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Upgrading Finance Manager to Tradebox One

If you are an existing Tradebox Finance Manager user, you may wish to upgrade your existing software to Tradebox One. Upgrading data means your existing sales channels will come fully formed into Tradebox One, and Tradebox will store the last 30 days' worth of order numbers to prevent duplication.

Before you start

Before you begin the upgrade process, it's important to know a few things:

  • This process is not reversible. Once the upgrade is complete, Tradebox Finance Manager will no longer be able to download orders or restore backups. You should take a backup of Finance Manager before closing it down to start the upgrade process and keep this somewhere safe.
  • Channel AdvisorPaypal, and Amazon Japan sales channels are not supported in Tradebox One and will not be upgraded. Additionally, for each Amazon marketplace Amazon Merchant and Amazon FBA orders MUST now be downloaded through two separate channels. If any of these changes affect you, please contact Tradebox Support to discuss your options.
  • Product Mapping can no longer be based on description in Tradebox One, it must be based on SKU. If you're currently mapping on description, please contact Tradebox Support to discuss your options.
  • Tradebox One allows data to be downloaded from the last 7 days up to a maximum of the last 60 days.
    • eBay is an exception as eBay's API only supplies 30 days of historic orders.
    • Any channels that run via CSV import, are an exception as these have no date restrictions, Tradebox reads whatever is in the file.
    • Magento, ekmPowershop and Bigcommerce stores may have a shorter limit than 60 days. This is not imposed by Tradebox or the platform itself but as a setting to your individual webstore. If you're unsure, check with your web developer.
  • Magento sales channels use a different type of connection in Tradebox One. We have moved from XML-RPC to v2 of Magento's SOAP API. The program's pre-upgrade check will test this for any existing Magento sales channels; you may need to involve your web developer if your site doesn't support SOAP connections already.
  • Amazon sales channels use a different type of connection in Tradebox One. We have moved from reading Amazon sales reports to a direct API connection. This requires you to set up Amazon MWS credentials (if you already used MWS in Finanace Manager to automate report requests then the existing credentials will work).
  • It is essential that all installations of Finance Manager are closed on all PC's before beginning the upgrade process. This will ensure that you avoid duplication of orders.
  • If you're integrating with Sage, one key difference between Finance Manager and Tradebox One is that where Finance Manager required one Sage logon, Tradebox One requires two. Before starting, you will need to go into Settings > Access Rights  under the Manager logon in Sage and set up the following users with full access: TBUSER and TBSERVICE.

The Upgrade Process

The upgrade of existing data must take place on a PC where Tradebox Finance Manager (v8.0.70213.0 or higher) is already installed. If you're running an earlier version, you must first update your version of Finance Manager to upgrade the data - that process takes only a few minutes.

If you haven't done so already, you should now install Tradebox One. When you open Tradebox One for the first time you will be presented with a logon box. The username is TBUSER and has no password. A password can be created later via Maintenance > Security.

  

You will then be asked to choose whether you want to install Tradebox as an entirely new program, or to use existing data. To upgrade, select the option 'Install Tradebox and upgrade the data from an existing Finance Manager Installation'.

upgrade_from_FM.PNG

Note for Magento users: Because Tradebox One uses a different mechanism to connect to Magento than Finance Manager, a working connection in Finance Manager doesn't guarantee it can connect in Tradebox One without intervention from your developer. Tradebox will perform a check before it begins the upgrade to make sure it can connect. If this is unsuccessful, you'll see a notification window pop up and the option to upgrade from Finance Manager will be greyed out. This ensures that you can still use Finance Manager while we work with your developers to get the connection working in Tradebox One. If your Magento test is unsuccessful, contact Tradebox Support for guidance.

Once you've chosen to upgrade, you will be asked to fill in some company details which were not previously stored in Finance Manager. To be able to use the full scope of Tradebox VAT settings, you will need to enter your VAT number.

The next screen deals with your VAT settings, whether you want stock control, and if so, where you want the products and stock levels to come from (Tradebox or your accounts package). See Inventory Choice for details. Note that the VAT setting is only a default and will be overridden by product if you sell a mix of VAT/Non-VAT goods and by regional settings for EU and Rest of World sales.

 Vat_and_inventory_choice.PNG

On the final screen, you will be asked to confirm that you understand how the Tradebox Data Service operates, and also the implications of the upgrade from Finance Manager to Tradebox One. Once you've read and agreed, click Finish.

upgrade_agreement.PNG

If you've chosen to use Sage as your stock control system, once the wizard completes Tradebox will retrieve your product information from Sage. You'll be prompted for a logon; this needs to be a logon that you've created with full access within Sage. Either the user logon or the service logon will suffice for this one-time process; see our configuring Sage guide for details.

Note - this may take some time. Many of our users have large product lists; we've timed an import of 1,000 product records from local Sage data at around 20 minutes though it's not as straightforward as extrapolating x seconds per product. If you wish to, it's fine to use the Cancel button to skip this step and set it running later via the import products from Sage routine. 

Sage_connection.PNG

After this, the data upgrade process will begin. This can take some time if your Finance Manager data is large. Once the data is upgraded, the program will inform you that the Tradebox Service needs to be set to run. If you run a standalone PC, say yes to this prompt. If you run Tradebox in a network environment, the PC or server that holds the database would normally be the one to control the service. See our guide to the data service for more details.

