Accounting Software Integration - Sage Business Cloud Accounting (formerly Sage One)

Integrate DecoNetwork with Sage One to easily sync your customer, invoice, product, and transaction data. Once integration is configured, customer records, sales transactions, and purchase orders from DecoNetwork will be imported automatically into Sage One, eliminating the need for manual data entry and reducing the cost of likely errors of manual processes.

Prerequisites

• You must have administrator access to use this feature
• DecoNetwork currently only supports integration with Sage One United Kingdom (GB)
• You must have a UK Sage One account
• An understanding of your business' accounting procedures is strongly advised

This guide will take you through the integration configuration process. Before commencing, we recommend that you read the Accounting Integration Overview so that you understand how the accounting integration feature works, what benefits it provides, and what is supported by this setup.

Setting up the DecoNetwork to Sage One Connection

1. Log into your DecoNetwork Website.
2. Browse to Admin > Reports.

   

   

3. Select Accounting Software Integration.
   
4. Click on the Sage One button.
   
5. Click Integrate with Sage One.
   
6. Click on the Connect button.
7. Choose your country or region.
   

   Note, only the United Kingdom is currently supported.

8. Enter your Sage One login credentials in the Sage One Login dialog.
   
9. Click Log In.
10. Click Allow to authorize DecoNetwork access to your Sage One account data.
    

Configure Sage One to Work with DecoNetwork

Before connecting DecoNetwork to Sage One, you need to configure Sage One with the appropriate mappings to allow for seamless integration. The following settings in Sage One are recommended to ensure that DecoNetwork is able to synchronize your data. It is likely that your business will already have at least some of these settings configured if you are already using Sage One. As always, give careful consideration to any configuration items that you may need to change and seek advice from your Sage One professional if you are unsure.

1. Create a DecoNetwork Customer

   When you configure the DecoNetwork and Sage One integration you will have 3 options for syncing customers:

   • Create individual customer records in Sage One for each order by an account holder and import all other orders from DecoNetwork into a single customer record
   • Create individual customer records in Sage One for all orders
   • Import all orders from DecoNetwork into a single customer record

   If you wish to use options 1 or 3, you need to create a generic DecoNetwork customer in Sage One, which will be the same customer used to map all customers who place an order in DecoNetwork.

2. Set up Order Line Item Mappings

   Each order line item in DecoNetwork needs to be mapped as a physical or a service item in Sage One. With the physical items (i.e. the products that you sell) you can choose to record them using a single generic item in Sage One. If you choose to use a single item, you need to manually create a physical item in Sage One, which will be the same item used to map all products sold in DecoNetwork.

   If you choose not to use the same item to record your product sales, the system will automatically sync your products from DecoNetwork into Sage One.

   Mappings for all services, extra charges and credit items that you offer in DecoNetwork need to be specified individually. However, you can choose to combine these into a few items or a single item if you wish. You can use the same item as you use for products if you choose. Otherwise, create service items in Sage One for the following services that you offer:

   • Shipping Item
   • Gift Certificate Item
   • Rush Order Fee Item
   • Digitizing Fee Item
   • Artwork Fee Item
   • Screen Setup Fee Item
   • Extra Charge Item
   • Freeform Item
   • Order Discount Item
   • Coupon Discount Item
   • Order Credit Item
   • Tax Adjustment Item
3. Configure VAT Settings

   Taxes configured in Sage One should match the tax rates that are used in your DecoNetwork store.

   In Sage One UK, taxes are configured under Settings > Financial Settings > Accounting Dates and Vat.

4. Configure Payment Methods

   The payment methods that are configured in DecoNetwork must have a corresponding account in Sage One. (You can view the payment methods available in DecoNetwork under Admin > Settings > Payment Methods).

   To create an account in Sage One UK, go to Settings > Financial Settings > Chart of Accounts > New Ledger Account.

5. Set Up Suppliers

   The suppliers that are specified in DecoNetwork must have a corresponding account in Sage One. (You can view the suppliers specified in DecoNetwork under Admin > Products > Supplier Account Details).

   To create a supplier in Sage One UK, go to Contacts > Suppliers > New Supplier.

Configure Integration Options in DecoNetwork

The configurable items in DecoNetwork are each described briefly below with considerations and advice on the option used in most cases. Remember to click Refresh Lists to pull down the configuration information each time you make changes in Sage One to any of the configuration items described in the previous section:

1. Under Admin > Reports > Accounting Software Integration, click Configure.
2. Click Refresh Lists.
   
3. Configure mappings:

   Order/Invoice Options

   • Automatically Recalculate Pending Items - - Choose whether you want DecoNetwork to recalculate items that need syncing, each time you apply the Sync Now command.
     • If you choose ‘Yes’, DecoNetwork will automatically calculate items that need syncing and sync them.
     • If you choose ‘No’, you will need to first view the sync queue to manually update the queue before you can sync the new pending items.

     Typically choose Yes, unless you want to manually recalculate items affected by a Sage One change.

   • Order Syncing - Choose when you want to sync orders in DecoNetwork with orders in QBO:
     • Sync orders when they are invoiced: will sync orders once they are marked as invoiced.
     • Sync orders when they are placed: will sync orders as soon as they are placed.
   • Exclude Orders Before - Transactions from DecoNetwork will not be synced if they occurred before this date. Leave blank to include all orders. However, if there is a cutover between which system is handling orders, you may consider using that date as the exclusion date. Typically left blank to include all orders.
   • Include Test Orders - Choose whether you want test orders to be sent to Sage One while your site is in testing mode.
     • Choosing ‘Yes’ will allow you to test syncing before you go live.
     • If you choose, ‘No’ no data will be sent to Sage One until you go live.

