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
- Create Sales Summaries in 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 summary financial transactions directly to your ledgers; the SI transactions have the same functionality as Sage's Batch Invoices. This allows for a many-in, fewer-out connection where Sage receives only a summary of the financials in a given time period. This connection type does not offer stock control within Sage or the creation of individual invoices or sales orders; if you're looking for those see our guide to setting up a classic Sage Accounts link 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 50Cloud, Sage 50 Essentials and Sage Instant Accounts.
You should also check your Get Products From setting, also within the Preferences screen.
Get Products From: None applies if:
- For a UK sale all items you sell have the same VAT treatment e.g. you only sell standard rated or only sell zero rated goods
- You don't need stock control in Tradebox e.g. you have another system that already manages your stock control, or you don't sell physical goods
Get Products From: Tradebox applies if:
- For a UK sale you sell a mix of items with different tax treatments
- You don't have a stock control system already in place and want to use Tradebox to track quantities of stock in your business
Get Products From: Sage is not a valid choice if you're running summary entries to accounts.
Setting up your summary accounts link
To set up a link to Sage, double-click on the sales channel and select Accounts.
Choose the Sage Company you want to connect to. You should have created the logon 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.
Once the connection is made you will be automatically taken to the Postings page. Use the Next and Back buttons in the bottom right to move through the screens of the accounts link wizard.
In the postings screen, set Create Sales As: to Summary Entries. As this point most of the rest of the posting options become irrelevant and will hide themselves.
Currency: If your sales channel is set to import orders in a currency other than GBP you have the choice of posting to Sage in that currency or converting to GBP. 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 more 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.
Department: If left blank, Tradebox will use the Sage default department. If you wish all summary entries created by this channel for sales to use another Department, choose it from the drop-down.
Carriage Department: Behaves as department but for the carriage amount on each order.
Summary accounts links run the postings through a single generic customer account in Sage. If you've created this already, choose it from the dropdown list (note that it must match your posting currency). If you haven't and want to create the customer now, click the button then enter the customer account reference (max 8 characters) and a name to help you identify that account when working in Sage (best practice is to name it in line with your sales channel name in Tradebox e.g. [website name] sales), then click OK.
Choose your sales nominal from the dropdown list of nominal codes that you've got set up in Sage. Choose your shipping nominal, which will be used to post any carriage lines. Both of these should sit within the Sales category of your chart of accounts (4000's by default).
The tax codes section of the Accounts link displays the tax codes as specified in Tradebox's Configuration and their corresponding Sage Tax Code. By default Tradebox tracks the 5 tax codes displayed above that apply to the majority of users and maps these to the default Sage codes that represent the same tax treatment. If you use any rates other than these, or you don't use the Sage default tax codes (e.g. you've changed VAT schemes in Sage and had to set up new tax codes) then make the appropriate changes in this screen.
When you're done, click Finish to complete the accounts link wizard then Save to close the sales channel.
If you have more than one sales channel, repeat these steps to set up the accounts link in each channel. If you're set to use Tradebox as your stock control method you'll need to make sure you've set up the product list before you can process any orders. Otherwise, you're now ready to active your sales channel(s) (click here for the video guide to channel controls) and start bringing down sales into Tradebox.
Once you've processed your sales into Tradebox and you're ready to create a summary and pass it to Sage, follow our guide here.