
−
Go into {{Menu|Sage Exports}} menu.
+
The first time you import transactions into SAGE you will need to map the import file.
−
* Run the reports below for the date range required.
 
  
−
{{Warning|text='''Be careful''' - Sage will let you import transactions twice, so you must ensure the date range has not already been updated!}}
+
This process matches the content of the exported files to the relevant fields within SAGE e.g. customer code, date etc. Please contact your SAGE support provider for assistance using this option.
  
−
* Run the {{DataValue|Sage Customers - Platinum Expt}}
+
{{Note|text='''Please note:''' - If you reinstall SAGE or change a computer you may need to repeat the mapping process.}}
−
* Run the {{DataValue|Sage Invoice V/Sale - Check}}
 
−
* Run the {{DataValue|Sage Invoice V/Sale - Actual}}
 
−
* Run the {{DataValue|Sage Invoice Stock - Check}}
 
−
* Run the {{DataValue|Sage Invoice Stock - Actual}}
 
−
* Run the {{DataValue|Sage Payments - Actual}}
 
  
−
Go into {{Menu|End of Day}} menu.
+
=== Importing Customer Details into SAGE ===
−
* Run the End of Day takings reports.
+
{{Warning|text=The below steps are based on our limited knowledge of the SAGE product and should not be relied upon as for guidance. You should always refer to your SAGE support team for any queries regarding importing data into the SAGE product. }}
  
−
=== Sage ===
+
* Log in to SAGE.
−
==== Customer Details ====
+
* Ensure you have backed up their product and that all other users have exited the system.
 
* Click the {{Button|File}} drop down menu.
 
* Click the {{Button|File}} drop down menu.
 
* Choose {{DataValue|Import}}.
 
* Choose {{DataValue|Import}}.
−
* Click {{DataValue|Yes}}.
+
* Choose whether you wish to backup your SAGE data.
−
* Click {{DataValue|Next}}.
 
 
* Choose {{DataValue|Customer Records}}
 
* Choose {{DataValue|Customer Records}}
 
* Click {{DataValue|Next}}.
 
* Click {{DataValue|Next}}.
 
* Ensure {{DataValue|.csv}} is checked.
 
* Ensure {{DataValue|.csv}} is checked.
−
* Browse for your file.
+
* Browse for your file in the {{FilePath|<Platinum Installation Drive>\SX\SXCo *Company Data Folder* \EXPORT}} folder.
−
* Change the {{DataPrompt|look in}} to the P: Drive.
+
** Double click {{FilePath|cus.csv}}.
−
* Double click {{FilePath|SAGE_CUST.CSV}}.
 
 
* Click {{DataValue|Next}}.
 
* Click {{DataValue|Next}}.
−
* Click {{DataValue|Load Map}}.
+
* The {{DataValue|Customer Record Map}} should be selected. If this is the first time you have imported a Customer Record file, or you have made changes which require you to re-map the file, please refer to the notes in the previous sections regarding [[Sage Integration Details#File Structure|File Structure]].
−
* Select {{DataValue|Customer Record Map}}.
 
 
* Click {{DataValue|Next}}.
 
* Click {{DataValue|Next}}.
−
* Click {{DataValue|Finish}}.
+
* Check the summary information then click {{DataValue|Import}} or {{DataValue|Finish}}.
 
* Click {{DataValue|Close}}.
 
* Click {{DataValue|Close}}.
−
This will import all the customer accounts information into Sage.
+
This will create new customer records where a matching Customer Code is not found in your SAGE system
−
If there are any errors, these will be reported in the information pane.
 
  
−
{{Note|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.}}
+
If there are any errors, these will be reported in the information pane. Please review and address them if necessary.
  
−
==== Stock Invoices/Credits ====
+
=== Importing Transaction/Payment File into SAGE ===
−
* Click the {{Button|File}} drop down menu.
+
* Repeat the steps above selecting {{DataValue|Audit Trail Transactions}} as the import type.
−
* Choose {{DataValue|Import}}.
 
−
* Click {{DataValue|Yes}}.
 
−
* Click {{DataValue|Next}}.
 
−
* Choose {{DataValue|Audit Trail Transactions}}.
 