     Typically set to No, unless you want orders from your site, while not live or in testing, to be sent to Sage One.

   • Test Mode - While set to 'Yes', DecoNetwork will only send 1 order and 1 purchase order to Sage One at a time. Once you are happy that the transactions are being handled properly, set to 'No' so Sage One becomes live updated by DecoNetwork. Start with this set to Yes and change to No when you are confident in the system.
   • Search Existing - Will check Sage One for existing matches of order number on the same date and with the same customer. If a match is found DecoNetwork will update the existing Sage One invoice instead of creating a new invoice. Typically set this to Yes.
   • Customer Syncing - Choose a customer syncing option:
     • Create a SageOne customer account for all account holders, but use the same SageOne customer for all other Internet orders: choose this option if you want DecoNetwork to automatically create a customer account for each customer who is an account holder and use a single customer account to record orders for customers who are not account holders.
     • Create a SageOne customer account for all orders: choose this option if you want DecoNetwork to automatically create a customer account for all orders
     • Use the same SageOne customer for all orders: choose this option if you want to use a single customer account to record orders for all customers

     The default option of using a Sage One customer account for all orders gives the best detail. The other options of using a single customer account for either all orders or just for internet orders both reduce the number of Sage One accounts, but at the cost of detail. Typically this is set to create a customer account for all orders.

   • Single Customer - If, for the customer syncing option, you choose to use the same customer account for all orders or for customers who not account holders (option 3 or option 1), this generic customer will be used for syncing.
   • Use Same Item? - Choose whether you want to use the same item to record all line items ordered in DecoNetwork:
     • If you choose ‘Yes’, DecoNetwork will sync all order line items to a single item in Sage One (i.e. Use the same product in each order line in Sage One).
     • If you choose ‘No’, DecoNetwork will record all order line items as separate products in Sage One (i.e. Import the product specifics with each order from DecoNetwork).

     This is typically set to No so DecoNetwork items are imported into Sage One.

   • Item Sales Ledger Account - This is used to specify the destination account for the sale of (blank) products. Typically, this is set to Sales.
   • Item Tax Rate - If you selected No for Use Same Item, this will be the default tax rate that will be associated with blank products created when syncing.
   • Tax Exempt Rate - This is the equivalent tax-exempt definition in Sage One for orders that are tax exempt in DecoNetwork.
   • Sync Purchase Orders - If enabled, purchase orders are sent to Sage One. If purchase orders are being used in DecoNetwork, set to Yes.
   • Purchase Orders Account - If Sync Purchase Orders is set to 'Yes', then this field is used to define which account is making the purchase orders in Sage One. This account comes from the Sales and Purchases Accounts in Sage One.

   Order Line Item Mappings

   If you have chosen to set up separate line items in Sage One for additional service items, (i.e. fees, charges, credits, and discounts), that you have configured in DecoNetwork, these are configured here. Items can include:

   • Shipping Item
   • Gift Certificate Item
   • Rush Order Fee Item
   • Digitizing Fee Item
   • Artwork Fee Item
   • Screen Setup Fee Item
   • Extra Charge Item
   • Freeform Item
   • Order Discount Item
   • Coupon Discount Item
   • Order Credit Item

   Select the account you have designated in Sage One for each of the fees from the drop-down list. If the drop-down list is empty or incomplete, ensure you have created these accounts in Sage One and clicked Refresh Lists.

   Taxes

   The different taxes that you support should have corresponding accounts configured in Sage One. Select them here from the drop-down boxes.

   Payment Method Deposit Accounts

   Select the accounts that each payment method will deposit money into from the drop-down boxes. This should be an account such as "Undeposited Funds" or another current asset.

   Vendors/Suppliers

   If you chose 'Yes' for Sync Purchase Orders, you will need to select the corresponding supplier accounts you have configured in Sage One for each of the suppliers you use in DecoNetwork.

   Vendor/Supplier Taxes

   If you chose 'Yes' for Sync Purchase Orders, you will need to select the Sage One tax rate corresponding to the DecoNetwork tax rate for each of your supplier accounts.

4. Click Save.

Complete and Test the Configuration

The final steps are to make sure the configuration is correct and that Sage One is receiving data from DecoNetwork in the expected fashion. Initially, this is in test mode where only a single order, purchase order, and payment is synced with every push. Once you are satisfied the systems are working together correctly, put DecoNetwork into Live mode.

1. At the Sage One Integration page, click Sync Now (Test Mode).
   
   • Once syncing is complete, you will be notified of any errors encountered.
   • Check the status by clicking View Sync > View Sync History. This outlines the sync that took place. View the details by clicking View Log. Any errors will be revealed, which should be rectified.
     
2. Once any errors been fixed, click Sync Now (Test Mode) again.

   DecoNetwork will re-attempt to sync transactions that had errors the next time you click Sync Now. If the error does not reappear after a subsequent sync, you know if the condition that caused it has been rectified.

   If a transaction will not sync and the cause is not fixable, the transaction must be manually added to Sage One. You should stop the transaction with the unfixable error from attempting to sync. Go to View Sync > View Sync Queue, and disable the transaction you no longer want to sync.

3. Repeat the process until no more errors are appearing.
4. Once testing is complete, take integration out of Test Mode.

Take the Integration Out of Test Mode

1. Click Configure.
2. Set Test Mode to No.
   
3. Click Save.
4. In the Breadcrumb, click Accounting Software Integration.
5. Click Sync Now to run a full sync.