As of August 2021 - You can now sync your financial data from MagManager to Sage Cloud Accounting through the MagManager integration with the Sage API. 

IMPORTANT
The SAGE API does NOT support invoice prefixes.
The Sage API only allows transfer to a single Sales Account (eg 4000 Sales Products).
The Sage API does NOT support inventory/product codes.
~ If you require these features, check out Xero as they are available through the Xero API. 

 

In these notes:

• Setting up MagManager to Link to Sage
• Transferring Invoices from MagManager to Sage
• Syncing information between MagManager and Sage
• Deleting Invoices
• Permissions needed in Sage for MagManager link

New MagManager Users: Your clients can be imported from Sage into MagManager.  Ensure they already have a Reference (Sage ID) set within your Sage account.

Existing MagManager & Sage Users: Send us a spreadsheet of your existing clients in Sage - ensuring they have a Reference set (Sage ID).

It's important that the company names in the two systems match exactly. As the match is done on company name.  We will use your spreadsheet to match the clients and add the Sage ID to your clients in MagManager.

It's essential that all existing clients in MagManager have a Sage ID if you already have the client in your Sage account.  Other wise duplicate clients will be created.

WARNING: As clients match on the company name, even the slightest difference between the data in Sage and MagManager will stop the companies matching.  That includes things like an extra space in the client name, extra characters such as a full stop or dash, misspelled words and extra words.  Any clients from Sage that do not exactly match those in MagManager will result in an duplicate account being created in MagManager. It will be the duplicate account that is matched to Sage, NOT the original one you have in MagManager.  Therefore it is really important that you check your data in both Sage & MagManager before sending us your Sage client file.

NOTE: Before you start invoicing, please contact us with the invoice number of the next invoice to be raised, and we will set up MagManager to start at this number.

Setting up MagManager to Link to Sage

1. Update the accounts package setting in MagManager

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

By Accounts Package, select ‘Sage’.

Set the toggle switch on for ‘Link to Sage’.

Click Update.

2. Update user settings

Under Admin > Select Users

Click on the user name

Check the box beside 'Can Use Sage'

Click Update.

IMPORTANT - Logout of your MagManager account and back in again.

Repeat the process for other users on your account. See below for the permissions they will need in Sage.

You can find out more about Sage User permission on their website.

3. Login to Sage

Under Accounts > Select Sage

Click login

You'll be prompted to login to your Sage account by entering your Sage email & password.

NOTE: If you have 2 step authentication set up on your Sage account you may have to jump through a few steps to authorise and confirm before the popup below appears. (This is due to your Sage security settings and not connected to MagManager).

A popup will display asking you to authorise access - Click Allow.

You will see options to carry out the following actions: 

If you plan to import your clients to MagManager from Sage please re-read the following warning:

WARNING: As clients match on the company name, even the slightest difference between the data in Sage and MagManager will stop the companies matching.  That includes things like an extra space in the client name, extra characters such as a full stop or dash, misspelled words and extra words.  Any clients from Sage that do not exactly match those in MagManager will result in an duplicate account being created in MagManager. It will be the duplicate account that is matched to Sage, NOT the original one you have in MagManager.  Therefore it is really important that you check your data in both Sage & MagManager before sending us your Sage client file.

Once you are happy to proceed and MagManager & Sage are connected, simply click Import Customers, a list of the clients who have been imported will be listed onscreen.

NOTE - For New & existing MM users 

When you first set up with Sage you also need to click the following:

• Sync Tax Rates
• Sync Accounts

4. Updating your Tax Settings & Invoicing Defaults

Go to Settings >  Accounts > Company Details - Invoicing Defaults.

From the drop-down boxes you need to select the following:

Tax Name - enter the name of your sale tax eg VAT, GST etc.
VAT No - enter you VAT (sales tax) number.
VAT Rate - choose your rate from the drop-down menu.
Zero Rated Tax - choose your rate from the drop-down menu.
Sales Account - This is the account in Sage where your sales go.  By default likely to be   'Sales - Products (4000)'  or 'Sales Type A (4000) unless you have updated this in Sage.

*** All sales go to a single sales account, the Sage API does not allow multiple sales accounts***
Payment Terms - enter the days (REQUIRED)
Invoice Length - enter the number of digits in your invoice number. (Optional)
Invoice Prefix - Sage does NOT support invoice prefixes - this field must be left blank

Save the changes.

NOTE: Ensure you choose the correct VAT Rate and Zero Rated Tax rate from the drop-down menu for YOUR business.  Otherwise the invoices will not transfer from MagManager to Xero. 

Transferring Invoices from MagManager to Sage

NOTE: Before you start invoicing, please contact us with the invoice number of the next invoice to be raised, and we will set up MagManager to start at this number.

There are 2 methods to transfer Invoices -  via the Client Record >Financial screen or from the Invoicing screen. 

See fuller notes here: invoicing in MagManager when using Sage.

1. Raising individual invoices on the client screen.

If you raise individual invoices on the Client Screen (Client > Financial > Create invoice ) these invoices will be imported directly into Sage at the time of creation.  Be patient as Sage can sometimes be slow and it can take up to 20 mins for the invoice to appear on the client account in Sage.

2. Raising batch invoices

If you are raising a batch of invoices, go to the Invoicing screen, and create your invoices in the usual way. 

After raising your invoices, go to Invoicing > select the Invoiced tab and click on the invoices by date tab. Select the current month (or the month in which you raised the invoices you wish to transfer). 

By default, all invoices in the current list will be selected - you can remove individual invoices by unselecting them. When you are ready, click Transfer to Sage.  Invoices transferred will flash across the top of the screen. 

NOTE: New and updated Client information will automatically update in Sage.

Once invoices appear in your Sage account you are ready to print or email the invoices to your client from your Sage account.

Error Messages - When trying to connect to Sage

Error Message - 500 internal server error

This error is generated from Sage.  Check the settings in Sage of the user you are trying to connect, they  they need to have full access to the Sage account.

Syncing information between MagManager and Sage 

Updating paid status

When an Invoice is marked as paid IN FULL in Sage, it will automatically be updated as paid in MagManager - provided a user with access to Sage has logged into MagManager. 

NOTE: Part-payments made in Sage will NOT show in MagManager - the full amount will still show as outstanding in MagManager.

Cancelling Invoices

If you need to amend an unpaid invoice, you should amend it in MagManager and the amendment will be synced to Sage. 

If you cancel an invoice in MagManager it will void the corresponding invoice in Sage. If you cancel an unpaid invoice in Sage, it will be deleted in MagManager.

Permissions needed in Sage for MagManager link

Here are the minimum permissions in Sage that a user needs to have to be able to use Sage and MagManager. 

From your Sage dashboard select Settings > Customer - User Management > Select the user name and update settings are required.

You can find out more information on user permission in Sage on their website, by clicking here