 
* Click {{DataValue|Next}}.
 
* Click {{DataValue|Next}}.
 
* Ensure {{DataValue|.csv}} is checked.
 
* Ensure {{DataValue|.csv}} is checked.
−
* Browse for your file.
+
* Browse for your file in the {{FilePath|<Platinum Installation Drive>\SX\SXCo *Company Data Folder* \EXPORT}} folder.
−
* Change the {{DataPrompt|look in}} to the P: Drive.
+
* Double click {{FilePath|sxdxsaget.csv}} or {{FilePath|sxdxsagep.csv}}
−
* Double click {{FilePath|SAGE_STOCK_IMP.CSV}}.
 
 
* Click {{DataValue|Next}}.
 
* Click {{DataValue|Next}}.
−
* Click {{DataValue|Load Map}}.
+
* The {{DataValue|Audit Trail Transactions Map}} should be selected. If this is the first time you have imported a Transaction file, or you have made changes which require you to re-map the file, please refer to the notes in the previous sections regarding [[Sage Integration Details#File Structure|File Structure]].
−
* Select {{DataValue|Audit Trail Transactions}}.
 
 
* Click {{DataValue|Next}}.
 
* Click {{DataValue|Next}}.
 
* Click {{DataValue|Finish}}.
 
* Click {{DataValue|Finish}}.
−
This will import all the Stock transactions into Sage.
+
This will import your transactions into SAGE.
−
 
 
−
==== Vehicle Invoices/Credits ====
 
−
* Click the {{Button|File}} drop down menu.
 
−
* Choose {{DataValue|Import}}.
 
−
* Choose {{DataValue|Audit Trail Transactions}} -> {{DataValue|Run}}.
 
−
* Change the {{DataPrompt|Look in}} to P: Drive.
 
−
* Double click {{FilePath|SAGE_VS_IMP.CSV}}
 
−
This will import all the Vehicle Sales transactions into Sage.
 
−
 
 
−
==== Posting the Payments ====
 
−
* Click the {{Button|File}} drop down menu.
 
−
* Choose {{DataValue|Import}}.
 
−
* Choose {{DataValue|Audit Trail Transactions}} -> {{DataValue|Run}}.
 
−
* Change the {{DataPrompt|Look in}} to P: Drive.
 
−
* Double click {{FilePath|SAGE_PAY_IMP.CSV}}
 
  
−
* Use the {{DataValue|End of Day}} report to check all the payments have been processed and that they have been allocated to the correct payment centre.
+
If there are any errors, these will be reported in the information pane. Please review and address them if necessary.
  
 
== See also ==
 
== See also ==
 
* [[Platinum Links]]
 
* [[Platinum Links]]
−
* [[Recommended Accounting Routines]]
+
* [[Recommended accounting routines]]
 +
* [[Adding options to custom menus]]
  
 
{{KB_Tags|accounts, sage, export, import, hub, document hub}}
 
{{KB_Tags|accounts, sage, export, import, hub, document hub}}
 
{{Guide}}{{KB_SL}}{{ZN_Accounts}}{{ZN_Admin}}
 
{{Guide}}{{KB_SL}}{{ZN_Accounts}}{{ZN_Admin}}

Latest revision as of 13:58, 8 July 2024

Summary

You may choose to export your customers and sales transactions from Platinum, where SAGE is your accounting software.

This option requires the Document Export module and configuration, installation and training to implement. Please Contact your Platinum dealer or our sales team on 0116 230 1500 or by using our website sales contact page for more information.

More Information

The export routine creates two/three files; a customer file, a transaction file and, if required, a payment file. You must import these files into your SAGE accounts package.

Please note: We do not support SAGE software. Advice and guidance, regarding the import and processing of these files within SAGE, should be sought from your SAGE support provider.

Creating Export Files

Go to " Reports & Settings Maintenance Options Document Export - Hub" or your custom menu button.

