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Integrate with Sage 50 using Zynk

Owned by Jenna Buttershaw
Last updated: 17 Oct, 2024 by Jenna Buttershaw
17 min read

 

Steps to integrate with Sage using Zynk

 

Related Help Guide Pages

Learn about what data is shared with Sage via Zynk and how to set up the integration

Connecting accessplanit with Sage using Zynk makes managing your financial data between the two systems much easier and more efficient!

Zynk helps by automatically sending important data like customer information and invoice information from accessplanit to Sage, so you don’t have to enter it manually.

While there are other ways to link Sage with accessplanit, Zynk is an off-the-shelf solution, meaning it’s ready to use without needing any custom development, saving you both time and effort.

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Please note

You cannot have a Sage and a Xero integration set up at the same time, if you need to switch to Sage from Xero, please contact our support desk.

Follow this page to learn the steps for integrating your finance data with Sage using Zynk.

What information is sent from accessplanit to Sage?

This section outlines what data is provided to Sage as a part of this integration option.

There are three sets of data provided to Sage via Zynk:

  • Customer Data

  • Invoice Data

  • Transactions Data

Each set of data is dependant on the last one being successful, for example you cannot integrate your transactions into Sage until you have successfully integrated your invoices!

Customer data

Customer data includes the Accounts & Users that have had Invoices generated since the last export date.

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The following information is provided to Sage via Zynk for your customers:

Field in Feed

From (accessplanit)

To (Sage)

Field in Feed

From (accessplanit)

To (Sage)

ID

External Sage ID (System Mapping)

Not imported to Sage, used for associating to invoices

AccountReference

External Sage ID (System Mapping)

A/C

CompanyName

Account Name

Company Name

TermsAgreed

Always 1

Terms Agreed

TaxCode

This is a legacy setting for User’s only, stored within 'Attributes'

Accounts do not have this setting

Default Tax Code

CustomerInvoiceAddress

 

 

   Id

External Sage ID (System Mapping)

 

   UniqueId

External Sage ID (System Mapping)

 

   Title

Blank for Accounts

Title for Users

Contact Name

    Forename

‘Finance’ for Accounts

Forenames for Users

Contact Name

    Surname

‘Manager’ for Accounts

Surname for Users

Contact Name

    Company

Account label for account customers, blank for user customers

 

    Description

Blank, this does not include the ‘description’ from Accounts

 

    Address

Account/User Address, if a separate billing address is stored this will be used instead of the main address

Street 1

    Address2

N/A

Street 2

    Address3

N/A

 

   Town

Account/User Town, if a separate billing address is stored this will be used instead of the main town

Town

    Postcode

Account/User Postcode, if a separate billing address is stored this will be used instead of the main postcode

Post Code

   County

Account/User County, if a separate billing address is stored this will be used instead of the main county

County 

   Country

Account/User Country, if a separate billing address is stored this will be used instead of the main country

Country

    Telephone

Account/User Phone, if a separate billing address is stored this will be used instead of the main phone

Telephone

    Fax

Account/User Fax, if a separate billing address is stored this will be used instead of the main fax

Fax

    Mobile

Account/User Mobile, if a separate billing address is stored this will be used instead of the main mobile

Telephone 2

Email

Account/User Email, if a separate billing address is stored this will be used instead of the main email

Email

ContactName

‘Finance Manager’ for Accounts

Full name for Users (forename & surname)

 

Invoice data

Invoice data includes the Invoices & Credit Notes that have been generated since the last export date.

 

 

The following information is provided to Sage via Zynk for your Invoices & Credit Notes:

Field in Feed

From (accessplanit)

To (Sage)

Field in Feed

From (accessplanit)

To (Sage)

ID

Invoice ID

Inv No (In Sage) can be set to either Invoice ID or Reference

CustomerId

External Sage ID (System Mapping)

Not imported to Sage, used for associating to customers

InvoiceNumber

Invoice ID

Inv. No.

