Getting Started - Linking MagManager to Sage

Getting Started: Linking MagManager to Sage - API Integration

As of August 2021 - You can now sync your financial data from MagManager to Sage Cloud Accounting through the MagManager integation with the Sage API. 

IMPORTANT
The SAGE API does NOT support invoice prefixes.
The Sage API only allows transfer to a single Sales Account (eg 4000 Sales Products).
The Sage API does NOT support inventory/product codes.
~ If you require these features, check out Xero as they are available through the Xero API. 

In this article:

mceclip0.png

New MagManager Users: Your clients can be imported from Sage into MagManager.  Ensure they have  a Reference (Sage ID) set.

mceclip0.png

Existing MagManager & Sage Users: Send us a spreadsheet of your existing clients in Sage - ensuring they have a Reference set (Sage ID).

It's important that the company names in the two systems match exactly. As the match is done on company name.  We will use your spreadsheet to match the clients and add the Sage ID to your clients in MagManager.

It's essential that all existing clients in MagManager have a Sage ID if you already have the client in your Sage account.  Other wise duplicate clients will be created.

WARNING: As clients match on the comany name, even the slightest difference between the data in Sage and MagManager will stop the companies matching.  That includes things like an extra space in the client name, extra characters such as a full stop or dash, misspelled words and extra works.  Any clients from Sage that do not exactly match those in MagManager will result in an duplicate account being created in MagManager. It will be the duplicate account that is matched to Sage, NOT the original one you have in MagManager.  Therefore it is really important that you check your data in both Sage & MagManager before sending us your Sage client file.

 

NOTE: Before you start invoicing, please contact us with the invoice number of the next invoice to be raised, and we will set up MagManager to start at this number.

 

Setting up MagManager to Link to Sage

Click on the gear icon, top right of the screen to access the main settings page:

1. Under Settings > select System Defaults

By Accounts Package, select ‘Sage’.

Set the toggle switch on for ‘Link to Sage’.

Click Update.

Screenshot_2021-06-30_141810_Sage_1.jpg

2. Under Admin > select Users

Click on the user name

Check the box beside 'Can Use Sage'

Click Update.

IMPORTANT - Logout of your MagManager account and back in again.

Screenshot_2021-06-30_143212_Sage_2.jpg

Repeat the process for other users on your account. See below for the permissions they will need in Sage.

You can find out more about Sage User permission on their website.

 

3. Under Accounts > select Sage

Click login

Screenshot_2021-06-30_143527_Sage_3.jpg

You'll be prompted to login to your Sage account by entering your Sage email & password.

Screenshot_2021-06-30_143712_Sage_4.jpg

A popup will display asking you to authorise access - Click Allow.

mceclip0.png

You will see options to carry out the following actions: 

Screenshot_2021-06-30_143809_Sage_5.jpg

If you plan to import your clients to MagManager from Sage please re-read the following warning:

WARNING: As clients match on the comany name, even the slighest difference between the data in Sage and MagManager will stop the companies matching.  That includes things like an extra space in the client name, extra characters such as a full stop or dash, misspelled words and extra works.  Any clients from Sage that do not exactly match those in MagManager will result in an duplicate account being created in MagManager. It will be the duplicate account that is matched to Sage, NOT the original one you have in MagManager.  Therefore it is really important that you check your data in both Sage & MagManager before sending us your Sage client file.

 

Once you are happy to proceed and MagManager & Sage are connected, simply click Import Customers, a list of the clients who have been imported will be listed onscreen.

mceclip0.png

NOTE - For New & existing MM users 

When you first set up with Sage you also need to click the following:

  • Sync Tax Rates
  • Sync Accounts

 

4. Updating your Tax Settings & Invoicing Defaults

Go to Settings >  Accounts > Company Details - Invocing Defaults

mceclip1.png

From the dropdown boxes you need to select the following:

Tax Name - enter the name of your sale tax eg VAT, GST etc.
VAT No
- enter you VAT (sales tax) number.
VAT Rate - choose your rate from the dropdown menu.
Zero Rated Tax - choose your rate from the dropdown menu.
Sales Account - This is the account in Sage where your sales go.  By default likely to be   'Sales - Products (4000)'  or 'Sales Type A (4000) unless you have updated this in Sage.