  • "Period ending" will display 'Current period'.
    • The system will detect the oldest item which has not previously been exported and display this date.
    • 'Present' refers to items dated to the "Transactions to" field below.
  • "Transactions to" will default to the previous day. You may amend this date if you wish e.g. to export a week at a time you may choose an earlier date than the default.
Transactions are logged as having been exported to prevent them being included in the next export file. This prevents duplicate entries in the current export file.
  • Click [Preview].
  • The invoices and credits for the period are listed on screen in the [Transactions] tab.
  • If required, the payments for the period are listed on screen in the [Payments] tab. Check the data shown for any errors or omissions. These details form the data you will be importing onto your SAGE accounts package.
  • If you need to make changes to the data shown, e.g. to amend a customer reference code, click [Cancel]. Make your changes then repeat the steps above.
  • To create the Customer and Transaction files click [Confirm].
  • Click [Yes] to confirm you wish to proceed with the file creation.
Please note: This will not automatically import your data into SAGE.
  • Two files are created within your '<Platinum Installation Drive>\SX\SXCo *Company Data Folder* \Export' folder e.g. 'P:\SX\SXCo1\Export'.
    • 'cus.csv' - contains your customer records.
    • 'sxdxsaget.csv' - contains your transaction records.
    • 'sxdxsagep.csv' - contains your payment records.
The transactions are now logged as having been exported to prevent them being included in the next export.

Importing into SAGE

Please contact your SAGE support provider for guidance on importing the data, contained in the export files, into the SAGE system.

If this is the first time of using the import option you will need to carry out initial mapping of the data files through the SAGE import tool. The section below illustrates the file structure within the export files to assist with this process.

Based on our limited knowledge of the SAGE product: When importing into SAGE you should always import the Customer (Customer Records) file followed by the Transaction (Audit Trail Transactions) File. This ensures any new customer records are created prior to importing transactions.

File Structure

The sections below detail the fields exported from your Platinum system.

Customer File 'cus.csv'

'cus.csv' - this file contains customer details for all customers included in the transaction file.

The file layout is described below. When importing this file into your Customer Records in SAGE you should ensure you map the import fields to the required columns.

A B C D E F G H I
Customer Code Customer Name Address Line 1 Address Line 2 Address Line 3 Address Line 4 Address Line 5 Main Telephone Fax
If the Customer Code exists in SAGE it will not create a new customer record.

Transaction File/Payment File 'sxdxsaget.csv'/'sxdxsagep.csv'

'sxdxsaget.csv'/'sxdxsagep.csv' - these files contain transaction details for the period i.e. Invoices, Credits and Payments, if configured as required.

The file layout is described below. When importing this file into your Audit Trail Transactions in SAGE you should ensure you map the import fields to the required columns.

A B C D E F G H I J K L
Transaction Type Customer Code Nominal Code ** Blank ** Date Reference Description Nett VAT Comment Employee VAT Rate
  • WARNING - The export files are overwritten each time the export process is used. It is very important to process the export and import routine in sequence to avoid importing the same file twice. If you duplicate transactions in your SAGE system you will need to speak to your SAGE support team for guidance on how to remove the duplicate items.
To avoid the possibility of importing the same file we would suggest once you have imported the data you rename, or move to a suitable folder, the files from within the Export folder.

Viewing/Recreating Previously Exported Files

You may view previously exported files for reference or to recreate a file e.g. to re-import into SAGE if you have had to revert to a backup of their system.

Go to " Reports & Settings Maintenance Options Document Export - Hub" or your custom menu button.

  • Select the period to view or recreate from the "Period ending" dropdown menu.
  • Click [Preview].
    • To exit without re-creating a file click [Cancel].
    • To create a file in order to import transactions into SAGE click [Confirm].
    • The files created will be called 'cus.csv' and 'sxdxsage-' plus the date and time the original file was created e.g. 'sxdxsage-20221003-1044t'.
Please use caution when viewing a previous file. If you choose to create a new csv file from the data be aware that Sage will allow you to import the same transactions more than once.

Reference Only

The option to export to SAGE is subject to a configuration, installation and training session with a member of the Professional Services team. Please Contact your Platinum dealer or our sales team on 0116 230 1500 or by using our website sales contact page for more information.

The below sections provide guidance and detail about the export routine and should not be considered a user guide to configuration.

