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Sage Business Cloud (SageOne) Integration

Updated

Our Sage Business Cloud (SageOne) integration allows you to post a summary of your sales data directly into Sage in the form of journal entries. Posting of individual invoices or client accounts is not supported, this information is stored in ChiDesk and can be accessed for any tax related queries.

  • We currently support the Accrual method of accounting for this integration.
  • The Sage integration is currently available as a Beta. Please ensure that values posted to Sage are checked by your accountant.

Once activated, whenever a Cash Balance is saved you can choose to automatically or manually post this information into your Sage account.

Individual journal entries will be created for each Tax Type and each Service Type, Product Type, Membership, Course, Voucher and Custom sale.

  • Course and Voucher sales are posted as liabilities in conformance with standard accounting practises.
  • Tax on Course Sales is applied at the time of sale, as they meet the requirements for a product-specific voucher. No Tax is reflected on the redemption of the Course.

Along with sales, all receipts are also posted as Bank Transaction entries.

  • Voucher, Course and Loyalty redemptions are posted as journal entries, as they affect the liabilities created on the sale or accumulation of these items.

Current Limitations

  • Integration is a one-way push of data. If any changes are made that require the cash balance to be deleted, you will need to manually remove all journal entries for that cash balance.
  • Upfront payments received are immediately posted to a Bank Account and Accounts Receivable.
  • Expired Vouchers, Courses and Loyalty are currently not posted, these will need to be manually posted on a monthly basis.

Setup

Before you get started you need to setup your list of accounts in Sage to support the posting of journal entries. Sage does not allow journal entries against any of the system accounts, so you will need to setup new dedicated accounts for each of these in Sage in order to link them in ChiDesk.

Setup accounts for Sales, Cost of Sales, Inventory Control (Current Asset), Discounts Allowed (Expense), Voucher Liability (Current Liability), Course Liability (Current Liability), Loyalty Liability (Current Liability) and cash up Discrepancies (Expense).

  • You can optionally setup separate Sales accounts for each Service Type and Inventory Type created in ChiDesk to separate out your sales. You can also have separate Sales accounts for sales of Memberships, Courses, Vouchers and Custom items.

ChiDesk Setup

Navigate to Settings - Third-party add-ons and select SageOne.

  1. Enter our integration API Key {F97467FE-958E-4562-952E-F07A5ECB393A} including the curly brackets.
  2. Enter the Username and Password you use to login to SageOne.
  3. Enter the Company Id number you want to integrate with. You can get this from SageOne.
  4. Click Save to save these settings.

Now navigate to Settings - Accounting Integration to map your accounts.

Sales

  1. Select a current asset account for Accounts Receivable.
  2. Select a sales account for Memberships.
  3. Select a sales account for redeemed Courses.
  4. Select a sales account for Vouchers.
  5. Select a sales account for Custom items.
  6. Select a sales account for each Service Type.
  7. Select a sales account for each Product Type.

Products

  1. Select an inventory control account.
  2. Select a cost of sales account.

Expenses

  1. Select an expense account for Discounts.
  2. Set an expense account for any Discrepancies between counted and expected amounts from the Cash Balance.

Liabilities

  1. Select a liability account for Courses sold.
  2. Select a liability account for Vouchers sold.
  3. Select a liability account for Gratuities received.

Taxes

  1. Map each Tax Type to a tax type in your accounting system.

Payment Types

  1. Map each Payment Type to a payment type account in your accounting system.

Journal Entries

Below you will find a detailed breakdown of the journal entries generated for the various financial transactions that take place in ChiDesk.

Sales

Debit: Accounts Receivable

Credit: Sales

Product Sales

Debit: Cost of Sales

Credit: Inventory Control

Sales Discounts

Debit: Discounts (Expense)

Credit: Sales

Loyalty Earned

Debit: Sales

Credit: Loyalty (Current Liability)

Voucher Sales

Debit: Accounts Receivable

Credit: Vouchers (Current Liability)

Course Sales

Debit: Accounts Receivable

Credit: Courses (Current Liability)

Receipts

Debit: Bank Account

Credit: Accounts Receivable

Voucher Redemptions

Debit: Vouchers (Current Liability)

Credit: Sales

Course Redemptions

Debit: Courses (Current Liability)

Credit: Sales

Loyalty Usage

Debit: Loyalty (Current Liability)

Credit: Accounts Receivable

Gratuities Received

Debit: Accounts Receivable

Credit: Gratuities Received (Current Liability)

Petty Cash Expenses

Debit: Petty Cash (Expense)

Credit: Payment Account (Cash)

Cash Balance Discrepancies

Debit: Discrepancies (Expense)

Credit: Accounts Receivable

Things to Check

Every time a Cash Balance is posted through to Sage your accountant will need to check the following:

  1. Under Banking Transactions you will find an entry for each of your Payment Types in ChiDesk. Vat should be set to No Vat, as Vat will accrue via the sales journal entries.
  2. Under Processs Journal Entries you will find all the sales and redemption journal entries. Ensure that the correct Vat treatment has been applied to these entries.
  3. If you are registered for Vat, you can use the Vat Transactions report to get a detailed view of how the posted journal entries have affected your input Vat.

 

 

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