The link with Sage sits in each sales channel integration you have created in the software. Before linking Sage with Tradebox you will need to:
- Create your Sales Channel(s) (integration with eBay, Amazon, Websites etc)
- Configure Sage for use with Tradebox
The Sage Accounts Link is created and configured in each individual Sales Channel, allowing each channel's data to be passed to Sage on a channel by channel basis. Within the sales channel list, the Accounts Link icon will be ticked or blank to indicate which channels have been linked to Sage.
This article covers setting up an accounts link to post orders individually into Sage's invoice list or sales order list. This accounts link will always create one invoice or one sales order in Sage per each online order. For a guide to summarising multiple orders into fewer financial transactions and posting these directly to your ledgers, click here instead.
Before setting up your first Accounts link, make sure your accounts software in Configuration > Preferences > Accounts Software is set to Sage 50. This covers Sage 50, Sage 50 Professional, Sage 50C, Sage 50 Essentials and Sage Instant Accounts.
To set up a link to Sage, double-click on the sales channel and select Accounts.
In this screen you'll choose the Sage Company you want to connect to from the dropdown at the top of the screen. Tradebox will attempt to find your Sage company by reading your Sage company file, if it can't then you'll see a prompt to browse for the data; click the icon and browse to the setup.dta file in your Accdata folder of the Sage data directory - you can check this via Help > About in Sage. The connection will work the same regardless whether Tradebox automatically finds the Sage data or you have to browse for it.
You should have created the logons names specifically for Tradebox One; TBUSER in the Company Selection section and TBSERVICE in the Service Logon section. If you assigned passwords to those logons in Sage, enter those now. Click Connect to Sage.
You're now in the Accounts Link setup wizard which starts in the Postings page. Use Next and Back in the lower right of the screen to navigate through the wizard.
Many of the settings in the Postings page won't be relevant to every business. We'd expect every user at a minimum to review their Create Sales As and Don't Post Orders Dated Prior to settings, as well as the Sage Posting Currency if the channel imports foreign currency orders.
If your sales channel is set up in a currency other than GBP, you have the choice of posting to Sage in that currency or converting to GBP. Please note that choosing to post in a foreign currency requires you to have Foreign Trader enabled in Sage and to have customer and bank accounts set up in that currency. See our guide to Multi-currency processing in Tradebox One for details. Once the accounts link has been set up, the posting currency is locked and cannot be amended without deleting and recreating the accounts link.
Create Sales As: Tradebox can post your sales into Sage as either Service Invoices, Product Invoices or Sales Orders, depending on your requirements. See this flowchart for guidance on choosing.
The fourth option, Summary Entries is explained here; for the guide to setting up your accounts link for Summary Entries click here.
Your Create Sales As choice will impact on the options available to you throughout the rest of the accounts link; any options that don't apply to your type of sales posting will be greyed out.
Post Receipts As:
- None - all orders will be posted to Sage outstanding, with nothing posted to the bank. A user will need to pay the invoices off later by raising customer receipts in Sage.
- Sales Receipts (SR) - Tradebox will populate the Payment tab of the Sage invoice. When you update ledgers, this will raise the SI (sales invoice transaction) and pay it off with the SR transaction at the same time; the SR automatically allocates to the SI so there's nothing left outstanding.
- Sales Payments on Account (SA) - Only available if you're posting Sales Orders. Tradebox will populate the payment tab of the Sales Order and raise an outstanding payment on account, this can later be allocated to the SI transaction by a user.
If you're raising SR's or SA's, you'll choose the bank(s) to be used later in the wizard.
Note - If raising Sales Orders, your payment type will default to SA. If you ever part-despatch your sales orders, SR is not a valid option.
If you always fully despatch your sales orders in Sage, you can set this to SR and have the payment automatically allocated. Attempting to part-despatch a sales order created with the SR setting will cause the receipt transaction to raise in full with each partial despatch, leading to duplicate receipts and causing issues.
Note - SR is not available with sales orders if running Sage v20 or earlier; as a workaround use SA and allocate the payments later.
Department: If left blank, Tradebox will use the department from each product record or the Sage default department (for service invoices). If you wish all invoices/orders created by this channel to use the same Department, choose it from the drop-down. Click here for detailed information on nominal and department settings.
Invoice/Order Date: The date that will appear on the invoice or sales order. There is a choice of Date Order Placed, Paid, Shipped or Downloaded. Some marketplaces do not supply all date variations.
Default Carrier: If you have couriers set up in Sage's Settings > Internet Resources, a default can be set up here which will appear in the Courier field on the Sage invoice/sales order.
Carriage Department: Set a default Department for carriage to post to in Sage. Will only impact if using nominals rather than products for carriage, covered in the Shipping section below.
