Using MagManager with Sage (Export Option)

Update: The Sage Cloud Accounting API now integrates with MagManager - see notes here.

If you are using Sage as your accounts package, you can raise invoices in MagManager and then export the invoices (and new clients) in a spreadsheet to Sage.

Setting up MagManager to export to Sage 

1. Send us your client codes

We will need to import your Sage client codes, which we refer to as your Sage Ids.

Please send us an export from Sage with your company names and their codes. We will match these to your clients in MagManager on the client name. Where we can’t find an exact match on client names, we will give you a list so you can match up the MagManager name with the corresponding Sage company name. (Once the codes are in MagManager, it won’t matter that the names are not the same).

2. Select Sage as your accounts package
   

   Go to Settings (cog at top-right of screen) and click on System Defaults.

   Next to Accounts Package, select Sage and click Update.

    

   
   
3. Update your starting invoice number
   
   Invoice numbers will start at 0 in MagManagaer unless you advise us you wish to change the starting number.  For example if you are already using Sage and you last invoice number was 999, contact the helpdesk and we can arrange to have the next invoice start at 1000.
   
   Any invoice prefix such an 'Inv' and the invoice number length can be set by clicking on the gear icon top right of the screen> Under Accounts > Select Company Details > enter the number relevant to your invoice length and prefix details in the fileds if required and Save.
   
   You can leave these fields blank if you are happy with the default invoice number length which is 7 characters and do not use an invoice prefix.
   
    

Exporting Invoices

After invoicing, invoices are found on the Invoicing screen, found on the main navigation.

Your newly generated invoices can be found by going to the Invoiced tab, and selecting the Invoices by Date tab.

Finding the invoices you want

On the left of the page you need to select the current month (or the month in which you raised the invoices) under ‘Invoiced In.’ 

To see the most recent invoices, click on the sort icon next to the Invoice No column. 

To view an individual invoice, click on its magnifying glass icon.

Clicking the blue Print Invoice button enables you to preview the invoice pdf. Clicking the 'email invoice' button allows you to email the individual email.

Exporting new clients to Sage

Before you export your invoices, you will need to export a list of your new clients. On the right-hand side, you will see a column headed “Sage Id”. If any of your clients do not have a Sage Id in this column, it will be because they are new clients in MagManager.

If you have new clients which don’t exist yet in Sage, click Export New Customers at the top of the screen. This will generate a Sage Id for the client and downloads a csv file with the client details for you to import into Sage. 

(If the client already exists in Sage, then click on the client in MagManager and go to the client Details tab and enter the client code you get from Sage next to “Sage Id” and click Update.)

MagManager looks for clients with no Sage Id and then creates these Ids. This means that if you click “Export New Customers” a second time on the same invoices, you won’t get anything new.

Exporting your invoice details to Sage

Make sure that the invoices you want to export are ticked, and the others are deselected.

NOTE: If you want to export selected invoices, you will need to deselect all, and then select the desired ones.

It’s a good idea to check that you haven’t included old invoices that have already been processed. You can check the “exported” column which records a date when an invoice has been exported.

To export your invoices, make sure that all the listed invoices have a corresponding Sage Id (see section on exporting new clients above), and then click “Export to Sage” at the top of the screen. 

This will download a csv file containing details of your invoices for you to import to Sage.

TIP: Don’t open your csv files before importing them to sage. When your csv file is saved again (especially on a Mac) the file formatting may be altered, and this can cause problems.