Tradebox One was built from the ground up as a successor to, and replacement for, Tradebox Finance Manager. If you're an existing Tradebox Finance Manager user, your licence is fully transferable to Tradebox One at no additional cost.
When you're ready to migrate to Tradebox One, you may wish to upgrade your existing data. Upgrading data means your existing sales channels will come fully formed into Tradebox One, and Tradebox will store the last 60 days' worth of order numbers to prevent duplication, though you will still need to check your settings post-upgrade to make sure everything's configured the way you like it.
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.
- 'How do I run a download?' is the most common question we get from users who upgrade. So long as the pre-requisites are in place, Tradebox One is always active. The Data Service runs a list of tasks: download orders, check the details on them, post to Sage (if required), retrieve stock levels from Sage and upload to the marketplace (if required), mark orders as despatched on the marketplace (if required). Once that list is complete, it will start those same tasks again. So long as your data service is running and your channels are marked as Active, the order download will run as soon as often as it's able to.
- Channel Advisor, Paypal, and Amazon Japan sales channels are not supported in Tradebox One and will not be upgraded. (eBay channels still download some Paypal information, including Paypal fees that are tied to an eBay sale).
- Each Amazon sales channel handles either Amazon Merchant or Amazon FBA sales; a single sales channel handling a mix of seller-fulfilled and fulfilled-by-Amazon orders was previously possible in Finance Manager. Tradebox One uses the more reliable and full-featured Amazon Order API to connect and this necessitates each sales channel handling only self-fulfilled or FBA orders. Each sales channel only covers a single Amazon region marketplace e.g. UK or FR.
- Product Mapping can no longer be based on description in Tradebox One, it must be based on SKU.
- Tradebox can no longer automatically create product records in Sage as it downloads orders. Products must be created in Sage initially and then imported into Tradebox.
- Each SKU on your marketplace must be unique. For most platforms, the marketplace enforces this anyway. eBay and Shopify both allow for multiple product records to have the same SKU, but this is not supported by Tradebox. If you have non-unique SKUs on your marketplace, we suggest appending them SKU-1, SKU-2, SKU-3 etc to make them unique. The same holds true for variation listings and similar, each specific product must have its own SKU.
- For any channels that import via CSV file, net prices alone are not supported in Tradebox One. CSV files must either present a gross unit price as one field, or present a net unit price and a vat amount per unit as two separate fields.
- eBay 'lots' are no longer supported. Tradebox's quantity multiplier offers the same functionality so long as your SKUs (Custom Labels) are unique to the combination of item and quantity.
- In the past, we have taken commissions to add custom code to Finance Manager for specific users. No custom code will be retained in Tradebox One and we have no plans to offer bespoke changes going forward; Tradebox One is an off-the-shelf product. As and where we've judged some changes that were originally made bespoke to be beneficial to multiple users, we've added them as options for all users.
If any of the above changes affect you, 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 occasionally have a shorter limit than 60 days. This is not imposed by Tradebox or the platform itself but is a setting specific 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 the more up to date 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. Magento's documentation for their SOAP API is available here.
- 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 (this only applies to users who have been requesting their reports manually. If you already used MWS in Finanace Manager to automate report requests then the existing credentials will work though they may need refreshing).
- 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, Tradebox One requires two new user logons to be created in Sage (unlike Finance Manager which only required one). Before starting, you will need to go into Settings > Access Rights under the Manager logon in Sage and create the user TBUSER and the user TBSERVICE with full access.
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. Prior to upgrading, you must first check your version of Finance Manager and update it if applicable. This process takes only a few minutes.
Note - If you needed to update Finance Manager, make sure to check it's closed on all PC's following the update, before installing and launching Tradebox One.
Important: ensure you have a backup of both your Tradebox Finance Manager data and your Sage data before proceeding.
If you haven't done so already, you should now install Tradebox One; click here for the install files and guide. 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 applied 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.
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. At this point, 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. Choose whichever option describes the majority of your UK sales.
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.
You'll now be prompted that the data will be upgraded, click OK to begin the upgrade process. This can take some time if your Finance Manager dataset is large. Once the data is upgraded, if you've chosen Sage as your stock control method you'll see a message letting you know to import your products from Sage; we'll get to that in a moment.
Before opening for the first time, 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.
At this point, you'll have a few new applications running. The Tradebox Application Service will launch and should hide itself automatically after a few seconds. This application should always be running on any PC Tradebox is installed on.
If you've set the Tradebox Data Service to run, it will also launch. The Data Service window itself shows a mirror of the Logs screen in the main Tradebox UI; for most users we'd expect you to keep the data service hidden and running in the background; click the Hide button to minimise it to your system tray.
And finally, you'll have the main Tradebox One UI (user interface) . We don't create a shortcut by default, though you can always reopen the program from your Start menu in Windows > Applications/Programs > Tradebox > 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 in that folder and choose Create Shortcut.
Checking your settings and reconnecting to Sage
On first open, the program will load to the Channels screen. You should be able to see all your channels from Finance Manager that have now been created in Tradebox One. Feel free to have an explore of the different screens in our new UI. You'll notice your Orders list is empty for now; as part of the upgrade process Tradebox One has stored the last 60 days worth of orders from your Finance Manager to avoid any duplication, these are stored in the back end of the database but not visible to users.
Sage Product Import
If you've chosen to use Sage as your stock control system, you'll need to retrieve your product list from Sage.
Note - If you've chosen Tradebox stock control, you have a few options to build your product list, click here for details. If you've set stock control to None, skip this step.
To import products, go to Products > Import > Products. Choose the Source as Accounts, and leave the other criteria as their defaults.
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. Click OK to start the import.
Note - this process 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 between 2 and 20 minutes on two different PC's of different spec. You don't need to run the import from Sage right now, but it will need to be completed before Tradebox One can post any orders to Sage.
Each channel will initially be inactive, with both the Download and Upload functions switched off. We recommend that you open up each channel in turn (double-click a channel to open it. Make sure you always use the Save button to close a channel if you want to retain any changes) and go through them to check the settings before turning activating the channels. Please see the Channel Integration Guides section for detailed information on the settings specific to each channel.
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 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.
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 any limit of historic orders by date. As part of the upgrade from Finance Manager, Tradebox One has stored the order numbers from any orders dated within the last 60 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 60 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.
The paths to your existing Input and Output folders for each CSV channel will have been retained; so long as you've not also moved Tradebox to a new PC or made other environmental changes, these should work the same as they did in Finance Manager. If you point Tradebox to an FTP location to retrieve the order file, this will also be retained and unchanged. The constant-download nature of Tradebox One does mean that there's no need to fire off each download process by clicking a button; as soon as Tradebox One detects an order file in the Input folder or on the FTP it will attempt to download orders.
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.
Now within Tradebox One go to Channels > highlight the desired channel and click Edit, then go to the Sage 50 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 these steps to reconnect Sage for each sales channel.
Finally, we recommend stepping through the global settings. These are stored within the Configuration screen 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. Click for details.
Once you're done reviewing the Configuration screen, make sure to click Save in the lower right to retain any changes.
Okay, you're all set. The next thing to do is to go to your Channels list and Activate your channels to start bringing down some orders.