Set Up and Configure Sage Business Cloud Accounting Integration in DecoNetwork

This guide explains how to integrate your DecoNetwork system with Sage Business Cloud Accounting, allowing your customer, invoice, product, and transaction data to sync automatically with your accounting platform.

Once configured, data from DecoNetwork is transferred directly into Sage Accounting, reducing manual data entry and minimizing errors in your accounting workflow.

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.

In This Article

• Prerequisites
• Why integrate with Sage Accounting?
• Step 1: Set up the DecoNetwork to Sage connection
• Step 2: Configure Sage Accounting to work with DecoNetwork
• Step 3: Configure integration options in DecoNetwork
• Step 4: Complete and test the configuration
• Step 5: Take the integration out of test mode
• Step 6: Sync your data
• Accounting Sync Queue
• Sync History
• Best Practices
• Troubleshooting
• FAQs
• Additional Resources

Prerequisites

Why integrate with Sage Accounting?

Connecting DecoNetwork with Sage Accounting helps streamline your financial workflow and ensures accurate record-keeping across your systems.

• Eliminate manual data entry: Automatically sync customers, invoices, and transactions.
• Reduce errors: Avoid mistakes caused by manual accounting processes.
• Save time: Free up your team to focus on production and sales.
• Improve visibility: Keep your accounting data up to date with real-time transactions.

Step 1: Set up the DecoNetwork to Sage connection

1. Log into your DecoNetwork website.

2. Browse to Admin → Reports.

   

   Click the Admin button in the top navigation bar.

   

   Select Reports from the Admin sidebar menu.

3. Select Accounting Software Integration.

   

   Select Accounting Software Integration from the Reports menu.

4. Click on the Sage One button.

   

   The Accounting Software Integration page, listing the available accounting packages including Sage One.

5. Click Integrate with Sage Accounting.

   

   Click Integrate with Sage One to begin the connection.

6. Click on the Connect button.

7. Choose your country or region.

   

   Choose the country or region your Sage Accounting account is registered under.

   Only the United Kingdom is currently supported.

8. Enter your Sage Accounting account email address in the Sage Accounting Login dialog.

   

   Enter your Sage Accounting account email address.

9. Click Continue.

10. Enter your password.

    

    Enter your Sage Accounting account password.

11. Click Continue.

12. Click Allow to authorize DecoNetwork access to your Sage Accounting account data.

    

    Click Allow to authorize DecoNetwork's access to your Sage Accounting data.

Step 2: Configure Sage Accounting to work with DecoNetwork

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

Create a DecoNetwork customer

When you configure the DecoNetwork and Sage Accounting integration, you have 3 options for syncing customers:

• Create individual customer records in Sage Accounting 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 Accounting for all orders.
• Import all orders from DecoNetwork into a single customer record.

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

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 Accounting. For physical items (the products you sell), you can choose to record them using a single generic item in Sage Accounting. If you choose to use a single item, manually create a physical item in Sage Accounting, 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 automatically syncs your products from DecoNetwork into Sage Accounting.

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

Configure tax settings

Taxes configured in Sage Accounting should match the tax rates used in your DecoNetwork store.

• In countries that use VAT, settings are configured under Settings → Business Settings → Accounting Dates and VAT.
• In other countries, settings are configured under Settings → Business Settings → Sales Tax.

Configure payment methods

The payment methods configured in DecoNetwork must have a corresponding account in Sage Accounting. You can view the payment methods available in DecoNetwork under Admin → Settings → Payment Methods.

To create an account in Sage Accounting, go to Settings → Business Settings → Chart of Accounts.

Set up suppliers

The suppliers specified in DecoNetwork must have a corresponding account in Sage Accounting. You can view the suppliers specified in DecoNetwork under Admin → Products → Supplier Account Details.

To create a supplier in Sage Accounting, go to Contacts → Vendors → New Vendor.

Step 3: 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 Accounting to any of the configuration items described in the previous section.

1. Under Admin → Reports → Accounting Software Integration, click Configure.

2. Click Refresh Lists.

   

   Click Refresh Lists to pull down the latest configuration data from Sage Accounting.

3. Configure 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'll 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 change.
   • Order Syncing - Choose the stage at which you want order data in DecoNetwork to be synced with order data in Sage Accounting:
     • Sync orders when they are invoiced: syncs orders once they're marked as invoiced (occurs when an order is marked as shipped, or manually marked as invoiced).
     • Sync orders when they are placed: syncs orders as soon as they're placed.
     • Sync orders when they are awaiting shipping: syncs orders when they're marked as production complete and have the Awaiting Shipping status.
     • Sync orders when they are shipped: syncs orders when they're marked as shipped.
   • Exclude Orders Before - Transactions from DecoNetwork won't be synced if they occurred before this date. Leave blank to include all orders. If there's a cutover between which system is handling orders, consider using that date as the exclusion date. Typically left blank to include all orders.
   • Include Test Orders - Choose whether you want test orders sent to Sage Accounting while your site is in testing mode. Choosing Yes lets you test syncing before you go live. Choosing No means no data is sent to Sage Accounting 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 Accounting.
   • Test Mode - While set to Yes, DecoNetwork will only send 1 order and 1 purchase order to Sage Accounting at a time. Once you're happy that transactions are being handled properly, set it to No so Sage Accounting becomes live-updated by DecoNetwork. Start with this set to Yes and change to No once you're confident in the system.
   • Search Existing - Checks Sage Accounting for existing matches of order numbers on the same date and with the same customer. If a match is found, DecoNetwork updates the existing Sage Accounting invoice instead of creating a new one. Typically set this to Yes.

