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Accounting setup & export for SAGE (#ACTSESAGE01)

Last updated:   Applies to:   In industries:   Of versions:   Special contents:
20151020 (Andy)   Pro, MultiUser, MultiSite, MultiView   Self Storage EditionMarina EditionVault Edition   9.1 (and higher)   n/a
  • Please note that StorMan does not support Sage One Accounting, as this product does not allow data imports.
  • This article refers to accounting terminology and requires setup in both StorMan & your accounting software. You may wish to have your accountant on hand during the setup process.

Setting up an export to SAGE - Before you begin...

The set-up procedure described assumes that you are using an accrual method of accounting and that you are using a SAGE product which allows you to import data. Note: Only Sage Line 50 is supported for export at this stage.

 

Setup Instructions

  1. Select Maintenance, then System Setup.
  2. Select the Accounting tab.

  3. In the Accounting & Financial Data Collection section, select SAGE from the dropdown next to Configure for export to.
  4. Click OK.
  5. Now we need to configure the revenue and prepaid journal export. Select Maintenance, then Analysis Codes.

  6. Ensure you are viewing the Charges screen (you can change this using the dropdown at the bottom of the window), then double-click the analysis code you wish to edit (find out about adding / editing analysis codes: #ANLADET01).
  7. Enter the GL Code that you wish to use; these should correspond to the SAGE account codes that you want those revenue items to map to.
  8. When done, click OK & Done to save & close.

  9. Now select Accounting, then Chart of Accounts. You will need to setup each of the accounts as you want them to be imported into SAGE. You will need to set up all of your income accounts (such as rental fees, late fees, merchandise); these should all be of account type P, as per the example below.P account type
  10. Once complete, please add the following 3 additional account types...

    • Account Type B1this will be your bank account (see Figure 2) and should be an account you have setup to reconcile in SAGE.
    • Account Type Athis will be your prepaid income account. It will be an ‘Other Current Liability’ account type in SAGE (see Figure 3).
    • Account Type Dthis will be your Debtors / Customer Receivables account type. This will be an ‘Other Current Asset’ account type in SAGE (see Figure 4).

    Figure 2 - An example 'B1'-type account:B1 account type

    Figure 3 - An example 'A'-type account:A account type

    Figure 4 - An example 'D'-type account:D account type

  11. Click Done to save & close.
  12. Next, we will need to setup the export of receipts. Select Maintenance, then Analysis Codes.
  13. Ensure you are viewing the Receipts screen (you can change this using the dropdown at the bottom of the window), then double-click the analysis code you wish to edit (find out about adding / editing analysis codes: #ANLADET01).
  14. Enter the Banking analysis code that you wish to use. The code you enter should not be longer than 5 characters. If you are prompted whether you'd like to add this item to the suppliers table, select Yes. Repeat this process for any other Receipt analysis codes that you wish to export from. Note: If you come across any receipt items that you do not wish to export, you will need to select the 'Do not export to Accounting Package' option for those items.
  15. When you are finished editing your receipt analysis codes, click OK and Done to save & close the Analysis Code section.
  16. Under Accounting, select GL Receipts.
  17. You will now need to add a Description for each of the Receipt banking analysis codes you have just added (in Step 14). Double-click each one (that you've just added) to open it, then set the description accordingly. Note: For any receipts that you wish add together (or "sum" - for example, cash & cheque's, because these are generally always taken to the bank together as part of a banking deposit), you will need to enter the word ‘SUM’ in the method box (as shown in the screenshot above). For items that you want to appear separately, such as direct debits, leave the method box blank. Note: The 'GL Program Ref' box will be used to populate the detail field on the receipt. For SAGE imports this field is not mandatory and is informational use only.
  18. Once you have completed the above tasks, your system should be setup. A checklist has been provided below...

    Checklist for StorMan:

    • Have setup GL Codes under Maintenance, then Analysis Codes?
    • Have you setup the Chart of Accounts under Accounting, then Chart of Accounts, including a debtors, prepaid and bank account, and income accounts that tie-in with the GL Codes set up for charges under Maintenance, then Analysis Codes?

 

I've finished the setup. How do I export my data to SAGE?

  1. In StorMan, go to Accounting, then Export to GL Program.
  2. The revenue journal should be created after you have closed off at the end of the month. Receipts can be exported as often as required and you can enter a date range to select the receipts to export.Note: SAGE will allow you to import the same data twice, so be aware of this when selecting the data you are wanting to import.
  3. File types imported into SAGE must be in .CSV (Comma Separated Value) format. If exporting from a Mac computer, you will need to add '.csv' to the end of the file name when you save the export file.

 

Understanding SAGE Validation Codes

  • BP: Bank Payment (not supplier)
  • BR: Bank Receipt (not Customer)
  • CP: Cash Payment (not supplier)
  • CR: Cash Receipt (not Customer)
  • JC: Journal Credit
  • JD: Journal Debit
  • PA: Purchase Account (Cash to Supplier, not allocated)
  • PI: Purchase Invoices
  • SA: Sales Account (Cash from Customer not allocated)
  • SC: Sales Credit
  • SI: Sales Invoice
  • VP: Visa Payment
  • VR: Visa Receipt

 

What if we have specific questions?

Please check our accounting FAQ via #ACTFAQ01 or contact our Technical Support team.

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If this article requires an update or needs more information, please contact support@storman.com.

Thank you for your assistance!

 

 


 

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