Sage 200 Setup

Sage 200 Integration Setup Guide

Sage 200 Setup

Info
Please note - CSV Templates are attached to this article. Please use them when importing information to your Lightyear Account from Sage.

Lightyear allows you to export your bills in a pre-set CSV format, which can then be uploaded directly to Sage 200.  

To get started, head to the Accounting Software section of Lightyear



In the screen that appears, select Sage 200 from the drop down menu.



When selected, the screen will populate with setup options.



Once done, you'll need to start importing your settings from Sage 200 (Sage's help article on doing this is found here).

Let's look at these individually...

Software Settings


Departments/Cost Centres

You can select yes or no. Yes will show on your extracted data and export.

Once you have clicked edit , you will see the following screen appear, select the options you want to have displayed and then click Confirm.


Once you have clicked on the confirm button, you will see two options, Departments and Categories to the bottom of the window.
You can then upload your CSV file for Departments and Category 2 with the attached csv template.


Grouped Line Data

Turning this on will allow you to export Grouped Account data, rather than line item data. For the full article on this, click here.

Posting Date

Within Lightyear, choose which date is sent into the Posted Date column. This can be defaulted as the Export Date or Invoice Date on every Invoice.

In the Approvals Workflow, you will see a field that populates the selected Export or Invoice Date. Within this area, you can also choose a Custom Date.
  1. Invoice Date: the Posted Date will appear as the same date as the Invoice Date.
  2. Export Date: the Posted Date will appear as the date the Invoice has been exported from Lightyear.
  3. Custom Date: you will see an additional field appear allowing you to select the date to be set as the Posted Date.

Second Reference

Select what to populate within your Second Reference column. This can be selected as a variety of options or Do Not Sync if you wish to leave this empty.
  1. Cost Centre Description: The description of the Cost Centre that has been applied to the document. If there are multiple lines on the document, each with a different Cost Centre, this will take the first Cost Centre on the first line. If you do not have a Cost Centre selected on the document, this will export as blank.
  2. Purchase Order Number: The Purchase Order Number that appears on the document that has been extracted in Lightyear.
  3. Received Date: The date the document was received into Lightyear.

Exporting

In Sage Accounts,
  1. Browse to and select the required report then click Export.
  2. Browse to the folder where you want to save the exported data and enter a file name.
  3. In the Save as type drop-down click Comma Separated Value Files (*.csv) then click Save.
  4. Complete the Criteria window as required then click OK.
Alert
If you export data as a CSV file it is comma separated. This means if there are commas or speech marks in any of the fields you export this may cause the data to appear incorrectly when you open the file in Microsoft Excel. This is because Excel reads each comma as a new field. For example, if the description in a record is ' Envelope, white' this would appear in 2 separate columns in Excel.
Below each of these sections, you will find the required format that the CSV needs to be set to and the order of the columns for each.

Sage 200 Suppliers

CSV Format

Please ensure the CSV is in the correct format and delete all duplicates.
CSV Columns must be as below:
Column 1 - Supplier name Column 2 - Card ID 
Your CSV file should look like this:


These are your Accounts within Sage, and are used so Lightyear knows which supplier to associate any given bill with. To set up a Supplier, you'll be asked for a Supplier Name and an Account Reference. The Supplier Name is just used as an identifier in Lightyear, but the Account Reference would need to be the 3 digit Account Reference code for that supplier within Sage. 

You can edit any of the Suppliers by clicking on the Green pencil

You can bulk upload your Supplier Accounts via the 'Upload CSV File' Option located above the supplier table.  


Chart of Accounts

CSV Format 

Please ensure the CSV is in the correct format and delete all duplicates.
CSV Columns must show as:
Column 1 - Code / Column 2 Description
Your CSV should look like this:

These are your Accounts within Sage. Lightyear requires the 3 digit Account Code and a description or label to go along with these.

Tax Rates

CSV Format

Please ensure the CSV is in the correct format and delete all duplicates.
Please ensure the CSV columns are in the correct order
Column 1 - Code Column 2 - Name of Tax Code/Description Column 3 - Tax Rate as number (so 10% would be 10 and should not have symbols)
Your CSV should look like this


While you can add as many tax rates to Lightyear as you wish, please note that you will only have one default taxed and one default tax free rate. Enter your Tax Code from Sage (TXX), a description and the rate. Super Simple. The In Use box will be checked by default, so it's ready to use as soon as it's created.


Please note that all the above can be added quickly and easily using Bulk Upload.
And with that, the setup is done! You can now start exporting bills to Sage.

Migrating Software?

Once you select Sage 200 as your software, you won't be able to change it. If you are thinking about changing accountancy software, please reach out to our Support team for guidance on how to do so.



      

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