Global Postings (optional): If used, these details will override all other settings including information normally taken from the product record. Sage's Global Details section is designed to bounce all item lines on an invoice or sales order down to a single transaction when it's updated to ledgers; if you're happy for each item on a 30-line order to be processed using the same nominal code, department and tax code, you can keep your audit trail and activity screens tidy by amalgamating into a single ledger transaction. Global becomes active if the Nominal Code in this section is set; a global posting is valid with blank Details, and a blank Department will use the default department. If you activate global by setting the Nominal Code, the details and/or department will be used if populated, the selected Tax Code will also be used for every transaction.
To turn off global postings if activated in error, use the icon next to Nominal Code and Department.
Note - use of the Global Tax Code will impact the tax code appearing on the Sage postings but will not affect the VAT calculation. Invoices with global postings in Sage still take the tax treatment (i.e. how much is net and how much is VAT) of the individual item lines from the product record or customer record depending on settings. Global postings determine the tax code used but have no impact on the amounts, or on the Net/VAT split; in other words it's entirely possible to have a global posting using the T0 tax code which still contains 20% VAT if the product records are set to T1. See How Does Tradebox One Determine Tax? for more detail.
Create Purchase Orders (Dropshippers): Tradebox can be configured to create purchase orders for specific products, if these are drop ship items. The product record in Sage must be linked to a supplier record with the details filled out in order for this to work.
Process BOM Transfers: If you have BOM (Bill of Materials) products in Sage and don't hold stock of the 'end product', tick this option to have Tradebox bypass the end product and adjust stock out of the component parts of the BOM when it's sold. This option only applies to the first layer of subcomponents; it's not possible to have Tradebox adjust out components of components.
Allocate Stock: If using sales orders, Tradebox can be configured to automatically allocate stock to the sales order as it is posted into Sage.
Use Online Product Name: By default, when posting into Sage, Tradebox will use the Sage description of the product. If you prefer to use the description from your site, select this option.
This option is recommended for users who don't run stock control in Sage but sell a mix of vatable and non-vatable goods via generic product records.
Set Sales Order Despatch Date: Fills out the despatch date on the sales order using the despatch date retrieved from the marketplace.
Add Message Line: Adds a message line on to the body of the Sage invoice if a message is supplied. See Message Lines and Notes for details of this and other message options.
Update Invoices to Ledgers: (Option only available in Sage v21 or higher)
Automatically post invoices to the ledgers. If unticked, invoices will have to be posted to the ledgers manually in Sage before they will register against bank accounts or customer accounts. Stock will also not be adjusted until the ledgers are updated.
Don't Post Zero Value Item Lines: Suppresses free of charge item lines on the Sage invoice/sales order. Zero value lines don't cause any problems in Sage but Check Data will flag them as Comments requiring no action. Stock adjustment won't run on free of charge items if they're suppressed.
Don't Post Zero Value Orders: Ignores free of charge orders for Sage posting. Zero value orders don't cause any problems in Sage but Check Data will flag them as Comments requiring no action. Stock adjustment won't run on free of charge orders if ticked.
Don't Post Orders Dated Prior to: This is, effectively, the start date for Sage posting through this sales channel. Note that orders from earlier dates may download as far as Tradebox but will not post to Sage.
Customer Creation Options: You can choose between the options Create Individual Customers For Each Unique Buyer and Use an Existing Single Default Customer. This will allow you to either have an account for each buyer or have just one account. Whichever option you choose, all invoices will always display the individual buyer's details. For more information, see our individual vs. generic customers guide.
Default Sage Customer: This is the customer account which will be used if you have Use an Existing Single Default Customer selected. It must also be filled in if you're generating individual customers, as there may be instances where Tradebox cannot create an individual account (e.g. the customer's name has a character that Sage will not allow as part of a customer account reference.) If you do not have a default customer already set up in Sage, you can use the (+) symbol on the right to create one.
Account Reference Generation
If you've chosen to create individual customers in Sage, this section deals with how the customer account reference will be generated. The Mask is made up of @ representing letters, and £ representing incremental numbers. You can also choose your preferences in order of which field you would like to use to generate the reference.
The default mask shown above would give you the first five letters of the buyer's company name followed by three incremental numbers. For example, if you process an order for StationeryCo they'd be created as STATI001. If you then process an order for StatisticsInc they'd be created as STATI002. If no company name was provided, it would use the surname, if no surname then the first name. You can also choose whether to use the billing or shipping address to generate the reference.
If you have your own system for Sage customer account references, key directly into the Mask field; typing alpha or numeric characters will use a fixed value, so for example a mask of [email protected]@@££ would create all customer accounts through this sales channel as 'AM1[first three letters of company name][two-digit incremental number]'.
