SageOne Integration

Our SageOne integration allows you to post a summary of your sales data directly into SageOne in the form of journal entries. Posting of individual invoices or client accounts is not supported, this information is stored in ChiDesk and can be accessed for any tax related queries.

  • We currently support the Accrual method of accounting for this integration.

Once activated, whenever a Cash Balance is saved you can choose to automatically or manually post this information into your SageOne account.

Individual journal entries will be created for each Tax Type and each Service Type, Product Type, Membership, Course, Voucher and Custom sale.

  • Course and Voucher sales are posted as liabilities in conformance with standard accounting practises.

Along with sales, all receipts are also posted as Bank Transaction entries.

  • Voucher, Course and Loyalty redemptions are posted as journal entries, as they affect the liabilities created on the sale or accumulation of these items.

SageOne Setup

Before you get started you need to setup your list of accounts in SageOne to support the posting of journal entries. SageOne does not allow journal entries against any of the system accounts, so you will need to setup new dedicated accounts for each of these in SageOne in order to link them in ChiDesk.

Setup accounts for Sales, Cost of Sales, Inventory Control (Current Asset), Discounts Allowed (Expense), Voucher Liability (Current Liability), Course Liability (Current Liability), Loyalty Liability (Current Liability) and cash up Discrepancies (Expense).

  • You can optionally setup separate Sales accounts for each Service Type and Inventory Type created in ChiDesk to separate out your sales. You can also have separate Sales accounts for sales of Memberships, Courses, Vouchers and Custom items.

ChiDesk Setup

Navigate to Settings - Third-party add-ons and select SageOne.

  1. Enter your API Key that you got from your SageOne application.
  2. Enter the Username and Password you use to login to SageOne.
  3. Enter the Company Id number you want to integrate with. You can get this from SageOne.
  4. Click Save to save these settings.

Now navigate to Settings - Accounting integration.

  1. Select the Company you are integrating with from the drop-down.
  2. Choose whether you want the integration to happen automatically as the Cash Balance is saved, or manually.

Sales

  1. Select a current asset account for Accounts Receivable.
  2. Select an expense account for Discounts.
  3. Select a sales account for Memberships.
  4. Select a sales account for Courses.
  5. Select a sales account for Vouchers.
  6. Select a current liability for Loyalty Points earned on sales.
  7. Select a sales account for Custom items.
  8. Select a sales account for each Service Type.
  9. Select a sales account for each Product Type.

Products

  1. Select an inventory control account.
  2. Select a cost of sales account.

Taxes

  1. Map each Tax Type to a tax type in your accounting system.

Payment Types

  1. Map each Payment Type to a bank account in your accounting system.

Discrepancies

  1. Set an expense account for any discrepancies between counted and expected amounts from the Cash Balance.

Current Limitations

  • Integration is a one-way push of data. If any changes are made that require the cash balance to be deleted, you will need to manually remove all journal entries for that cash balance.
  • Upfront payments received are immediately posted to a Bank Account and Accounts Receivable.

Journal Entries

Below you will find a detailed breakdown of the journal entries generated for the various financial transactions that take place in ChiDesk.

Sales

Debit: Accounts Receivable

Credit: Sales

Product Sales

Debit: Cost of Sales

Credit: Inventory Control

Sales Discounts

Debit: Discounts (Expense)

Credit: Sales

Loyalty Earned

Debit: Sales

Credit: Loyalty (Current Liability)

Voucher Sales

Debit: Accounts Receivable

Credit: Vouchers (Current Liability)

Course Sales

Debit: Accounts Receivable

Credit: Courses (Current Liability)

Receipts

Debit: Bank Account

Credit: Accounts Receivable

Voucher Redemptions

Debit: Vouchers (Current Liability)

Credit: Sales

Course Redemptions

Debit: Courses (Current Liability)

Credit: Sales

Loyalty Usage

Debit: Loyalty (Current Liability)

Credit: Sales

Cash Balance Discrepancies

Debit: Discrepancies (Expense)

Credit: Accounts Receivable

Things to Check

Every time a Cash Balance is posted through to SageOne your accountant will need to check the following:

  1. Under Banking Transactions you will find an entry for each of your Payment Types in ChiDesk. Vat should be set to No Vat, as Vat will accrue via the sales journal entries.
  2. Under Processs Journal Entries you will find all the sales and redemption journal entries. Ensure that the correct Vat treatment has been applied to these entries.
  3. If you are registered for Vat, you can use the Vat Transactions report to get a detailed view of how the posted journal entries have affected your input Vat.

 

 
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