Reference

Invoice ID

Inv No (In Sage) can be set to either Invoice ID or Reference

SecondReference

Ref Part 2

 

AccountReference

External Sage ID (System Mapping)

A/C (we do not need to supply both the Customer ID and the Account Reference)

Notes1

Full Invoice Reference

Notes 1

PaymentType

Always ‘SalesReceipt’

PaymentType

Either:

  • SalesReceipt - When the invoice is posted the payment will be created on the account and allocated

  • SalesReceiptOnAccount - will create the payment on the account when the invoice is posted but will not allocate

InvoiceDate

Date Created

Date

InvoiceType

  • Invoices: ProductInvoice

  • Credit Notes: ProductCredit

Type, this can be any of the following

  • ProductInvoice

  • ProductCredit

  • ServiceInvoice

  • ProductProforma

  • ServiceProforma

  • ProductQuotation

PostedFlag

‘True’, unless the setting Posted Invoices has been turned off then this field is hidden

 

PostedDate

Date Created, unless the setting Posted Invoices has been turned off then this field is hidden

 

Currency  

Invoice currency code, e.g. ‘GBP’

 

InvoiceAddress

 

 

Forename

Customer forename (see above)

Invoice Name

Surname

Customer surname (see above)

Invoice Name

Company

Customer company (see above)

 

Address1

Customer address (see above)

Invoice Addresss 1

Town

Customer town (see above)

Invoice Address 3

Postcode

Customer postcode (see above)

Invoice Address 5

County

Customer county (see above)

Invoice Address 4

Country

Customer country (see above)

 

Telephone

Customer telephone (see above)

 

Fax

Customer fax (see above)

 

Carriage  

Accessplanit doesn’t store these details

 

    TotalNet

0

 

    TotalTax

0

 

   TaxRate

The default tax rate assigned to the invoice

 

InvoiceItems

 

 

Item

 

 

    Sku

Always ‘S1’ or ‘S2’, this means that the items are special lines and should show at the top of the invoice product list

Product Code

   Name

Invoice item label, depending on the item this could be

  • Name of the course

  • Discount label

  • Delegate name (delegate status)

Placeholder bookings are not included

Description

   Description

For course invoice items this displays the date range of the course, for eLearning delegates is displays the start date

Comment 1

   Comments

Always blank

Comment 2

   QtyOrdered

This is always ‘1’ even if multiple delegates or a placeholder has been booked

Quantity

   UnitPrice

Net value of the invoice item

Unit Price

   NominalCode

If the Invoice Items is a Course or a Product & Service, the first check will be to see if the item has a Nominal Code, if so this will be used. You can manage the list of Nominal Codes in your platform by using Custom List Items.
The Nominal Code options on other items, such as Discounts and Vouchers are not valid in the Sage export.

If this is empty, of the item is not a Course or a Product, then the Default Nominal Code setting will be used.

If this is empty, 4000 will be supplied as the Nominal Code.

Nominal Code

   Department

This is present for Course items only, it will display the Course Template attribute ‘Sage Department'.

If this is empty, then the setting Default Department Code will be used.

If this is empty this will not be included in the export.

 

   TaxCode

This is present for Course items only, it will display the Course Template attribute ‘Sage Tax Code', if this is empty it will display '1’.

Tax Code

GlobalTaxCode

This is the tax code assigned to the Training Provider that is issuing the Invoice, if this is empty it will display '1'.

Global Tax Code

Transactional data

Transaction data includes the transactions created since the last export date.

 

The following information is provided to Sage via Zynk for your transactions:

Field in Feed

From (accessplanit)

Field in Feed

From (accessplanit)

ID

A unique ID for this transaction (please note that the accessplanit ‘Transaction ID’ is not used for this).

For SalesInvoice transactions, the Invoice ID is used.