Use Magento Customer ID: This only appears on Magento channels. This can be used to take the Magento customer ID and populate the Sage account reference with it. If using this option, any guest customers without a customer ID will be posted to the default customer account selected in the channel.
Matching to Sage Customer
Auto Match to Existing Sage Customer: Each time Tradebox downloads a new order, it can search through your existing Sage accounts and look for a matching customer. This is based on email address (email 1 in Sage) and billing post code. If Tradebox finds a match it will automatically allocate the new sale to the existing Sage customer. This can potentially slow down the operation of the software.
Manually Match/Create Sage Customer: If you have existing customers in Sage that you would like Tradebox to map to, but they are unlikely to have matching email and postcodes, you can use this option to manually select which orders go to which customer account in Sage. These relationships will then be remembered for future orders. Note that this will cause the first order by each new online customer to go into Query status in Tradebox and not post to Sage until it is actioned by a user. To match a customer, once the order has downloaded, go to Logs > Issues > Customer Validation.
Neither: If neither option is ticked, Tradebox will always create a new customer record in Sage even if one already exists with a matching billing name and email address. Once the customer exists in Tradebox, future orders from them will use the Sage customer record created with the first sale.
Use Customer Billing Address: If an order is placed by a customer that already exists in Sage, this will instruct Tradebox to ignore the billing address on the order itself and instead populate the billing address on the Sage invoice or sales order from the Sage customer record.
Set Terms Agreed Flag: Sets the terms agreed flag in the Credit Control section of the Sage customer record to yes.
Use Customer Shipping Address: Will use the Shipping Address from the Sage customer account instead of the address from the order on the Sage invoice/sales order.
Use Tradebox Customer Tax Code: This instructs Tradebox to create a customer account in Sage using the tax code from the Tradebox customer account as the default tax code on the account in Sage.
Sales Nominal: Default nominal for sales to be posted to.
Shipping Nominal: Default nominal for carriage to be posted to.
Other Nominal (optional): Nominal for any other value, e.g. insurance.
Non UK Sales Nominals
EU Sales (optional): To be used if EU sales go to a separate nominal, based on shipping address.
Rest of World Sales (optional): To be used if ROW sales go to a separate nominal, based on shipping address.
Nominal/Department per shipping country: Use the button to add a nominal and/or department per shipping country. Takes precedence over the EU/ROW nominal.
Override Product Nominal: By default Tradebox will pick up the nominal codes from the Sage product records. This option should be ticked in order to use the default nominal for everything.
This option appears in Amazon and eBay channels, where Tradebox can pick up the fees and account for them in Sage. You are able to choose which nominal code, bank account, and department (optional) you want them to be posted into, and with what tax code. See our fees guide for more information.
This option only appears in an eBay channel. Paypal fees can be downloaded and accounted for in Sage by Tradebox. You can choose which nominal code, bank account, and department you want them to be posted into, and with what tax code. You can also choose whether you want the fees to be posted as a summary of the selected fees, or each individual fee to be posted as a separate transaction. See our fees guide for more information.
Tradebox can automatically post the Sales Receipts for your orders when the order is transferred to Sage (this is raised at the point of Update Ledgers on the sales invoice). If your website or marketplace provides the Payment Method on the order, these can be posted to different banks. You can either manually add the methods to the list or Tradebox will discover them as it downloads orders and raise them in the Issues Log.
Each payment method has distinct settings, so some payment methods can post receipts while others do not. The option selected in the Reference field will appear as the Payment Reference in the details of the Sage invoice.
Shipping can be posted to Sage in several different ways. Everything can be posted to a single default nominal, or can be split out into several different nominal codes for reporting purposes. These can be specified within the Shipping Method Mapping screen.
Alternatively, if you prefer to have the shipping presented as a line on the invoice, Tradebox can post it as a product on to the body of the invoice if the Map Shipping Methods to Stock Codes option is selected. This requires the user to have products set up in Sage for each different type of shipping, and to select a default within the Shipping screen in Tradebox. The Add Shipping Line Even if Value is Zero tick box will add the line regardless of the value. If this is unticked, the shipping line will not be shown on the invoice if the value of shipping is zero.
The tax code section of the Accounts link displays the different varieties of tax codes and their rates, as well as the tax codes as they would appear in Sage. If a change is required, the Edit button will allow you to map the Tradebox tax code to a different Sage tax code.
Once all the amendments have been made in all the different screens, select Finish in the bottom right hand corner.
At the end of setting up your first Accounts link, if you've chosen Sage as your stock control method, you'll be prompted to import your products 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. 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. To import later, see this guide.
When you attempt to close out of the sales channel, Tradebox will check for valid accounts posting statuses. Only orders with a status that has been designated to Post will be transferred to Sage. The Statuses tab in each sales channel controls this; to make a status valid for posting to Sage, highlight it and click Edit > tick Post > OK.