Operate allows you to export your payments that you have added in the Accounts Receivable and post them to the corresponding accounts in Sage.
Once you have posted the payment in sage you can then allocate this against the correct invoice. This export will not allocate the payments in Sage because any changes to the allocations in either software platform would not be reflected in the other.
Before You Export
Before you conduct the export, you should always back up Sage and additionally you should run the "Cashbook Report" this will show you a list of all payments that have been run during the period selected, In excel you can filter these to only show the "Unbooked" payments which are the payments that will show up on the export file.
You should check this report and ensure that the information is accurate - assuming it is, you can then proceed to export the payments. If you notice any errors you can go back to the accounts receivable module and ammend the payment.
- Go to Operate's Settings > Integrations and find the Sage Payment Export, then open it.
- Select the Organization that you want to export for.
- Click Export.
- Select what you would like to export: Choosing Unbooked Transactions will export transactions that would not have been exported before. Booked Transactions may already be exported. Exporting booked transactions may lead to duplicates in your financial accounts - please use this option cautiously and only if you need to correct any errors within the export (e.g. if you need to make changes to any record after having exported).
- Select what range of transactions you would like to export: All Transactions, Last Month's, This Month's or a custom transaction list. If you decide to Choose Transactions, you will be asked to select a Location then the specific year, month and transaction you want to export. Choosing custom transactions is a great way to re-export the booked ones when there are errors in Sage and you make changes to Operate before re-exporting. This way you are only exporting the failed transaction(s), not everything else.
- Your export is now ready - simply click the Export link to download a .csv file containing your data (payments, journals, AR entries).
- All selected transactions will be marked as booked.
Importing to Sage
To import the csv file into Sage, first back up your Sage database once you have done this go to file>import and then select Audit Trail Transactions.
Sage will then prompt you to create a map for the import - the export file has been configured so that each column represents the default column mapping - this means you can select the following -
- Transaction Type - Column A in CSV file
- Account - Column B in CSV file
- Nominal Code - Column C in CSV file
- Department (the organization that the revenue comes from) - Column D in CSV file
- Date - Column E in CSV file
- Reference - Column F in CSV file
- Details - Column G in CSV file
- Net - Column H in CSV file
- T/C (Tax Code) - Column I in CSV file
- Tax - Column J in CSV file
Once you have completed the mapping and imported your payments, you should validate that the balances of your accounts in Operate and the balances of your accounts in Sage match.