Sage Coretime / Sage 50 link (Desktop link)

This software provides an “on demand” link between Sage 50 (Financial Controller versions 10-12, versions 2007, 2008 or 2009) and Sage Coretime (v 2 upwards).

Please note the link will NOT operate if the Sage 50 logon used for the link is in already in use with Sage 50. (If the user is already logged into Sage 50 and the Sage Coretime / Sage 50 link uses the same logon it will NOT work.)

Installation of Sage Coretime / Sage 50 link:

Please note that the link between Sage Coretime & Sage 50 Financial Controller must be installed on the same PC (the user of Sage 50 will be required to run the link when data is to be synchronised).

To install: run the installer SageCoretimeLine50_setup.exe.

In some cases it is necessary to copy the Sage 50 licence file (sage.usr) into the data directory in order for the link to execute correctly.

Overview:

This Sage Coretime – Sage 50 link is designed to be installed on a client PC running Sage 50.

From Date: / To set a minimum date when exporting transactions to Sage 50 / importing transactions from Sage 50.
To Date: / To set a maximum date when exporting transactions to Sage 50 / importing transactions from Sage 50.
Sage 50
Default Nominal Code: / Nominal Code to be used in case of non-match
Bank Code for Receipts: / Bank Code to be used in case of non-match
Withholding Tax Code: / Nominal Code to be used
Tax Code for Receipts: / Tax Code to be used for receipts
Sage Coretime Online
Location Analysis: / This is to facilitate multiple copies of Sage 50 to link to a central Tempus Pro Online database where the split is on the Client analysis ‘Location’.
Currency: / If the system option ‘Use second Currencies’ is ticked the link’s Currency selector will be visible. Here you may select the currency you wish to use when linking to Sage 50.

There is a ‘Run Link’ button allowing each option currently selected to be run.

The values of strings and checkboxes are saved locally on the Client PC.

Sage Coretime database & network setup :

Previous link version before v 2.0 relied on an ODBC link to be setup. The new version v 2.0 should automatically pick up the previous ODBC settings and set them up in a new database settings screen.

This screen is under ‘Utilities’ ‘System Setup’, and is shown on the next page.

Sage Coretime Online
Database Engine: / Is it MySQL or MS SQL Server
Server Name: / Where is the database server located
Database Name: / The name of the database i.e. tempussql
Login Name: / The database login name to connect to the database
Password: / The database password to connect to the database
Application Name: / The name of the application you are linking i.e. Sage Coretime Online or Sage Practice Manager
Transaction Description: / The transaction description to be displayed in the notes of outlay items brought into Sage Coretime
Sage 50 Setup
Network Data Path: / The path the server uses to access the Sage Data
Username: / Sage 50 Logon Name
Password: / Corresponding Sage 50 password
Sage 50 Version: / The version of Sage 50 you are linking to

Options:

From Sage 50

1. Import Clients.

Whenever Customer details are changed in Sage 50 it will be imported into Sage Coretime. The reference between systems is the Sage Coretime Client field ‘Ledger Code’ and Sage 50 Customer field ‘A/C’.

2. Update Suppliers.

Sage 50 acts as the master in this link, and as such, Suppliers should be created in Sage 50 (not Sage Coretime). The reference between systems is the Sage Coretime Supplier field ‘Provider Ledger Code’ and Sage 50 Supplier field ‘A/C’. Suppliers created in Sage Coretime that do not already exist in Sage 50 will NOT be brought across to Sage 50 (as there is no code on which to match).

3. Nominal Codes.

The Nominal Codes as used by Sage 50 will be imported. They will be separated by Type but no Default allocated. Accounts of type ‘Bank’ will go to ‘Receipts’. Accounts of type ‘Control’ will be ignored. Accounts of type ‘Nominal (Sales only – 4000 - 4999)’ will be loaded against all type except ‘Receipts’.

4. Purchase Invoices.

Purchase Invoice raised in Sage 50 that can be put against a ‘Project Code’ will be brought into Sage Coretime as Outlay against the default Expense ‘Accounts Journal’. The ‘Project Code’, as held in field Sage Coretime Project field ‘Project Ledger Code’ should be placed, in Sage 50, in the ‘Ex.Ref’ field. The Supplier will be matched against the Sage Coretime Supplier field ‘Provider Ledger Code’. See example below:

All purchase invoices will be imported to Sage 50 for the date range specified (From and To date filters).

5. Purchase Credits.

The functionality is the same as for Purchase invoices, except that a corresponding negative outlay is created in Sage Coretime.

6. Purchase Invoices from POP.

Where a POP record has been completed and posted that record will be brought into Sage Coretime as Outlay against the default expense ‘Accounts Journal’. The details will be brought over only when the POP record detail line is followed by a message line (and the description in the message line is a valid Sage Coretime ‘Project Ledger Code’). See example below:

All POP items will be imported to Sage 50 for the date range specified (From and To date filters).

To Sage 50

1. Export Clients.

Whenever Client details are changed in Sage Coretime it will be exported to Sage 50. The reference between systems is Sage Coretime Client field ‘Ledger Code’ and Sage 50 Customer field ‘A/C’.

2. Invoices.

All Invoices and Fee Notes (excluding Pro Forma and Provisional Invoices) will be exported to Sage 50 for the date range specified (From and To date filters). They will be set against the Client specified by the Client record ‘Ledger Code’ field and the Nominal Ledger as entered on the Invoice Line detail records. Invoices edited in Sage Coretime will NOT be edited in Sage 50.

3. Receipts.

All Receipts will be exported to Sage 50 for the date range specified (From and To date filters). They will be set against the Client specified by the client record ‘Ledger Code’ field. Within Sage Coretime, on the Debtors Ledger, the ‘Ledger Code’ field should be used for Sage 50 Bank Codes. Receipts edited in Sage Coretime will NOT be edited in Sage 50.

It should also be noted that allocations need to be done separately in both systems.

4. Credit Notes.

All Credit Notes and Fee Credits will be exported to Sage 50 for the date range specified (From and To date filters). They will be set against the client specified by the Client record ‘Ledger Code’ field. The Nominal Codes for credited invoices should be the same as for the original invoice. Credit Notes edited in Sage Coretime NOT be edited in Sage 50.

There is a special case where if the ledger code is set to ‘PROFORMA’ then the credit note will not be transferred over to Sage 50.

Results:

As the link is running it will log its progress to the Log Screen (shown on next page).

Also the link creates log files in the application folder with the naming convention ‘yyyymmddtime_synclog.txt’.

Notes:

Security:

Normal Windows network security applies for accessing the Sage 50 data. Make sure that the appropriate accounts have the necessary access rights.

Support Document Page 8 01/10/2008