In these notes:

Part 1: Setting up MagManager to link to FreeAgent

Part 2. Payment terms in MagManager and FreeAgent

Part 3. Transferring invoices from MagManager to FreeAgent

Part 4: Syncing information between MagManager and FreeAgent

Part 5: Deleting invoices 

Part 6. API Logs

Trouble Shooting

Things to be aware of:

If you are connecting a MagManager account that was previously connected to another third party account package, contact support to have the internal IDs cleared from your MagManager account - Invoice will not transfer to Kashflow if this has not been carried out. 

If you are connecting an existing FreeAgent account to an Existing MagManager account, you will need to check the client names are exact matches in both to avoid duplicate clients being created in FreeAgent. There are instruction on the FreeAgent website https://support.freeagent.com/hc/en-gb/articles/115001222884-Export-contacts

The FreeAgent API does not support account & inventory codes. All sales figures are assigned the default 001 Sales account.  If you require this functionality check out Xero.

Updating client records for imported and exported clients.  The FreeAgent API will only update changes made to the client record in MagManager AFTER an invoice has been transferred. Bear this in mind if you have imported or exported client data between the two apps.  

For clients added directly to MagManager they will be added to FreeAgent once a booking has been created and updates to the client record are immediate. 

Client data only updates in one direction from MagManager to FreeAgent and NOT from FreeAgent to MagManager.

 

1. Update Account Package Setting

Go to the main Settings page > Under Settings > Select System Defaults.

Next to Accounts Package, select ‘FreeAgent’.

Set the switch to ‘Link to FreeAgent’.

 

Click Update to Save.

 

2. Update User Settings

Go to the main Settings page > Under Admin > Select Users > Select the User name >  Check the box 'Can use FreeAgent'.

Click Update to Save.

FreeAgent allows multi users > Repeat for all users who have FreeAgent acess.

Each user will need to connect to FreeAgent as below, with their user name and password.

 

3. Connect to FreeAgent

Go to the main Settings page > Under Accounts > Select FreeAgent. The first time you do this, you will be prompted to connect to FreeAgent > Click Connect.

Enter your FreeAgent email and passwor > Click Log me in!

Approve MagManager's access to FreeAgent > Click Approve.

4. Sync data with FreeAgent

Go to the main Settings page > Under Accounts > Select FreeAgent. Once connected to FreeAgent, you will see the following options:

When you first set up with FreeAgent the following options are available to you:

  • Import Customers  - Click to import clients from FreeAgent into MagManager.
  • Export Customers - Click to export clients from MagManger into FreeAgent.
  • Update Invoice Paid Status (Last 30 day) - Click to force an update to the paid status of invoices marked as paid in FreeAgent during the last 30 days.  
  • Sync FreeAgent Ids - Click to Sync the client ids between MagManager & FreeAgent.
  • Disconnect - Click to disconnect from FreeAgent.
     

5. Updating your Tax Settings

Go to the main Settings page > Under Accounts > Select Company Details > Enter your accounting details:

  • Update the company information, the VAT number and rates.  
  • Choosing the starting invoice number
  • Add a prefix to the invoice number if required.

Click Save to update the changes.

 

Part 2. Payment terms in MagManager and FreeAgent

You can set default invoice terms in MagManager by going to Settings > Accounts > Company Details and enter the number of days in the box next to 'Payment Terms'. You can over-ride this for an individual client by going to the Details tab for that client and entering the number of days for that client in the “payment terms” box.

When an invoice is transferred to FreeAgent, the due date will be set accordingly. If your payment terms in MagManager is 14 days, the 'Payment due by' in FreeAgent will be 14 days after the date of the invoice. If the payment terms for an individual client is 30 days, their 'Payment due by' will be 30 days after the invoice date.

NOTE: The 'Payment Terms' set in MagManager over-ride those set on the Invoicing Option of Edit Contact In FreeAgent.

 

Part 3. Transferring invoices from MagManager to FreeAgent

There are 2 methods to link Invoicing, via the Financial tab of the client record or from the main Invoicing screen

  • If you raise an ad hoc or individual invoice on the Financial tab of the client record these invoices will import directly into FreeAgent.

When you raise a batch of invoices from the Invoicing Screen – The invoices will appear on the Invoices tab (this view displays invoices based on the issue they are booked in) & Invoices By Date tab (this view displays invoices based on the invoice date). 

Select the invoices to transfer (check box in first column) >The number of invoices selected is displayed in the grey box at the top > Click Transfer to FreeAgent to transfer the selected invoices directly to FreeAgent.  The date the invoice was transferred will appear in the Exported column.

If you see Login to FreeAgent instead of Transfer to FreeAgent, the MagManager account is not connected to FreeAgent.  Click Log in to FreeAgent and follow the steps in section 3.  Then come back to the invoicing screen, which will now display Transfer to FreeAgent.

 

Part 4. Syncing information between MagManager and FreeAgent

Clients - When you create a new client in MagManager that does not exist in FreeAgent, once you create your first booking for that client, a new client will automatically be set up in FreeAgent and the client contact details you have set up in MagManager will be copied across to this new client.  

Updates to the client record must be done in MagManager to update into FreeAgent, any updates to the contact in FreeAgent will not update into MagManager.  The changes will be over-written then next time the client record is updated in MagManager.

Invoices -When an Invoice is marked as paid in FreeAgent, it will automatically be updated as paid in MagManager, a green tick appears in the paid column.  The update appears when you open the Financial tab on the client record.

To force an update across all clients, go to the main Settings page > Under Accounts > Select FreeAgent > Click Update Invoice Paid Status (Last 30 days).  It's important to do this if you do not open the client record every month or you have users who do not have FreeAgent Access.

Part-paid invoices will not update in MagManager only invoices paid in full are updated.

 

Part 5. Cancel invoices

If you need to cancel an unpaid invoice, you should cancel it in MagManager and the corresponding invoice will be cancelled in FreeAgent, provided it is set to draft.

Only invoices set as draft in FreeAgent can be cancelled.

NOTE: If an invoice has been cancelled in MagManager, that invoice number will no longer be available to use again. 

 

Part 6. API Logs

The API Logs record the data transfer between MagManager & FreeAgent, you can view the logs to check that invoices and payments have transferred.  Any errors are recorded here.

Go to the main Settings page > Under Settings > Select API Logs.

 

Trouble Shooting

Error Message: Errors occured while transfering the invoices

Go to the mains settings page (cog wheel top right of the screen) > Under Settings > Select API Logs > Search for the invoice number to see if it has already been transferred or check your FreeAgent account to see if the invoice is already there.  The invoice will appear on the client record in FreeAgent as draft.

 

Error Message:  Unable to cancel invoice

Only draft invoices can be cancelled in FreeAgent.  The invoice would need to be set back to draft in FreeAgent before it can be cancelled