Sage Integration Details

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 will need the Document Export module in either case to allow access to the relevant Report Generator variables. 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 Document Export Method

Configuration

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 '~SP'.
- 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 support team on 0116 230 1500 or by using our website support contact page for advice as a customised report may be chargeable

.

To put the Document Export - Hub option on a custom menu, the program to specify is 'SXPDX99'.

Customer Settings

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

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.

Linking Sales Centres to Sage Nominal Codes

If you use report '~ST' you should ensure your Sales Centres in Platinum link to Nominal Codes that reflect the Nominal Codes you are using in Sage.

If you use report '~SG' you should specify the Sage Nominal Code in the "Revenue" field of your Sales Centres.

If you are unsure on which method to use please Contact your Platinum dealer or our support team on 0116 230 1500 or by using our website support contact page for advice.

Exporting Data to Sage

Go to " Reports & Settings Maintenance Options Document Export - Hub".

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.
Click [Preview].

The transactions for the period are listed on screen. Check the data shown as these details will be loaded into Sage.

- If you need to make changes to the data shown, e.g. to amend the customer reference field, click [Cancel]. Make your changes and repeat the steps above.

If the report is satisfactory, click [Confirm].
Click [Yes] to confirm you wish to proceed. This will not automatically import the data into SAGE.

The transactions will be logged as having been exported to prevent them being included in the next export.

Typically two files are created: 'CUS.CSV' - containing customers and 'SXDXSAGE.CSV' - containing transactions. The relevant files will be created within the '<Platinum Installation Drive>\SX\SXCO *Company Data Folder* \EXPORT' folder.
You may now proceed into Sage to import the Customer and Transaction files.

WARNING - It is VITAL that the '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.

File Mapping

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 Contact your Platinum dealer or our support team on 0116 230 1500 or by using our website support contact page 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

Log in to SAGE.

Click the [File] drop down menu.
Choose 'Import'.
Make sure no other copies of Sage are open. Choose whether you need 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 files please see the notes above for file mapping.
Click 'Next'.
Check the summary information then click 'Import' or '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.

Import Transaction File

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 'SXDXSAGE.CSV'.
Click 'Next'.
The 'Audit Trail Transactions Map' should be selected, if you have previously mapped the file (see above).
Click 'Next'.
Click 'Finish'.

This will import all the invoices and credits into Sage.

Viewing Previously Exported Files

Go to " Reports & Settings Maintenance Options Document Export - Hub".

To view a previously exported file select the period from the dropdown menu.
Click [Preview].
To avoid creating a new file click [Cancel].
- If you are viewing this file in order to import it 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-20181212-1354'.

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

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; you must enter these 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.

Unit 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 Unit 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.