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At this point, you'll have a few new applications running. The Tradebox Application Service Application_Service.png will launch and should hide itself automatically after a few seconds. This application should always be running on any PC Tradebox is installed on.

Application_Service_Hide.PNG

If you've set the Tradebox Data Service Data_Service.png to run, it will also launch. Click the Hide button to minimise it to your system tray.

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And finally, you'll have the main Tradebox One UI (user interface) UI.png. We don't create a shortcut by default, though you can always reopen the program from your Start menu in Windows > Applications/Programs > Tradebox > UI.png Tradebox. You may wish to pin the program to your taskbar by right-clicking the icon there. If you'd rather have a desktop shortcut, go to Support within the program and click on the Program Folder; right-click Tradebox.exe UI.png in that folder and choose Create Shortcut.

 

Checking your settings and reconnecting to Sage

On first open, the program will load to the Orders screen. Although this screen is blank for now, Tradebox will have a record of the last 30 days' worth of order numbers from your Finance Manager which will prevent orders downloading into Sage for a second time. 

If you click on the Channels tab across the top, you will see all your channels from Finance Manager have now been created in Tradebox One. channels.PNG

Each channel will initially be inactive, with both the Download and Upload functions switched off. We recommend that you open up each channel and go through them to check the settings before turning on the Download and/or Upload options and activating the channels. Please see the Channel Integration Guides section for detailed information on the settings specific to each channel.

Magento channels

Tradebox One uses a different connection method to Finance Manager so it's important to test your connection after upgrading. Go to Channels > highlight the Magento channel and click Edit. In the Sales Channel Details page, use the test connection button Magento_test_connection_button_icon.PNG in the API Connection details section. 'A soap connection was successfully made to Magento' indicates a valid connection, otherwise you'll receive an error code indicating the problem with connecting via the new SOAP v2 method. Repeat the test for each Magento sales channel.

CSV channels

Applicable to all channel types except direct connections to: Amazon, Amazon FBA, eBay, Magento 1.x, ekmPowershop, Bigcommerce.
Applicable to Linnworks and ChannelGrabber channels even when handling orders for the aforementioned marketplaces.

If Tradebox imports orders from a CSV file, this process is not subject to the 30-day maximum download date set in the program's preferences. As part of the upgrade from Finance Manager, Tradebox One has stored the order numbers from any orders dated within the last 30 days, to prevent the same orders being downloaded again and duplicating in Sage. If the import files that your Tradebox reads contain orders older than 30 days, you may wish to put a block on orders prior to a given date from importing. To do this, go to Channels > highlight the CSV channel and click Edit. In the Sales Channel Details page, amend the Ignore Transactions Prior To date. Note - by default this is set at the last date that the CSV channel completed an order download in Finance Manager.

You also may wish to check your import file mapping. While the mapping (Tradebox's way of knowing which column in your file contains which information) has been upgraded from the mapping in Finance Manager, we have made some changes to the fields we can read and which of these are mandatory for a valid order import. To review your mapping, click on the Import File tab within the sales channel. If anything needs amending, click Edit Mapping, you'll then need to browse to an example of your order file so the program can read your file structure. You can then use the Column In File dropdown to highlight the appropriate column for the field you're mapping. For detailed instructions see our guide to mapping import files.

Reconnecting to Sage

The Sage connection details will have been stored for each sales channel as part of your upgrade. Now you simply need to log Tradebox One in to your Sage package. If you haven't amended your Sage logins already, you'll need to log in to Sage as the Manager username and go to Settings > Access Rights. Create two new users with Full Access - call them TBUSER and TBSERVICE.

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Now within Tradebox One go to Channels > highlight the desired channel and click Edit, then go to the Accounts tab. Choose the relevant Sage company from the dropdown box at the top, then click Connect to Sage. Once the program connects, it'll open the Postings tab of the Accounts link. From there you can check your settings for Sage posting; see our guide to Sage integration for a detailed breakdown of all the new & existing settings and options. When you're happy with your settings, click Save. Repeat the steps to reconnect Sage for each sales channel.

 

Global Settings

Finally, we recommend stepping through the global settings. These are stored within Configuration in the upper right of Tradebox One:

  • Company contains your details and logo for use on documents.
  • Currencies handles your exchange rates. If you set your own exchange rates, these won't have been retained from Finance Manager. Click for details.
  • Countries designates EU vs Rest of World status and is used for VAT rules. If you're VAT registered in additional countries, this screen controls your tax code overrides. These won't have been retained from Finance Manager.
  • Tax Rates controls the VAT treatments available within Tradebox One. These are mapped to Sage's Tax Codes within each channel. Click for details.
  • Preferences contains user settings that apply to the program as a whole. Click for details.
  • Maintenance contains tools that apply to your Tradebox database. This screen is also accessible at any time from the Maintenance shortcut in the upper right of Tradebox One. Click for details.
  • The Sage tab will only appear if you have at least one sales channel linked to Sage Accounts. It controls preferences for Tradebox's link to your Sage data. Any changes you made to Sage Field Mapping in Finance Manager won't have been retained so we recommend checking these settings and comparing the first orders Tradebox One raises in Sage to older ones for consistency.

Once you're done reviewing the Configuration screen, make sure to click Save in the lower right to retain any changes.

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