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Sage Business Accounting Integration

This article tells you how to install and integrate Vtiger CRM with Sage Accounting.
B
Bindu Rekha Babu
20 May, 2022 - Updated 1 day ago
Table of Contents

Introduction

 

Sage Business Accounting Software helps you manage your financial transactions. Sage Accounting helps you with book-keeping, invoicing, expense tracking, cash flow management, etc. It also allows you to set up workflows and provides remote access. 

Are you a Vtiger customer who uses Sage Accounting? You can now integrate Sage with Vtiger and manage your accounting operations right from the CRM.  

 

Vtiger provides multidirectional data sync with Sage. You can sync data in the following directions:

  • One-way: Vtiger to sage or Sage to Vtiger
  • Both ways: Vtiger to sage and Sage to Vtiger 

When you integrate Vtiger CRM with Sage, your data flows between both the applications and you can manage your accounting operations right from the CRM.​​​

Benefits of integration

There are multiple benefits to integrating Sage Accounting with Vtiger CRM. You can: 

  • Access your accounting data from the CRM
  • Generate reports and gain insights 
  • Prevent duplication and errors with a single source of data
  • Save time by managing your data and tasks from a single app

Integrating Sage with Vtiger involves the following:

  • Installing Sage from Extension store
  • Configuring or setting up the integration
  • Enabling the sync between Vtiger and Sage for data to flow
  • Displaying the sync log

In this article, you will learn about all of the above. Shall we begin?

Feature Availability Table

 

SALES

HELP DESK

ALL-IN-ONE

Starter

Professional

Enterprise

Starter

Professional

Professional

Enterprise

Feature Availability

Sage Integration

 

Installing Sage Accounting

Sage Accounting is a third-party app that you must install from Vtiger’s Extension Store. You can install extensions only if you are an Admin user in the CRM.

Follow these steps to install Sage:

  1. Log in to your CRM account.
  2. Click the User Menu on the top right of the screen.
  3. Click My Preferences
  4. Click Extensions.
  5. Click Extension Store.
  6. Look for Sage and click Install.
  7. Click Yes to confirm the installation.

Once you have installed it successfully, the app will be visible under Settings > Extensions.   

 

Note

  • Sage is not available by default in the CRM. You need to install the extension.
  • Only Admins can install Sage from the Extension store.
  • After Installation, Admins can view Sage in Settings and in the related modules’ Sync popup (under System-level Connectors).
  • Only Admins can uninstall Sage from the Extension store.
  • Sage is not available in Module Manager, Roles, and Profiles as a module.

Configuring Sage Accounting 

This step requires you to authenticate your Sage Account from the CRM. So keep your Sage Account details such as User ID or Email ID and Password ready.  

Follow these steps to configure Sage:

  1. Log in to your CRM account
  2. Click the User menu on the top right corner
  3. Click Settings
  4. Look for Extensions
  5. Click Sage 
  6. Click Authenticate Your Sage Account button
  7. Choose your country or region by clicking on the corresponding flag
    1. For example, select the United States by clicking the flag
    2. You will be taken to the Sage login page
  8. Enter the following details to log in to Sage:
    1. Email ID
    2. Password
  9. Click Login
    1. If the login is successful, you will be taken back to the CRM to Sage Sync Settings page. Here you will be able to sync Sage with the CRM

Next Step - Syncing (Mapping) Fields between Vtiger CRM and Sage.
 

Syncing Data

After the configuration is successful, you can choose how you want to sync data.
Follow these steps to sync data between Sage and Vtiger:

