This article is for our legacy software Tradebox Finance Manager. If you're using Tradebox One, click here.
The following article describes the configuration required in Sage before using Tradebox. This advice can also be viewed in the following video:
1. 3rd Party Intergration
Tradebox integrates with Sage Accounts using the Sage Data Objects (SDO) tools. To allow Tradebox to speak with Sage the 3rd Party Integration needs to be activated. Click here for our guide and the activation keys you should use.
2. Create a new Sage user exclusively for Tradebox.
This will save you a lot of hassle in the long run. Every time Tradebox communicates with Sage it has to do so using an existing user in the Sage Access Rights list. Don't be tempted to give Tradebox a user that already exists in Sage. Also, don't use the MANAGER username. This will cause conflicts in the future. Create a brand new user with full access rights that can be used exclusively by Tradebox. You DO NOT need to purchase an additional user licence. The connection made by Tradebox will not count against your existing Sage user licences.
3. Foreign currencies in Sage.
If you are selling in foreign currencies you need to decide whether you wish to account for these sales in their native currency in Sage. If you decide to do this you will need to enable the Foreign Trader module in Sage. You may need to purchase this as an additional module from Sage if you are not using Sage 50 Professional.
4. Create generic customer A/C in Sage.
Every sales channel or connection you create in Tradebox needs to be allocated to a generic Sage customer A/C. Even if you are going to configure Tradebox to create individual customer A/C's in Sage for each unique buyer, you still have to create a generic customer A/C as a default generic customer. This is a fall back customer that Tradebox will use if it cannot create an individual customer A/C in Sage which happens if the name of the buyer contains foreign characters that Sage will not permit. So if you are setting up a connection to eBay then you will probably want to create an EBAY A/C in Sage. If the channel you are connecting to in Tradebox is in a foreign currency (like Amazon Germany, France or Italy) AND you are going to account for these sales in a foreign currency in Sage, make sure you configure the default currency in the generic customer record to the appropriate currency.
5. Create bank accounts in Sage.
Most Sage users utilise the 1200 bank account to reflect the activity of their actual high street bank. However, you may find it really useful to create bank accounts in Sage to reflect the activity of the different payment methods you accept. So if your selling on Amazon UK you may find it beneficial to create an AMAZON UK bank in Sage in a GBP currency. All sales can then be paid into this account and fees debited from it. When you receive the money from Amazon into your actual high street bank then this can be reflected in Sage by transferring the amount from the Amazon bank account to the high street bank account. If you are accounting in a foreign currency then you will need to configure the bank account to the correct currency.
6. Create nominal codes in Sage.
The nominal ledger is the backbone of Sage that allows all transactions to be analysed and reported. You will need to consider nominal codes to report your sales income, carriage income, channel fees and payment fees against. This is something you should discuss with your accountant or with Sage. Generally retailers crate sales nominal codes to reflect either WHERE the sales have happened (eBay, Amazon, Website etc) or WHAT has been sold (electricals, soft furnishings, furniture etc). The latter can only be done if you set up products in Sage and allocate the sales nominal to the product.
7. Create products in Sage.
This is an optional step and only needs to be done if you wish to run stock control in Sage. If you want to simply create financial entries in Sage then you may not have to set up products. If you do want to link the products you sell online to products in Sage then you MUST create the products in Sage first. Tradebox acts as middleware linking your online SKU (Stop Keeping Unit) to the Sage Product code. This is called Product Mapping and is held in Tradebox so the program understands which Sage products need to be picked onto an invoice or Sales order, which Sage products need to have their stock levels reduced and also which online SKU's need to upload adjusted Sage stock levels to. Each product in Sage also carries a tax code which allows the user to define whether the product is vatable or non-vatable. Tradebox will apply additional rules to configure sales as non vatable where the sale takes place outside of the EU. All invoices/orders created in Sage by Tradebox are based upon the sales price as sold online and are NOT based upon sales prices held in the Sage product record.