Posting Receipts to Sage¶

The first thing that needs to be done is to make sure that all the correct settings are made in Administration > Parameters.
The following parameters in Administration > Parameters > Sage Parameters / Invoicing must be set.

Once these parameters are switched on, then invoices and receipts for the same order will be allocated to each other in Sage.

However, we need to be careful if there are existing orders with receipts that have previously been manually updated to Sage.
If this is the case, we need to distinguish between the orders. All orders with previously manually entered receipts must be dealt with as follows:

The balance must be entered manually in Sage (and not posted via Blindata).
Once the balance has been fully paid and the invoice issued, it should be changed to ‘Invoice Posted’ manually ie using the ‘Status Fields’ button.
This should only be done by someone with relevant seniority.

Use Customer Nominal for Posting to Sage – if this is ticked, the nominal code for a detail line will be taken from the customer record instead of from the blind type record.

Use Cust. Ord. No. Instead of Cust Ref. – if ticked, the customer order number instead of the customer reference will be updated to Sage.

The following setup is also required.

Administration > System Tables > Nominal Codes – you will need to make sure there is a bank nominal code in this table.

Administration > System Tables > Receipt Description – you will need to make sure one of these records is ticked as a deposit and one as a credit.
The latter will be required if you issue credits or refunds to customers.

Administration > System Tables > Receipt Type – you will need to set up different receipt payment types.

Posting Receipts

When a receipt is entered, it can be posted to Sage immediately unless it is a ‘credit’ description. These records cannot be posted to Sage and must be entered in Sage manually.

However, if credit is entered and the balance in the order is updated to 0, then the order will get archived.

Example¶

An order has been taken for £200 (in VAT). There is a deposit for £50 (inc VAT) for this order.

First of all, the receipt for the deposit is posted to Sage (using the Receipts tab in the Order Entry form).

When the blinds are manufactured and then flagged as despatched, an invoice can then be created for the order.
The invoice can be posted to Sage using ‘Post Invoice’ in the Order Amend Enquiry form.
When the invoice is posted, it will recognise that a receipt has been posted for the order and will automatically allocate the receipt amount against the invoice in Sage.

After the fitter returns with the balance, it should then be entered as a receipt against the order. When this receipt is posted, it will also be allocated against the invoice in Sage.
If the balance of the order is then 0, then order status will be changed to ‘Invoice Posted’ and the order can only be viewed in ‘Archive Enquiry’.