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Configuring Sage for use with Tradebox One

Using Sage is no longer mandatory with Tradebox One; unlike Finance Manager, TB1 will run as a standalone order management system. If you do wish to integrate Sage Accounts (UK version only) with Tradebox One it's important that you carry out the following configuration in Sage.

1. 3rd Party Integration

Tradebox integrates with Sage Accounts using the Sage Data Objects (SDO) tools. To allow Tradebox to speak with Sage the 3rd Party Integration needs to be activated. The activation is specific for each version number of Sage Accounts, so if you upgrade e.g. from V22 to V23, you'll need to re-enable 3rd Party Integration.

  1. In Sage 50 Accounts, go to helpabout and make a note of your version number.
  2. Go to Tools > Activation > Enable 3rd Party Integration.
  3. This will take you to a screen prompting you for a serial number and activation key. These keys can be found below:

    Sage version Serial Number Activation Key
    v21 SAGESDO IIYFDYJ
    v22 SAGESDO EAHDFBL
    v23 SAGESDO RCYLSWK

    Note that for versions up to v20, Sage provide a unique SDO key for each user. These are not the same as your Sage software serial number and activation key. To obtain an SDO key for v20 or lower, call Sage on 08451115555.
  4. Enter the keys into the boxes on the screen and select Continue.
  5. Repeat on every installation of Sage.

 

 2. Create Two New Users in Sage exclusively for Tradebox

Unlike Finance Manager, Tradebox One requires 2 exclusive users set up in Sage. This will save you a lot of hassle in the long run. To enable the new functions, we have been prescriptive and require the following user names set up in Sage with full access:

  • TBUSER
  • TBSERVICE

To create new users in Sage you will need to be logged into Sage with the MANAGER username and then choose Settings > Access Rights.

 

3. Foreign Currencies in Sage

If you are selling in foreign currencies you need to decide whether you wish to account for these sales in their native currency in Sage. If you decide to do this you will need to enable the Foreign Trader module in Sage. You may need to purchase this as an additional module from Sage if you are not using Sage 50 Professional.


4. Create Generic Customer A/C in Sage

Each sales channel in Tradebox that you'll be integrating with Sage with needs to be allocated to a generic Sage customer account. This is still the case if you're going to be using individual Sage customer accounts for each buyer; the generic account will be used as a 'fall back' if e.g. the name of the buyer contains characters that Sage will not permit. Best practice is to keep the default customer names consistent with your sales channels, e.g. EBAY for eBay sales.

If the channel you are connecting to in Tradebox is in a foreign currency (like Amazon Germany, France or Italy) AND you are going to account for these sales in a foreign currency in Sage, make sure you configure the currency in the customer record > defaults to the appropriate currency.

 

5. Create Bank Accounts in Sage

Most Sage users utilise the 1200 bank account to reflect the activity of their actual high street bank. However, you may find it really useful to create notional bank accounts in Sage to reflect the activity of the different payment methods you accept. So if you're selling on Amazon UK you may find it beneficial to create an AMAZON UK bank in Sage in a GBP currency. All sales can then be paid into this account and fees debited from it. When you receive the money from Amazon into your actual high street bank then this can be reflected in Sage as a Bank Transfer from Amazon bank account to high street bank account; this keeps the activity on your actual bank much cleaner and will make reconciling it easier. If you are accounting in multiple currencies then you will need to create at least one bank account for each currency.

 

6. Create Nominal Codes in Sage

The nominal ledger is the backbone of Sage that allows all transactions to be analysed and reported. You will need to consider nominal codes to report your sales income, carriage income, channel fees and payment fees against. If you're unsure which codes to use, check with your accountant. Generally retailers create sales nominal codes to reflect either where the sales have happened (eBay, Amazon, Website etc) or what has been sold (electricals, soft furnishings, furniture etc). The latter can only be done if you set up products in Sage and choose Sage as your stock control method when setting up Tradebox.

Note - by default, raising product invoices or sales orders in Sage will use the nominal code for each item line as specified in the Sage Product Record. It's possible to override this within Tradebox's settings and have all sales through a given channel go to a single nominal code. Once Tradebox is set up and linked to Sage, go to Sales Channel > Accounts > Nominals > Override Product Nominal.

 

7. Create Products in Sage

This is an optional step and only needs to be done if you wish to run stock control in Sage. If you want to simply create financial entries without a vat/non-vat mix, skip this step and choose Service Invoices when you configure your accounts link.

If you do want to link the products you sell online to products in Sage then you must create the products in Sage first. Tradebox acts as middleware linking your online SKU (Stock Keeping Unit) to the Sage Product Code. This is called Product Mapping and is held in Tradebox so the program understands which Sage products need to be picked onto an invoice or Sales order, which Sage products need to have their stock levels reduced and also which online SKU's need to upload adjusted Sage stock levels to.

Each product in Sage also carries a tax code which allows the user to define whether the product is vatable or non-vatable. Tradebox will apply additional rules to orders where the shipping address is outside of the UK; these are the EU and ROW tables within each sales channel. For users who are not interested in stock control but do sell a mixture of vatable and non-vatable goods through the same sales channel, we recommend setting up a generic non-stock product in Sage for each tax treatment and mapping many to one.

All invoices/orders created in Sage by Tradebox are based upon the sales price as sold online and will ignore the sales price held in the Sage product record.

 

8. Configure Invoice/Sales Order List

Simply configuring your Sage Invoice/SO List to display useful information will be greatly beneficial. To add new columns to the Invoice/SO List, right click on the column headers. We would recommend choosing the following columns to display:

  • Customer Order Number (displays the online marketplace order number)
  • Order Taken By (displays the Sales Channel Name the sale occurred upon)
  • Currency Code (displays the currency of the sale)
  • Foreign Amount (displays the foreign value of the sale)

 

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