AccountReference

External Sage ID (System Mapping)

CustomerId

External Sage ID (System Mapping)

Reference

Invoice ID

TransactionType

The transaction type is generated based on what the transaction is

  • SalesInvoice - these transactions are the request for payment, every invoice with a value will have one of these transactions

  • SalesReceipt - payment made on the invoice, this references the SalesInvoice

  • SalesCredit - credit note payment

  • SalesPayment - a refund transaction

TransactionDate

Date of the transaction

NetAmount

Net value of the transaction

TaxAmount

Tax value of the transaction

NominalCode

If this is empty, or there are multiple Nominal Codes on the Invoice, then the Default Transactional Nominal Code setting will be used.

If this is empty, 1200 will be supplied as the Nominal Code.

BankReference

This first checks if the Invoice’s Nominal Code should be used as the back reference, using the setting Send Invoice Nominal Code as Transaction Bank Reference.

  • If that setting is turned on, then the Nominal Code will be provided as the Bank Reference

  • If that setting is turned off, then the Bank Reference setting will be used

    • If this is blank, then no value will be provided for BankReference

Details

  • SalesInvoice Transaction: The Invoice Reference

  • Other Transactions: The label of the transaction method (e.g. ‘BACS’)

TaxCode

This is typically 1 which means the value of the transaction is split across net and tax

This can be set to '9' using the setting Show Gross For Transaction Amounts, this puts the full value of the transaction in net and leaves a 0.00 tax.

TaxRate

Transaction tax rate

Integration Options

Here are the configurable options available for the Sage integration via Zynk:

 

Posted Invoices

This setting can be turned off to send your Invoices from accessplanit to Sage with a status of 'not posted'. This allows you to make changes to them before they are fully committed.

 

Hide fields in the feed:

You can also now hide two fields from the feed:

  • Global Tax Rate

  • Global Nominal Code

If you choose to hide the two 'Global' values from the feed, this means the tax rate and nominal codes are pulled from each individual Invoice item rather than the Invoice itself.

 

Customer ID

This setting defines the format that should be used when creating a new customer ID in Sage.

New customers are created in Sage when a company/user is sent to Sage from accessplanit and there is not a corresponding customer in your Sage account yet!

The default is “5|3|DESC” which means five alpha-characters and three numeric, e.g. Compa341.

 

Exclude Manual Credit Notes

If this setting is turned on, Credit Notes that are created manually are not included in the extract to Sage.

 

Merge Negative Invoice Items Into Positive

For finance systems that cannot handle negative numbers, this flag rolls the value of discounts into the positive-valued items, the discount line items will be exported as (£)0. For example an Invoice containing a Course item for £100 and a Discount item for £10 would be pushed into Sage as a £90 Course and a £0 Discount.

 

Send Invoice Nominal Code as Transaction Bank Reference

This sends the Invoice’s Nominal Code as the transaction’s ‘Bank Reference’, instead of the Training Provider’s Back Reference.

 

Send Invoice Reference Number As Invoice ID

This sets the Invoice / Credit Note’s RefPart2 value (e.g. 000021) as the invoice’s “Id” in the export, instead of the Invoice’s ID (e.g. 112).

This option can be helpful if you would like the Invoices in your Sage to have a clear link to your Invoice Reference in accessplanit.

This option is not recommended if you have multiple Training Providers.

 

Send Invoice Reference Number As Invoice Number & Transaction Reference

This sets the Invoice / Credit Note’s RefPart2 value as the Invoice’s “InvoiceNumber” element of an “Invoice” element, instead of the internal invoice ID, and sets the transaction’s related invoice / credit note’s RefPart2 value as the “Reference” element of a “Transaction” element, instead of the internal invoice ID

 

Send Nominal Code For Sales Receipt Transactions

As standard a “NominalCode” element is not included for transactions that have the type “SalesReceipt”.

Turning this setting on means that a “NominalCode” element is always in the “Transaction” element, even if it’s a “SalesReceipt” type record.

