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Dorridge Village Hall (Staging)

Sage Line 50 Integration

Accounts Software Integration
Integrating Hallmaster Invoices into SAGE This document covers how to setup your venue ready to import Hallmaster Invoices into SAGE Once you have completed the following steps, in Reports you will see a tab for SAGE which will allow you to export a pre – defined spreadsheet of your Invoices that can be imported directly into SAGE. These steps require that you have setup your venue fully, following both the Setup and User Guide, and the Invoicing Module Guide. Step 1. Creating Nominal Codes You will n eed to update each of your customers in Hallmaster with the corresponding reference in your SAGE account. Just edit each one and enter this in the ‘Sage Reference Code’ field and then save. If any of your customers exist in Hallmaster but not in your SAG E software, you will need to import them before attempting to import any invoices. You can use the Reports > SAGE section to be able to get a list ready to import into SAGE if you need to do this. Step 2. Creating Nominal Codes First, enter your venue’s no minal codes in the Admin > Invoicing Settings page. Scroll down to the Nominal Codes section and press the green ‘Add’ button. The Code field should contain the code number that you use in your accounts software for this type of item, and the Label field is just a text box for you to add a label to let you know what this code is for. Example – Code: 1002 – Label: Generic Sales Step 3. Tax Codes Sage Line 50 requires your tax rates to be exported with codes rather than their names, you will therefore nee d to enter these codes next to your tax rates If you pay Tax or VAT, each of your tax rates will have a field for ‘Tax Code’ – this is a text box for you to enter the code in Sage for this tax rate (eg T1, T2, T3 etc) There is a tax rate ‘No Tax’ and 0% which has the code T0 – this tax rate cannot be edited or removed as it is required for the rest of the invoicing system. If you want to have a different code against your 0% tax rate, then you can create a new 0% tax rate and assign your other code (note that this cannot have the same name as ‘No Tax’, so you would need a different name such as ‘No VAT’ or ‘Zero Tax’)
Step 4. Assigning Nominal Codes to your Charges Once you have created your nominal codes, you will need to assign them to your Hire Charges and Line Items. To do this, go to Admin > Charges Matrix – Manage Hire Charges and edit each price rate – again in the dropdown menu choose the applicable Nominal Code. Likewise for your Line Items, go to the Admin > Line Item Groups menu and edit each group. Next to each Line Item in this group you will see a dropdown menu containing the Nominal Codes you setup earlier – select the correct code for each item and then press Save. Step 5. Exporting Data Now that y ou have finished setting up the Account Integration Module, you can start exporting your data from Hallmaster. To do this, go to the Reports menu on the left. Select the tab that says SAGE and you should see two reports in the list. The first report lab elled ‘Accounting Charges’ is just a generic report of all of your invoice charges. This report is not tailored for any specific account software but can be used to customise your own report including importing your customers if required. Select the secon d one in the list called Export Invoices to SAGE – this report has already been formatted to be compatible with SAGE. As with all other reports, these can be modified and saved using the Options menu, and you can favourite any reports for quick access via the Favourites tab if you wish. Once you have run the report, press the Export to Excel button to download a spreadsheet of the report. Step 6. Importing into SAGE https://ask.sage.co.uk/scripts/ask.cfg/php.exe/enduser/std_adp.php?p_faqid=36119 Next in your Sage program, go to File > Im port… – If asked to close any other windows select Yes You then get the Data Import screen with a prompt to take a Backup before importing the data. WE STRONGLY RECOMMEND YOU TAKE A BACKUP BEFORE IMPORTING ANY DATA Click Next and then select the ‘Audit Trail transactions’ and Next
Select the Excel Worksheet (xls or xlsx) option for the format of the data Now select the file to import – Browse to the file you just downloaded, select it and click Open Tick the box that says First row contains headings then Next In the Field Mappings page all the columns should match up but if anything is missing then select the relevant Imported Field for the Sage Field and click Next You should now be ready to import the data. Click Import when you are ready to start the import. You should now see a list of records that have been imported. If the import has been successful you can then Close the window and check the records that have been imported. Please note that this is entirely your responsibility. If you have any records not imported, you will get a list of what the issues or errors are and these will need rectifyin g before you can successfully import the data.