Accounting. With Sage One Integration Set-Up Guide

Transcription

1 Accounting With Sage One Integration Set-Up Guide

2 T L 4 T r a i n i n g G u i d e : A C C O U N T I N G P a g e 2 Contents Page Setting up the Sage One Integration... 3 Requirements Integration: Linking the Travelogic Currencies to Sage One Linking the Travelogic Tax Types to Sage One Linking The Sage One Accounts Linking Travelogic Users to Sage One... 10

3 T L 4 T r a i n i n g G u i d e : A C C O U N T I N G P a g e 3 Setting up the Sage One Integration In order for Travelogic to integrate with Sage One, the following is required: REQUIREMENTS: 1. You have to be registered with Sage One. If you are not, the integration will fail. 2. You will need to ensure that you have loaded all your Currencies, Tax Types, Clients, Suppliers and Users in Sage One first before you can go live with the integration. 3. Please ensure that you have an additional user license for Travelogic (i.e. the number of user licences should equal the number of people who will work in Pastel itself plus 1 additional user for Travelogic.) Now follow these steps to start with the integration: 1. INTEGRATION: From the Travelogic Dashboard, click on File > Tool > Settings On the left-hand menu, scroll down to Financial > Accounting Tick the Integrated button Sage One Server Address (captured by Travelogic) Server Port (captured by Travelogic) Sage One Api Key (captured by Travelogic) Sage One Api Company ID (captured by Client) Sage One API Username and Password (captured by Client)

4 T L 4 T r a i n i n g G u i d e : A C C O U N T I N G P a g e 4 Under the Settings section, you can also set up the following preferences: Use Travelogic Numbering on Sage One, this is a default Setting. Always split profit line items. This will separate profit amounts from each service (line item) amount when invoicing. This is ideal when the tax setting on the profit is different to the tax setting on the service total. Send References for Payments and Receipts, ensuring that these entry details are posted to Sage One. Calculate Commission Items. This refers to the commission owing to your client (agent), i.e. if this option is ticked and a new invoice is created, the clients commission will be deducted from the service totals. These Client Commission rules need to be created in Settings please see the Settings Training Guide. Use Last Travel Date as Document Date. If you use this Option, you will need to specify a Closing Date on your Proforma & Customer Invoice. Now click OK so that these settings can be saved

5 T L 4 T r a i n i n g G u i d e : A C C O U N T I N G P a g e 5 2. LINKING THE TRAVELOGIC CURRENCIES TO SAGE ONE The next step is to link the Currencies to Sage One as follows: From the Dashboard, click on File > Tools > Settings In the left-hand menu, under General, you will find Currencies Double click to select the default currency in Travelogic/Sage One o The default currency in South Africa is always ZAR Click on the Accounting Tab Tick the Account Currency box; this means that this currency can be used when creating invoices as well as payments and receipts. Click on the to retrieve the applicable currency code from Sage One Currently, Sage One has a Multiple-Currency add-on module if needed for services or goods priced and sold in foreign currency. This is an additional purchase that needs to be made with Sage One directly.

6 T L 4 T r a i n i n g G u i d e : A C C O U N T I N G P a g e 6 3. LINKING THE TRAVELOGIC TAX TYPES TO SAGE ONE Once again, from the Dashboard, click on File > Tools > Settings In the left-hand menu, under General, click on Tax Types (named VAT in Sage One) Double click or click Edit to open the first tax type and click on the search button ( ) to find the corresponding tax type accounting code generated from Sage One in the Accounting field: Click OK to save and go to the next tax type Ensure each tax type accounting code has been filled in

7 T L 4 T r a i n i n g G u i d e : A C C O U N T I N G P a g e 7 4. LINKING THE SAGE ONE ACCOUNTS From the Dashboard click on File > Tools > Settings > Financial > Accounting Click on the Account Codes tab In this section we will demonstrate how to set up account types and create account rules for a typical Tour Operator chart of Accounts in Sage One. Let s start with the various account types according to your set of accounts in Sage One: In the Account Code Criteria Tab, click New Double-click on Service Types Enter the name and select the identical service type from the drop-down list: Click OK, click New and select Service Type to add the next one Enter as many Account Types as you need:

8 T L 4 T r a i n i n g G u i d e : A C C O U N T I N G P a g e 8 We will now use these account types to link the actual Sage One accounts to Travelogic Click on the Account Code Rules tab Click on New - create the Sales accounts Enter the Name of a Sale account, Select Sales from the list of Account Types Code: click on search button ( ) to retrieve the account codes a Code Lookup screen will appear:

9 T L 4 T r a i n i n g G u i d e : A C C O U N T I N G P a g e 9 Select the applicable Sage One code and click OK Next, tick the applicable Service Type in the Criteria list Click OK, Click New and Repeat the same for the rest of your Sales accounts Follow the same process to create the Purchase accounts Ensure that you have created an Account Code Rule for each Service Type in Travelogic Also ensure that you have created an Account Code Rule for each applicable account in Sage One, including Profit and Client Commission, if relevant

10 T L 4 T r a i n i n g G u i d e : A C C O U N T I N G P a g e LINKING TRAVELOGIC USERS TO SAGE ONE A Travelogic User has to be created in Sage One first as a Sales Rep before linking: From the Dashboard, click on File > Tools > Settings In the left-hand menu, scroll down to the Security Tab and click on Users Double click to open the user and click on the Accounting Tab Accounting User Code: Click on the Search button( ) to call up the sales rep codes that have been generated in Sage One Once all the above-mentioned Settings have been completed, you are now ready to create Invoices and other Accounting Entries in Travelogic