 

Show Gross For Transaction Amounts

By default the ‘NetAmount’, ‘TaxAmount’ and ‘TaxCode’ elements for each transaction will supply the net and tax-based values from the transaction, as they are stored in your accessplanit platform.

Changing this setting will update the value to supply the full gross value (including the tax value) for the “NetAmount” element, ‘0.00’ will be provded as the ‘TaxAmount’ , and ‘9' will be provided as the 'TaxCode’.

 

Default Nominal Code

This Nominal Code will be used for any Invoice Items that are missing a Nominal Code, and for any Invoice Items that are not Courses or Products & Services, if it is empty then 4000 will be provided as the Nominal Code instead for this purpose (Xero will be provided with 200).

 

Default Transaction Nominal Code

This Nominal Code will be used for any Transactions that relate to Invoices that contain multiple Nominal Codes

If this is empty and the transaction is of type ‘SalesReceipt’, then the setting Default Sales Receipt Nominal Code will be checked and if this has a value it will be used

If it is empty then 1200 will be provided as the Nominal Code instead for this purpose (Xero will be provided with 970).

 

Default Sales Receipt Nominal Code

This setting will be used for any ‘SalesReceipt’ transactions that do not have a Nominal Code (see Default Transaction Nominal Code for more information).

 

Default Invoice Item Department Code

This setting is used for any Course items that do not have a Department Code.

 

Default Bank Reference

This setting is where the Bank Reference can be set per Training Provider.

 

Preparing for Sage Integration

There are 3 activities to complete to prepare for setting up the Sage Integration.

  1. Complete the Sage specification form

  2. Check your data is ready for the integration

  3. Download & sign up for a trial Zynk

 

Before starting the integration process to connect accessplanit with your Sage account, you will have been provided with a specification form by your Customer Success Manager.

Please complete this form and contact your CSM to discuss the nature of the integration before proceeding. 

 

 

 

 

Setting up the Zynk Workflow Tasks for Sage

There are 6 elements to the Zynk Workflow that need to be configured:

  1. HTTP Task 1
    This task produces and downloads all data since last export as an XML file for the integration to reference

  2. Import Customers
    This task imports all customer records related to the exported invoices/credit notes/transactions.

  3. Import Invoices
    This task imports all invoice/credit note records

  4. Import Transactions
    This task imports all transaction records

  5. HTTP Task 2
    This task confirms that the integration was successful or unsuccessful

  6. Archive Workflow Data
    Collects all log data from the Workflows and Archives it into a zip folder for reference. 

Please see each section below to learn how to configure each one:

 

 

 

 

 

 

 

Testing & enabling your Sage integration

Once your Zynk Workflow is set up, it is time to test that it is working correctly before you enable it to run live!

Testing your Sage Integration

Testing your Sage Integration

  1. Check that your HTML tasks both point to your sandbox platform:
    https://yoursystemnamehere.accessplanit.com/accessplansandbox/services/sageintegration…

  2. Check that your first HTML task points to your test Sage account/system

  3. Within your accessplanit sandbox environment, complete tests for each financial scenario that relates to your processes, this could include:

    1. A booking made through your basket where your customer pays up front (e.g. via a payment gateway)

    2. A booking made through your basket where your customer is invoiced

    3. A payment is recorded against an Invoice

    4. A payment is refunded (e.g. via a Delegate cancellation)

    5. An Invoice is credited

  4. Keep a note of the tests that have been completed, and the expected outcomes note of the tests that have been completed, and the expected outcome

  5. Check the outcomes of this testing after your Zynk integration next runs

 

Enabling your Sage Integration

  1. Update your HTML tasks to now both point to your live platform:
    https://yoursystemnamehere.accessplanit.com/accessplan/services/sageintegration…

  2. Update your first HTML task to point to your live Sage account/system

  3. Check the outcome of your integration being enabled, against the finance activity in your live platform, after your Zynk integration next runs

 

 

 

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