   • Customer Syncing - Choose a customer syncing option:

     • Create a Sage Accounting customer account for all account holders, but use the same Sage Accounting customer for all other internet orders.
     • Create a Sage Accounting customer account for all orders.
     • Use the same Sage Accounting customer for all orders.

     The default option of using a Sage Accounting customer account for all orders gives the best detail. The other options reduce the number of Sage Accounting 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 chose to use the same customer account for all orders or for customers who aren't account holders, this generic customer is 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 syncs all order line items to a single item in Sage Accounting. If you choose No, DecoNetwork records all order line items as separate products in Sage Accounting, importing the product specifics with each order. This is typically set to No so DecoNetwork items are imported into Sage Accounting.
   • Item Sales Ledger Account - Specifies the destination account for the sale of blank products. Typically set to Sales.
   • Item Tax Rate - If you selected No for Use Same Item, this is the default sales tax rate associated with blank products created when syncing.
   • Item Purchase Tax Rate - If you selected No for Use Same Item, this is the default purchase tax rate associated with blank products and vendor products created when syncing. Sage Accounting requires a purchase tax rate on synced products, so if this field is left unset, DecoNetwork falls back to the Item Tax Rate value above. This field is hidden when Use Same Item? is set to Yes, since single-item syncing doesn't create individual blank products.
   • Tax Exempt Rate - The equivalent tax-exempt definition in Sage Accounting for orders that are tax-exempt in DecoNetwork.
   • Sync Purchase Orders - If enabled, purchase orders are sent to Sage Accounting. If purchase orders are being used in DecoNetwork, set to Yes.
   • Purchase Orders Account - If Sync Purchase Orders is set to Yes, defines which account is making the purchase orders in Sage Accounting. This account comes from the Sales and Purchases Accounts in Sage Accounting.
   Sage Accounting requires a purchase tax rate whenever DecoNetwork syncs a product or vendor product. Setting Item Purchase Tax Rate avoids sync errors for stores that don't set a specific rate on every product or supplier account.

4. Configure Order Line Item Mappings. If you've chosen to set up separate line items in Sage Accounting for additional service items (fees, charges, credits, and discounts) configured in DecoNetwork, configure them here. Use the item type (shown in brackets beside each field name) to identify the type of Sage Accounting item that can be selected. 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've designated in Sage Accounting for each fee from the drop-down list.

   If a field has no matching items available in Sage Accounting, a disabled entry appears under the relevant type heading (for example, "No services in accounting software"). Create the item in Sage Accounting, then click Refresh Lists to pull it in. If the drop-down list is empty or incomplete for another reason, make sure you've created these accounts in Sage Accounting and clicked Refresh Lists.
   Improvement in V8.611.

5. Configure Tax mappings. The different taxes you support should have corresponding accounts configured in Sage Accounting. Select them here from the drop-down boxes.

   Tip: Tax mappings display both the tax name and rate (for example, "VAT (20%)") to help you select the correct rate.
6. Configure Payment Method Deposit Accounts. Select the accounts each payment method deposits money into from the drop-down boxes. This should be an account such as "Undeposited Funds" or another current asset.
7. Configure Vendors/Suppliers. If you chose Yes for Sync Purchase Orders, select the corresponding supplier accounts you've configured in Sage Accounting for each supplier you use in DecoNetwork.
8. Configure Vendor/Supplier Taxes. If you chose Yes for Sync Purchase Orders, select the Sage Accounting tax rate corresponding to the DecoNetwork tax rate for each of your supplier accounts.
9. Click Save.

Step 4: Complete and test the configuration

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

1. At the Sage Accounting Integration page, click Sync Now (Test Mode).

   

   Click Sync Now (Test Mode) on the Accounting Software Integration page toolbar.

2. Once syncing is complete, you'll be notified of any errors encountered.

3. 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 are revealed and should be rectified.

   

   Click View Sync, then select View Sync History to check the status of your sync.