*** All sales go to a single sales account, the Sage API does not allow multiple sales accounts***
Payment Terms - enter the days (REQUIRED)
Invoice Length - enter the number of digits in your invoice number. (Optional)
Invoice Prefix - Sage does NOT support invoice prefixes - this field must be left blank

Save the changes.

NOTE: Ensure you choose the correct VAT Rate and Xero Rated Tax rate from the dropdown menu for YOUR business.  Otherwise the invoices will not transfer from MagManager to Xero. 

 

Transferring Invoices from MagManager to Sage

NOTE: Before you start invoicing, please contact us with the invoice number of the next invoice to be raised, and we will set up MagManager to start at this number.

There are 2 methods to transfer Invoices -  via the Client>Financial screen or from the Invoicing screen. 

See fuller notes here: invoicing in MagManager when using Sage.

1. Raising individual invoices on the client screen.

If you raise individual invoices on the Client Screen (Client > Financial > Create invoice ) these invoices will be imported directly into Sage at the time of creation.  Be patient as Sage can sometimes be slow and it can take up to 20 mins for the invoice to appear on the client account in Sage.

2. Raising batch invoices

If you are raising a batch of invoices, go to the Invoicing screen, and create your invoices in the usual way. 

After raising your invoices, go to Invoicing > select the Invoiced tab and click on the invoices by date tab. Select the current month (or the month in which you raised the invoices you wish to transfer). 

By default, all invoices in the current list will be selected - you can remove individual invoices by unselecting them. When you are ready, click Transfer to Sage.  Invoices transferred will flash across the top of the screen. 

Screenshot_2021-06-30_161641_Sage_9_Invoice_Transferred.jpg

 

NOTE: New and updated Client information will automatically update in Sage.

Once invoices appear in your Sage account you are ready to print or email the invoices to your client from your Sage account.

 

Error Messages - Invoices not transferring to Sage

If you have an issue with an invoice not transferring to Sage, a transfer result pop up will display on screen or you can check the API log to see if there is an error message listed there - You can access this via the gear icon top right of the screen > Under Settings select API Logs:

 

Error Message - Couldn't find TaxRate

mceclip0.png

Check you have selected the correct VAT rate & Zero rated tax rate in MagManager.  In settings > Under Accounts  select Company Details.

 

Error Message - Artefact number must be unique
Screenshot_2021-08-12_132536.jpg

This indicates that the invoice number already exists in Sage.  You will need to cancel the invoice in MagManager.  Check what your next invoice number is in Sage then contact MagManager Support to have your invoice number set to the correct number.  You can then raise a new invoice in MagManager.

 

It may also be due to you having already transferred the invoice to sage.  Go to settings - Under Settings select API Logs.  You will see two entries one showing the Invoice as being Transferred and a second showing that the Artefact number must be unique.  No need to do anything here as the invoice will have already been transferred to your Sage account.

mceclip0.png

 

Error Message - artefact_number must be between 1 and 2147483647

mceclip0.png

The error message artefact number must be between 1 and 2147483647 indicated that a prefix has been set up Company Details.  To solve this go to settings > Under Accounts select Company Details > delete any text in the invoice prefix field > Save. 

 

Syncing information between MagManager and Sage 

Updating paid status

When an Invoice is marked as paid IN FULL in Sage, it will automatically be updated as paid in MagManager - provided a user with access to Sage has logged into MagManager. 

NOTE: Part-payments made in Sage will NOT show in MagManager - the full amount will still show as outstanding in MagManager.

 

Deleting Invoices - 

If you need to amend an unpaid invoice, you should amend it in MagManager and the amendment will be synced to Sage. 

If you cancel an invoice in MagManager it will void the corresponding invoice in Sage. If you delete an unpaid invoice in Sage, it will be deleted in MagManager.

 

Permissions needed in Sage for MagManager link

Here are the minimum permissions in Sage that a user needs to have to be able to use Sage and MagManager. 

 

From your Sage dashboard select Settings > Customer - User Management > Select the user name and update settings are required.

You can find out more information on user permission in Sage on their website, by clicking here 

Screenshot_2021-07-13_at_12.06.38_sage.png

 

Have more questions? Submit a request

0 Comments

Article is closed for comments.