Exporting Data to Sage |
  
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Exporting Data to Sage |
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A CleanLink Sage export has two export options, Invoices and Clients.
Invoices exports the individual invoice details. These are referred to as Audit Trail Transactions in Sage.
Clients exports the basic Client data. The following detail is included:
•Client Reference
•Company Name
•Address
•Contact Name
•Telephone Number
•Fax Number
When imported to Sage, these Client records will be created if not already there.
We would advise to create and maintain references and client details in CleanLink. We also advise that before exporting Invoices you should export Client details. This way ensures Sage will have all the new clients with matching references for the invoices.
Before you can go through the export process it is important to select the correct accounts package for your exports. This is done through the External Links tab in Setups > B.Setups & Defaults.
Then you will need to select the ‘Sage Nominal’ option to set the nominal code for journal transactions and External VAT code (typically T1)
Before any invoices can be exported from CleanLink to an accounts package you will need to have the correct Nominal Codes allocated to your CleanLink Sales Codes. These are the sales codes allocated to all Stock and Service items.
Information on this can be found in the CleanLink Manual under Managing Stock > Setting Up Stock > Setting up Sales and Stock Codes. Please see an extract from this below:
Sales codes are required to link your sales to nominal ledger accounts. Go to Setups > G. Sales Codes. Enter the nominal ledger code relating to this cost code, decide if the items under this cost code would be excluded from comparison to the site stores issue budget and whether these itmes should be included in a figure from which the % Pay Budget could be derived.
To create the export of Clients go to:
Invoicing > K. Reports > D. Export to Accounts Package > Clients
This will create the Clients.CSV file in your Cleanlink/Exports folder.
To create the export of Invoices go to:
Invoicing > K. Reports > D. Export to Accounts Package > Invoices
This will bring up the following screen and when Export button is pressed will create the Invoices.CSV file in your Cleanlink/Exports folder.
This is a two step routine. Similar to the Export process the first step is to import the Clients to ensure they match to those in CleanLink. The second step is to import the invoices.
| Step 1 | From the Sage File menu select Import > Customer Records. Select Run change folders and find the Exported file Clients.CSV (Check it is the correct date) then press Open. |
| Step 2 | From the Sage File menu select Import > Audit Trail Transactions select Run change folders and find the Exported file INVOICE.CSV (Check it is the correct date) then press Open. |
•The first time you run the imports in Sage you will be asked to map the import. This should only need to be done once. You can save the mapping for future imports. If you are unsure of this mapping please contact our Support team for assistance.
•When importing Invoices into Sage, Sage first checks the import file and only continues to import if everything is ok. If one reference is not in Sage or is not an exact match, Sage will reject the whole file. It’s all or nothing.
•Export files are created in CSV format. We do not advise opening these in Excel before the import process as this tends to amend the date format which will in turn cause the import to fail. If you need to review or amend the file we would suggest doing so using Notepad.
•If you import the same Invoices into Sage a second time, Sage creates new invoices, so they will be DUPLICATED.
Clients imported into Sage overwrites whatever is already there, so will not be duplicated.
•CleanLink exports to the same file each time ‘Invoice.csv’ and ‘Clients.csv’ (it deletes the old ones first). So after every export you must import.
•The default setting only allows you to export an invoice from CleanLink once. If you have lost the export and need to do it again, tick the box in Setups > B. Setups & Defaults > External Links > Allow Multi Exports. Always go back and un-tick it afterwards.
