Difference between revisions of "Sage Integration Details"

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{{Review}}
 
 
== Summary ==
 
== 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.
+
You may choose to export your customers and sales transactions from Platinum, where SAGE is your accounting software.
  
−
{{Warning|text=The client must have the Document Export module sold to them in either case, to allow access to the relevant Report Generator variables}}
+
{{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 ==
−
=== System Parameters ===
+
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.
−
# In {{Menu|Reports and Parameters|Maintenance Options|System Administrator|Add or Edit Export Options}}, select the {{Tab|Sage}} tab.
 
−
# Against {{DataPrompt|Enabled}} select {{DataValue|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 {{DataPrompt|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 {{DataPrompt|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.
 
−
{{Note|text=
 
−
* Two system reports are issued as standard, {{DataValue|~ST}} for transactions, and {{DataValue|~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 ===
+
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.
−
# {{Menu|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 {{DataValue|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 {{Button|Preview}}.
 
−
#: This runs the relevant report for each transaction or payment in the log, appending each one in turn to {{FilePath|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 {{Button|Cancel}}, and come out of the program, make your changes, and return to step 1.
 
−
# If the report is satisfactory, click {{Button|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|text=
+
== Creating Export Files ==
−
* '''WARNING''' - It is '''VITAL''' that the {{FilePath|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.}}
+
Go to {{Menu|{{RP}}|Maintenance Options|Document Export - Hub}} or your custom menu button.  
  
−
== The Report Generator / Custom Menu Method ==
+
* {{DataPrompt|Period ending}} will display {{DataValue|Current period}}.
−
This article explains how to export the sales invoices and credits from Platinum, and then import them into Sage.
+
** 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.
  
−
=== More Information ===
+
{{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.}}  
−
{{Warning|text=
 
−
* '''Receipts''' - These are '''not''' imported; they are paid manually (into Sage) using the End of Day takings report printed from Platinum.}}
 
  
−
{{Note|text=
+
* Click {{Button|Preview}}.
−
* The reports are not installed as standard. Please {{SalesContact}} for further details.
+
* 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.
  
−
=== Platinum ===
+
* 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.
−
Go into {{Menu|Sage Exports}} menu.
 
−
* Run the reports below for the date range required.  
 
  
−
{{Warning|text=
+
* To create the Customer and Transaction files click {{Button|Confirm}}.
−
'''Be careful''' - Sage will let you import transactions twice, so you must ensure the date range has not already been updated!}}
+
* Click {{Button|Yes}} to confirm you wish to proceed with the file creation.
  
−
* Run the {{DataValue|Sage Customers - Platinum Expt}}
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{{Warning|text=Please note: '''This will not automatically import your data into SAGE.'''}}
−
* 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}}
 
  
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Go into {Menu|End of Day}} menu.
+
* Two files are created within your {{FilePath|<Platinum Installation Drive>\SX\SXCo *Company Data Folder* \Export}} folder e.g. {{FilePath|P:\SX\SXCo1\Export}}.
−
* Run the End of Day takings reports.
+
** {{DataValue|cus.csv}} - contains your customer records.
 +
** {{DataValue|sxdxsaget.csv}} - contains your transaction records.
 +
** {{DataValue|sxdxsagep.csv}} - contains your payment records.
  
−
=== Sage ===
+
{{Information|text=The transactions are now logged as having been exported to prevent them being included in the next export.}}
−
==== Customer Details ====
+
 
 +
== 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.
 +
 
 +
{{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.}}
 +
 
 +
=== File Structure ===
 +
The sections below detail the fields exported from your Platinum system.
 +
 
 +
==== Customer File {{DataValue|cus.csv}} ====
 +
{{DataValue|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.
 +
 
 +
{| 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
 +
|-
 +
|}
 +
 
 +
{{Tip|text=If the Customer Code exists in SAGE it will not create a new customer record.}}
 +
 
 +
==== 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.
 +
 
 +
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.
 +
 
 +
{| 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
 +
|-
 +
|}
 +
 
 +
 
 +
{{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.}}
 +
 
 +
{{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.}}
 +
 
 +
== 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 {{Menu|{{RP}}|Maintenance Options|Document Export - Hub}} or your custom menu button.
 +
 
 +
* Select the period to view or recreate from the {{DataPrompt|Period ending}} dropdown menu.
 +
* Click {{Button|Preview}}.
 +
** To exit without re-creating a file click {{Button|Cancel}}.
 +
** 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-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.}}
 +
 
 +
 
 +
== 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 {{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.
 +
 
 +
* 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.
 +
 
 +
* If the Transaction export report is {{DataValue|~SG}} you should specify the Sage Nominal Code in the {{DataPrompt|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.
 +
 
 +
{{Note|text='''Please note:''' -  If you reinstall SAGE or change a computer you may need to repeat the mapping process.}}
 +
 
 +
=== Importing Customer Details into SAGE ===
 +
{{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. }}
 +
 
 +
* Log in to SAGE.
 +
* 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 ====
+
If there are any errors, these will be reported in the information pane. Please review and address them if necessary.
−
* 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.
 
  
 
== 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}}
+
{{KB_Tags|accounts, sage, export, import, hub, document hub}}
−
{{KB_SL}}{{ZN_Admin}}{{Guide}}{{ZN_Accounts}}
+
{{Guide}}{{KB_SL}}{{ZN_Accounts}}{{ZN_Admin}}

Latest revision as of 08:33, 10 October 2023

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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Keywords AND Misspellings
accounts, sage, export, import, hub, document hub
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