Manually matching buyers to existing customer accounts in Sage 50

Manual matching allows you to manually allocate each buyer on an order to:

• An existing customer record in Sage 50, or
• Create a new customer record in Sage 50.

Where it is not possible to split Trade and Retail orders from the sales channel, this option allows you to allocate all retail orders to a single generic customer record in Sage 50 (WEBSALES for example) and allocate Trade orders to an existing individual customer record, OR, create a new individual customer record.

Whilst this process requires manual intervention, you only need to do it once for each unique buyer. Once allocated, an order from a repeat buyer will automatically allocated to the customer account it was previously linked to. 

Set Up

1. In Tradebox, go into the Channel, select the Sage 50 > Customers. 
2. From Customer Creation Options choose Create individual customers for each unique buyer.
3. Tick the Manually Match/ Create Sage Customer
4. Apply the Account Reference Generation
   1. Mask
      1. @@@@@ = number of characters from the primary field

      2. £££ = incremental number

         For example if Tradebox was the customer and the mask was @@@@@£££, the Account Reference created in Sage 50 would be TRADE001.

5. Click Save.

Operation.

When an order with a new buyer is imported into Tradebox, the Order Status will change to QUERY and note in the order will say, "Held for validation of the customer account in Sage". 

This requires you to manually validate the new customer in the order and either link the customer to an existing customer account in Sage or allow a new customer account to be created. Once a customer has been validated, Tradebox will retain that information going forward to you don't have to validate the same customer more than once.

Customer Validation

To validate the customer and remove the order out of Query, click on Configuration > Validate Customers. The Sage Customer Account Validation screen will be generated with a list of all new customers that need to be (A) linked to an existing Sage Account OR (B) have a new Customer Account created in Sage 50.

(A) to link to an existing Sage Customer Account, select a Sage A/C REF from the drop down in the CUSTOMER A/C REF column.

(B) to create a new Sage Customer Account, tick the check box in the CREATE SAGE A/C column. The Account ref that will be used is displayed in the NEW A/C REF column.

Once you've chosen the correct accounts for your buyers, or instructed Tradebox to create new ones, click Save. Once that's been done, the orders will then automatically post to Sage on the next posting attempt.

Note: If you're using the option to manually post to Sage, orders that have this issue will not automatically come out of query status, you will need to click the Post to Sage 50 button in the Orders screen to resolve the issue and post the order to Sage.