The Sage 50cloud Accounts integration allows you to export invoices generated as part of an Invoice Run for importing into Sage 50cloud as an Audit Trail transaction.
Enable the integration
Head to Settings → Sage → Sage 50cloud Accounts (UK) and check the Enabled box. If you have multiple teams, each team will need to be enabled.
You will need to specify the Nominal Code to be associated with each imported invoice. The nominal code must already exist in your Sage accounts data.
Customising the export
There are a few options available to customise the import, these options are available from the settings screen.
Default Tax Code | This must be between T0 - T99. If left blank, Sage will assume T0 |
Default Department Code | You are able to specify a Department Code for each Client in CareLineLive, however you may wish to specific a Default Department Code if left blank for a client. |
Project Reference | If you're using Project Costing in Sage, you can specify which Project Reference to use here. |
"Reference" column | Here you can specify what information should be used for the Reference column of the export. You have the option of using the invoice number, or the client's name. |
"Details" column | The Details column can either contain the date range of the invoice, or you can override it with static text. When using static text, the text you provide will be used for every row in the export. |
Default account number | This will be used if a client's Invoice Reference has not been filled on their profile. |
Specifying Client Department Codes
To associate a Department Code with a Client, open a client's record. On their Overview tab, click the :edit: button on the Service section.
If a department code is not associated with a client, the Default Department Code will be used.
Exporting the data
Once you've generated your invoice run and issued it, you'll be able to export the file for Sage 50cloud Accounts by clicking the Export button at the top of the invoice run screen. A zip file will be download which contains two files:
A .csv file containing the invoice records.
A .MAP file which contains the column mappings used by Sage.
The invoices file
This file is based on the "Audit Trail Transaction FULL template.xls" provided by Sage and has the following columns: Audit Trail Transactions
Excel column | Field | Type | Left blank? | Format |
A | Transaction Type | Text | No | SI |
B | Account | Text | No | The account reference must already exist in your accounts data. (Customer, Supplier or Bank Account Reference) |
C | Nominal Code | Text | No | The nominal code must already exist in your accounts data. |
D | Department | Integer | Yes | Must be a number between 0 - 999 with no decimal places. |
E | Date | Date | Yes - the current program date is used. | This must be in the format DD/MM/YYYY. |
F | Reference | Text | Yes | |
G | Details | Text | Yes | |
H | Net | Decimal | No | 8 digits + 2 decimal places. |
I | T/C (Tax Code) | Integer | Yes - tax code T0 is used. | This must be between T0 - T99. |
J | Tax | Decimal | Yes, however, if left blank the transaction imports with a VAT value of 0.00. | 8 digits + 2 decimal places. |
K | Exchange Rate | Decimal | No. If importing Base currency transactions the exchange rate is 1. | 8 digits + 2 decimal places. |
L | Ex.Ref | Text | Yes | |
M | User Name | Text | Yes | |
N | Project Reference | Text | Yes | Up to 12 characters with no spaces. The project must already exist within the accounts data. |
O | Cost Code Reference | Text | Yes | Up to 8 characters. The cost code must already exist within the accounts data. |
P | Country of VAT | Text | Yes | 2 letter code as defined in Settings > Countries |
Q | Report Type | Number | Yes | 0= No report type 1= Union OSS 2= Non Union OSS 3= IOSS |