Settings

Go to " " Reports & Settings Maintenance Options System Administrator Module Settings" Document Exports Data Export Settings"

  • Select the [Sage] tab.
  • At "Enabled" select 'Yes'.
Once this option has been enabled, each time you use the export option those transactions are flagged as having been exported. This ensures only new transactions are included in subsequent export files thus avoiding duplicating data.
  • You have three settings to specify the reports which are to be used in each case.
    • The "Customer Report" is required to output the customers for whom transactions have been identified. The standard report code is '~SA'.
    • The "Transaction report" is mandatory, and is used to output the transactions i.e. invoices and credits. The standard report code is '~ST' to output a single line per item on the document or '~SG' which outputs one line per centre and vat rate.
    • The "Payment report" is optional, and required only if you want to export payments from Platinum to SAGE. Most customers should deal with payments entirely within SAGE, but the option is here if required. The standard report code is '~SP'
The standard reports may be replaced by customised reports to meet the requirements of the customer. Please Contact your Platinum dealer or our sales team on 0116 230 1500 or by using our website sales contact page for advice as a customised report will be chargeable and is dependant on the requirements being achievable.
For ease of use you may wish to add the [Document Export - Hub] option to a custom menu e.g. to an Accounts menu. If so please see this article. The program is 'SXPDX99'.

Customer Records

If you have previously created a customer within SAGE, you should enter their SAGE account code into the Reference field within their customer details in Platinum.

The "Customer Code", within both the Customer and Transaction files, will output this field unless blank. If blank it will output the Platinum Account Code.

When you import the customer records into SAGE it should recognise their code. If no matching code is found in SAGE, the import will assume a new customer record should be created.

Linking Sales Centres to Sage Nominal Codes

The Transaction file contains a column to contain the SAGE nominal centre. This column is populated based on information within your Sales Centre in Platinum.

  • If the Transaction export report is '~ST' you should ensure your Sales Centres in Platinum link to Nominal Codes that reflect the Nominal Codes you are using in Sage.
  • If the Transaction export report is '~SG' you should specify the Sage Nominal Code in the "Revenue" field of your Sales Centres.

File Mapping

The first time you import transactions into SAGE you will need to map the import file.

This process matches the content of the exported files to the relevant fields within SAGE e.g. customer code, date etc. Please contact your SAGE support provider for assistance using this option.

Please note: - If you reinstall SAGE or change a computer you may need to repeat the mapping process.

Importing Customer Details into SAGE

The below steps are based on our limited knowledge of the SAGE product and should not be relied upon as for guidance. You should always refer to your SAGE support team for any queries regarding importing data into the SAGE product.
  • Log in to SAGE.
  • Ensure you have backed up their product and that all other users have exited the system.
  • Click the [File] drop down menu.
  • Choose 'Import'.
  • Choose whether you wish to backup your SAGE data.
  • Choose 'Customer Records'
  • Click 'Next'.
  • Ensure '.csv' is checked.
  • Browse for your file in the '<Platinum Installation Drive>\SX\SXCo *Company Data Folder* \EXPORT' folder.
    • Double click 'cus.csv'.
  • Click 'Next'.
  • The 'Customer Record Map' should be selected. If this is the first time you have imported a Customer Record file, or you have made changes which require you to re-map the file, please refer to the notes in the previous sections regarding File Structure.
  • Click 'Next'.
  • Check the summary information then click 'Import' or 'Finish'.
  • Click 'Close'.

This will create new customer records where a matching Customer Code is not found in your SAGE system

If there are any errors, these will be reported in the information pane. Please review and address them if necessary.

Importing Transaction/Payment File into SAGE

  • Repeat the steps above selecting 'Audit Trail Transactions' as the import type.
  • Click 'Next'.
  • Ensure '.csv' is checked.
  • Browse for your file in the '<Platinum Installation Drive>\SX\SXCo *Company Data Folder* \EXPORT' folder.
  • Double click 'sxdxsaget.csv' or 'sxdxsagep.csv'
  • Click 'Next'.
  • The 'Audit Trail Transactions Map' should be selected. If this is the first time you have imported a Transaction file, or you have made changes which require you to re-map the file, please refer to the notes in the previous sections regarding File Structure.
  • Click 'Next'.
  • Click 'Finish'.

This will import your transactions into SAGE.

If there are any errors, these will be reported in the information pane. Please review and address them if necessary.

See also


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