Difference between revisions of "Sage Integration Details"

Revision as of 10:21, 3 October 2022

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 files; a customer file and a transaction 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 transactions for the period are listed on screen. 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.

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 data 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 'sxdxsage.csv'

'sxdxsage.csv' - this file contains transaction details for the period i.e. Invoices and Credits. Payments will also be included, 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-20221003-1044'.

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 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 {{FilePath|sxdxsage.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.