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Dorridge Village Hall (Staging)

Sage Online Integration

Accounts Software Integration
Integrating Hallmaster Invoices into SAGE Online This document covers how to setup your venue ready to import Hallmaster Invoices into SAGE Once you have completed the following steps, you can enable “Automatic Accounts Integration” to automatically send any invoices and payments from Hallmaster to Sage. Also 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 as an alternative . These steps require that you have setup your venue fully, following both the Setup and User Guide, and the Invoicing Module Guide. Authori s ing Hallmaster with Sage First , go to the Admin > Accounts Integration page and click the button to authori s e Hallmaster to access your Sage account. Clicking the button will take you to Sage and prompt you to login to your Sage account and allow H allmaster access. Once enabled, you will be taken back to the Hallmaster dashboard and should see a message confirming the connection was successfully authori s ed. If you do not see this confirmation message then please check that your Sage login details were entered correctly. If you continue to have trouble authori s ing Hallmaster to access Sage then you may need to contact Sage support. Note: This step is optional if you do not intend to use Automatic Account s Integration and will be entering your nominal codes manually. Step 1. Creating Customer Codes You will need 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 ‘ Customer Code’ field and then save. When using Automatic Accounts Integration, if any of your customers exist in Hallmaster but not in your SAGE software then they will be automatically added to Sage when an invoice is created (provided you have entered a Customer Reference for them). Otherw ise, 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
From the Admin > Accounts Integration page you can use the Nominal Codes section to load your existing Nominal Codes from Sage into Hallmaster. Alternatively , you can enter your venue’s nominal codes manually in the Admin > Invoicing Settings page.
Step 3 . 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 the Admin > Hire Charges menu 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 pre ss Save. Exporting Data (If Automatic Accounts Integration is not being used) Now that you 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 labelled ‘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 require d. Select the second 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. Importing into SAGE Online Please follow this link for information on importing invoices into your program https://help.accounting.sage.com/en – ca/accounting/importing/extra – quick – entry – import.html