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 Integration(s) (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.
To set up a link to Sage, double click on the sales channel and select Accounts.
In this screen you can choose the Sage Company you want to connect to from a drop down list. Enter the Sage logon names you've created specifically for Tradebox One; TBUSER in the Company Selection section and TBSERVICE in the Service Logon section, as well as their passwords if you have set them up. Then, click Connect to Sage and, when the connection is made you will be automatically taken to the Postings page. To transfer between subsequent screens, click the Next button in the bottom right when you've made the required changes.
Once the accounts link has been created, to save the changes and exit the sales channel, you'll need to have chosen how you want Tradebox to deal with customer accounts in Sage. Orders will/won't transfer to Sage based on their statuses; if none of your statuses are set to Post you'll also be prompted to review this as you save the channel.
If your sales channel is set up in a currency other than GBP, you have the choice of posting 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. The currency of the postings cannot be changed once set up.
Create Sales As: Tradebox can post your sales into Sage as either Service Invoices, Product Invoices, or Sales Orders, depending on your requirements. Certain options are only applicable to product invoices or sales orders, and will be greyed out if the appropriate option is not selected.
Post Receipts As: Tradebox can also post Sales Receipts for your invoices or sales orders if you require, which will pay off the invoices/orders into your nominated bank accounts in Sage. If using Sales Orders, you also have the option of posting as a Payment on Account. By default, Tradebox is set to post no receipts, allowing the user to handle these manually in Sage.
Product Mapping Basis: You can choose between SKU and Product Description as the product mapping basis. SKU is recommended as features such as stock upload will be unavailable if Product Description is chosen. For more information, see our product mapping basis guide.
Department: Blank by default. If left blank, Tradebox will use the department from each product record (for product invoices/sales orders) or the Sage default department (for service). If you wish all invoices/orders created by this channel to use the same Department, choose it from the drop-down.
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. Please note some marketplaces do not supply all date variations.
Default Carrier: If you have couriers set up in Sage's Internet Resources settings, 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.
Global Postings (optional): If used, all fields must be completed and these details will override all other settings including information normally taken from the product record. See the Sage help centre article for more information on the uses of Global Postings.
Note - use of the Global Tax Code will impact the Tax Code appearing on the postings within Sage but will not affect the VAT calculation. Invoices with Global postings in Sage still take the tax treatment (i.e. the net/VAT split) 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.
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.
Create Product Records: Tradebox can be configured to create product records in Sage as orders are downloaded, based on the online SKU and the other information on the order. Please note that this may result in some fields on your products being incomplete. Additionally if you have the same product listed with more than one SKU across your marketplaces, this will cause duplicate products to be created in Sage.
Create Product Records as Non-Stock: If you require Tradebox to create product records in Sage, but do not want those products to carry a stock level, select this option.
Process BOM Transfers: If you have BOM (Bill of Materials) products in Sage, Tradebox can transfer stock out of the component parts of the BOM every time it's sold.
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.
Update Invoices to the 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.
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 AM1@@@££ would create all customer accounts through this sales channel as 'AM1[first three letters of company name][two-digit incremental number]'.
This only applies to customers that Tradebox automatically generates. You can set preferences for which field you prefer to be used for the reference, for example company name or surname. You can also choose how the ratio of numbers and letters used: @ represents a letter and £ numbers.
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 and 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. This can be used under certain circumstances to set a default tax code on customer accounts for EU business customers or if you have Tradebox set up to apply a specific tax code to sales within a certain country.
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.
Rest of World Sales (optional): To be used if ROW sales go to a separate 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. For more information see our article on Amazon or eBay fees.
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. Please see our article on Paypal fees for more details.
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.
Only orders with a status that has been designated to Post will be transferred to Sage. The Statuses tab in each sales channel will control this; to make a status valid for posting to Sage, highlight it and click Edit > tick the Post box > OK. You'll be prompted to review your statuses if you try to save a channel with accounts link turned on but no statuses set to post.
Once all the amendments have been made in all the different screens, select Finish and then Save in the bottom right hand corner to save and close down the sales channel.
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.