Summary - As Sage evolves, the Sage SDKs offered to third party software's like ours occasionally fall behind. So because we want our Sage customers to have all the features that our other customers have, we've historically had to create our own systems for helping customers access Sage in these areas, and one of these helps is an integration we created to post payments directly to Sage's database. This is not officially supported by a Sage SDK (because that SDK doesn't exist yet), and with changes to their software, we've encountered situations where the payments didn't enter correctly, and where our users had to manually fix the errors. With the hope of making Sage 50 integration with ServiceBox Payments a better experience for our customers we've added a Payment Options feature. This should give better flexibility in how you enter payments in Sage. Users will have the options to not sync at all, to only set the payment method on the invoice for same day single payments, or to use the full import as has been done historically.
1. Do Not Sync Payments: This option will allow our Sage users to manually enter information into Sage for the payments received within the Service Box invoices.
How To Enable This Setting: Go to connector program> click on 'Setup' button in the top right corner> Sage Payments Tab> Select first option 'Do Not Sync Payments'. It's recommended to check the checkbox at the bottom: 'Show Payments that Cannot be sync'd in dialog'.
How to Use: Let's understand how to use this option with an example.
Here's invoice 190047-7. You've received the payment in ServiceBox for this invoice.
With this option, a user running the sync system will look at the list of invoices paid in ServiceBox, in a dialog box with details including Invoice number, Customer Name, Payment Method, Payment Reference, Payment Date and Amount. This option will allow our user to simultaneously create the Receipts in Sage for the individual invoices to avoid any errors.
How to Run the Connector and add payment in Sage at the same time:
Step A: Before you run the sync, open Sage> go to the File menu appearing in the top left> Open Company> A dialog box will appear 'Are you sure you are finished with this company?' > Select 'Yes' as shown below. Keep this screen as it is and run the sync.
Step B: Select the invoice appearing in the dialog box for which you would like to create a receipt in Sage. As one selects the invoice it will highlight in blue and populate the payment details in the bottom box.
At this stage, our user can open Sage by clicking the 'cancel' button appearing on the dialog box within Sage> Go to Receipts Journal and add payments for individual invoices.
As our user creates receipts in Sage it's recommended to put in the Sage receipt number under the 'Transaction Reference' field (this field appears on the left, within the connector program, in the below screenshot). The Transaction Reference field is not a mandatory field but we recommend to fill it in as you create receipts in Sage. This will allow our data base to keep a record of the reference number of payment between ServiceBox and Sage, and will allow the connector program to recognize that the payment has been made in Sage. Therefore the paid invoice will no longer appear in this dialog box.
STEP C: Once the user is done creating all the receipts in Sage, close the Sage file in same way as shown in STEP A and allow the sync to complete by clicking the 'Ok' button within the connector program.
2. Set Paid by in Invoices if Same Day Single Payment: This option will transfer the invoice payment information over to Sage only for the invoices where the Invoice Create Date and Payment Receive Date are the same.
For the invoices where the Invoice Create Date is not the same as the Payment Receive Date, users are recommended to manually enter those payments in Sage following the same steps in option 1: 'Do Not Sync Payments'.
3. Full Sync Of Payments (Use at your own risk): This will allow users to run the sync in the historic manner, but users will have to agree to the disclaimer as shown in the screenshot. Again, this is our attempt to make a function available to our Sage customers that they want/need, but that Sage doesn't yet have a way for properly accepting. This third Full Sync option is the easiest, but also the most technically complex and therefore most vulnerable to bad communication between platforms.
Please feel free to reach out to us at [email protected], if you have any additional questions.