  1. Log in to your CRM account
  2. Click the Main Menu
  3. Go to Organizations (Products or Services or Invoices)
    1. Note: Contacts are synced automatically as they are linked to organizations
  4. Click the Sync button. The Sync window will open
  5. If Sage was successfully installed, it would be visible in the Sync window
    1. You can also see the Sync Log and Settings beside Sage in this window
      1. Clicking on Sync Log to go to the Sage Sync Log page
      2. Clicking on Settings will take you to the Select Modules page
    2. There are multiple ways to go to the Settings page. You can click Settings to go to the Settings page from here. Or, you can go to the Sync Log page > Settings to access the Settings page
  6. Click Settings to enable the modules to be synced
  7. Enable the modules to be synced in the Organizations screen
    1. You can sync in a Single way, Two way, or Sync both ways
  8. Enter the details for mapping 
    1. Sage Account Mapping is based on what user has configured in their Sage Account. The fields and data visible on the screens are different from user to user
  9. Click Save Settings
  10. The system displays the Sage - Sync log screen
    1. Note: The screen will be empty and won’t display data if you are syncing for the first time
  11. Click Sync Now
    1. The modules you enabled earlier will be synced
  12. The Sage-Sync log will display sync results - the modules that were successfully synced for the available records

Displaying Data in the Sage-Sync Log 

The Sage-Sync Log screen displays information on sync status. 

  • Records can be in the following statuses - Created, Updated, and Skipped.
  • Clicking on these statuses numbers will display the corresponding records.
  • Clicking on the record name will display the record in a new tab.

Field Mapping

For data to sync properly between Vtiger CRM and Sage, the fields in the CRM need to match the fields in Sage. Field mapping enables this process to occur smoothly.
Improper or incomplete mapping is the reason why the sync process 'skips' a few records and these records won’t be updated. For example, a mandatory field in Sage might have data, and the mapped non-mandatory field in Vtiger might be empty. In this case, the sync process will not be successful.

The following tables display the modules and respective fields in Sage that are mapped to the modules and fields in Vtiger CRM.

 Organizations 

Sage

Vtiger CRM

Business Name

Organization Name

Email

Primary email

Telephone

Primary phone

Address 1, Address 2

Billing address

Town/City

Billing City

Zip Code

Billing Postal code

 

Contacts

Sage

Vtiger CRM

Customer: Contact Name

Contacts: Last Name

Customer: Email

Contacts: Primary email

Customer: Mobile

Contacts: Home phone

 

Products

Sage

Vtiger CRM

Item Code

Product Name

Item description

Description

Selling price

Unit price

Cost price

Purchase cost

Tax rate

Tax (particular tax will be enabled)

 

Services

Sage

Vtiger CRM

Item Code

Service Name

Item Description

Description

Rate

Price

Tax rate

Tax (particular tax will be enabled)

 

Invoices

 

Sage

Vtiger CRM

Sage Invoice No.

Subject

customer

Organization Name

Invoice date

Invoice Date

Due date

Due date

 

Limitations and Behavior

Limitations

Sage Settings and Sync Log

  • If the Products or Services modules are disabled, the Invoice Module is not displayed in Sage Sync settings. In this case, 

    • When you create an invoice in Sage and try to sync with the CRM, the system displays an error message on the sync page.
    • When you try to sync the disabled module, the system displays an error popup message.
  • Note: The sync will work for records in other modules.


Vtiger to Sage Sync will be successful only if the following conditions are met:

  • Products and Services records in Vtiger contain description details. 
  • Invoices in Vtiger have Invoice Date and Related Organization name values.  
  • Invoice Currency and Related Contact/Organization currency should match in Vtiger CRM to sync with Sage successfully.
  • Related Contact/Organization linked to an invoice in Vtiger should be available in Sage for the sync from Vtiger to Sage.
  • Invoices with Group mode in Vtiger will be skipped and not synced to Sage.
  • Invoice will get skipped if Sage base currency conversion does not match with Vtiger's conversion rate.
  • If a product or service selected in an invoice has more than one tax, the invoice will not sync to Sage.
  • Invoices will be skipped if invoice records contain taxes that are not in Sage.
  • Invoices with adjustment amounts cannot be synced to Sage.
  • Invoices with taxes on the charged amount cannot be calculated when the invoice is synced to Sage.

 Behavior

  • Records are automatically synced every 15 minutes.
  • If the user enables the Invoices module, then Organization, Products, and Services modules are enabled automatically.

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