The Sage 50cloud Accounts integration allows you to export invoices generated as part of an Invoice Run for importing into Sage 50cloud as an Audit Trail transaction.

Enable the integration

Head to Settings → Sage → Sage 50cloud Accounts (UK) and check the Enabled box. If you have multiple teams, each team will need to be enabled.

You will need to specify the Nominal Code to be associated with each imported invoice. The nominal code must already exist in your Sage accounts data.

Next, optionally specify the following:

  • Default Tax Code - This must be between T0 - T99. If left blank, Sage will assume T0
  • Default Department Code - You are able to specify a Department Code for each Client in CareLineLive, however you may wish to specific a Default Department Code if left blank for a client.
  • Project Reference - If you're using Project Costing in Sage, you can specify which Project Reference to use here.

Specifying Client Department Codes

To associate a Department Code with a Client, open a client's record. On their Overview tab, click the :edit: button on the Service section.

If a department code is not associated with a client, the Default Department Code will be used.

Exporting the data

Once you've generated your invoice run and issued it, you'll be able to export the file for Sage 50cloud Accounts by clicking the Export button at the top of the invoice run screen. A zip file will be download which contains two files:

  • A .csv file containing the invoice records.
  • A .MAP file which contains the column mappings used by Sage.

The invoices file

This file is based on the "Audit Trail Transaction FULL template.xls" provided by Sage and has the following columns: Audit Trail Transactions

 

Excel column Field Type Left blank? Format
A Transaction Type Text No SI
B Account

 

Text No The account reference must already exist in your accounts data. (Customer, Supplier or Bank Account Reference)
C Nominal Code Text No The nominal code must already exist in your accounts data.
D Department Integer Yes Must be a number between 0 - 999 with no decimal places.
E Date Date Yes - the current program date is used. This must be in the format DD/MM/YYYY.
F Reference Text Yes  
G Details Text Yes  
H Net Decimal No 8 digits + 2 decimal places.
I T/C (Tax Code) Integer Yes - tax code T0 is used. This must be between T0 - T99.
J Tax Decimal Yes, however, if left blank the transaction imports with a VAT value of 0.00. 8 digits + 2 decimal places.
K Exchange Rate Decimal No. If importing Base currency transactions the exchange rate is 1. 8 digits + 2 decimal places.
L Ex.Ref Text Yes  
M User Name Text Yes  
N Project Reference Text Yes

Up to 12 characters with no spaces. The project must already exist within the accounts data.

O Cost Code Reference Text Yes

Up to 8 characters. The cost code must already exist within the accounts data.

P Country of VAT Text Yes 2 letter code as defined in Settings > Countries
Q Report Type Number Yes

0= No report type

1= Union OSS

2= Non Union OSS

3= IOSS