   Sync logs older than eight weeks are removed to clear up storage space.
4. Once any errors are fixed, click Sync Now (Test Mode) again. DecoNetwork re-attempts to sync transactions that had errors the next time you click Sync Now. If the error doesn't reappear after a subsequent sync, the condition that caused it has been rectified.
5. If a transaction won't sync and the cause isn't fixable, manually add the transaction to Sage Accounting, then stop it from attempting to sync again: go to View Sync → View Sync Queue, and disable the transaction you no longer want to sync.
6. Repeat the process until no more errors appear.

Once testing is complete, take the integration out of Test Mode.

Step 5: Take the integration out of test mode

1. Click Configure.

2. Set Test Mode to No.

   

   Set the Test Mode field to No.

3. Click Save.
4. In the breadcrumb, click Accounting Software Integration.
5. Click Sync Now to run a full sync.

Step 6: Sync your data

Syncing to Sage Accounting doesn't happen automatically, but you can run a sync whenever you like.

1. Browse to Admin → Reports → Accounting Software Integration.

   

   Browse to Admin → Reports → Accounting Software Integration.

2. Click the Sync Now button at the top right.

   

   Click Sync Now at the top right of the Accounting Software Integration page.

Accounting Sync Queue

The Sync Queue shows pending sync requests waiting to be synchronized into Sage Accounting the next time a sync is initiated. Whenever there are updates to your customer, invoice, product, order, or transaction data in DecoNetwork, a record is added to the sync queue. During the next synchronization, successful syncs are removed from the queue, and any failed sync attempts are added back to the queue with an error message detailing why the sync failed.

1. Browse to Admin → Reports → Accounting Software Integration.

   

   Browse to Admin → Reports → Accounting Software Integration.

2. Click the View Sync button at the top right toolbar and select View Sync Queue.

   

   Click View Sync, then select View Sync Queue.

The sync queue is displayed in the work area:

• Type - Filter the search queue by type: order, customer, product, payment, refund, credit, or purchase order.

• Name - Search for records by name. Enter the name exactly as it's stored in the system (copy it from your sync log to make sure it's entered correctly), then click Search.

  

  Enter a record's exact name in the search field, then click Search.

• Status - Filter the search queue by status: Not synced, Waiting, Blocked, Error, or Synced.
• Last Result - Shows the outcome of the last sync.
• Last Error - Shows the error message from the last sync attempt. To retry, click Actions → Unmap next to the record once the underlying issue is fixed - this puts the record back into the sync queue to be sent to Sage Accounting on the next sync attempt.
• Block - Tick to omit a record from the next sync.

Sync History

The Sync History page shows a report of past sync attempts, including the date, state, and result for each one. It's a valuable tool for monitoring and troubleshooting integration issues.

1. Browse to Admin → Reports → Accounting Software Integration.

   

   Browse to Admin → Reports → Accounting Software Integration.

2. Click the View Sync button at the top right toolbar and select Sync History.

   

   Click View Sync, then select View Sync History.

Best Practices

• Start with test data before syncing live transactions.
• Keep account mappings consistent across systems.
• Regularly review the sync queue for errors.
• Document your accounting setup for future reference.

Troubleshooting

Problem: Data isn't syncing to Sage.
Cause: The integration isn't connected/authorized, Test Mode is still enabled after going live, or there are unresolved errors in the Sync Queue.
Solution: Confirm the integration is connected and authorized, verify Test Mode is disabled if you're live, and review the Sync Queue for errors.

Problem: Transactions appear incorrectly in Sage.
Cause: Account or tax mappings don't match between DecoNetwork and Sage Accounting.
Solution: Review your account and tax mappings, and ensure configuration is consistent between both systems.

Problem: Authentication errors occur.
Cause: The Sage Accounting connection has expired or credentials have changed.
Solution: Reconnect the Sage account and confirm your login credentials are correct.

Problem: Products fail to sync with a "purchase_tax_rate_id: This field is required" error.
Cause: Sage Accounting requires a purchase tax rate on every synced product, and no rate was available to use - this typically happens when Use Same Item? is set to No and no Item Purchase Tax Rate has been configured.
Solution: Under Admin → Reports → Accounting Software Integration → Configure, set the Item Purchase Tax Rate field under Order/Invoice Options, then re-sync the affected products.

Problem: Mapping dropdowns show fewer accounts, or an unexpected "no items" entry, since upgrading.
Cause: Order Line Item Mapping fields now only list items of the correct type, and show a disabled placeholder entry when no matching items exist in Sage Accounting yet.
Solution: This is expected. Create the missing item in Sage Accounting, then click Refresh Lists on the DecoNetwork configuration page - your existing saved mappings are unaffected.

FAQs

Does the integration sync data both ways?

No. Data flows one way: from DecoNetwork to Sage Accounting.

Can I import customers from Sage into DecoNetwork?

Yes, but you must use the Import Customers tool in Business Hub.

What data is synced?

Customers, invoices, payments, products, and purchase orders.

Should I test before going live?

Yes. Always validate your configuration using Test Mode first.

Additional Resources

• Accounting Integration Overview
• Import Customers