Tradebox One was built from the ground up as a successor to and replacement for Tradebox Finance Manager. If you're an existing Tradebox Finance Manager user, your licence is fully transferable to Tradebox One at no additional cost.
This guide will take you step by step through the upgrade process. Follow it carefully, some later steps are dependent on the previous steps having been completed.
Before you start
Performing the upgrade
- Upgrading your Tradebox data
- The new Tradebox applications
- Importing your products from Sage
- Checking your settings and reconnecting to Sage
- Using the new Tradebox One UI
- What next?
Channel Advisor, Paypal, Manual Order Entry and Amazon Japan sales channels are not supported in Tradebox One and will not be upgraded. (eBay channels are still supported and can continue to download some Paypal information including Paypal fees that are tied to an eBay sale). Shopify CSV channels are no longer supported, as this has been replaced with an API. Tradebox can still connect to Shopify but you'll need to set your sales channel up from scratch.
We have added API integrations to Shopify and Woocommerce, which were previously CSV integrations in Finance Manager.
Tradebox One is built for and tested on Windows 7, 8 and 10.
Versions of Finance Manager released since late 2016 have not supported Windows XP and those released since mid-2017 have not supported Windows Vista. Tradebox One will not install on either of these versions of Windows.
Our stance on Windows Server operating systems remains that while the program may install and run on those environments, we do not test on them or build with them in mind and you may experience issues which we are unable to help with.
Click for full system requirements and more detail about specific known issues running on Windows Server operating systems.
Each Amazon sales channel now handles either Amazon Merchant (seller-fulfilled) or Amazon FBA (fulfilled by Amazon) sales.
- Amazon channels in Finance Manager worked by reading Amazon order reports. A single sales channel handling a mix of merchant and FBA was previously possible with this method.
- Tradebox One connects using the more reliable and full-featured Amazon Order API. This necessitates each sales channel handling only either merchant or FBA orders.
- For some users, this may mean you require a higher licence tier for Tradebox One than you needed for Finance Manager.
- The new connection method requires you to set up Amazon MWS credentials. Most Finance Manager users had these set up already and in most circumstances they'll continue to work. However, if you have a pan-European account and all your channels use the same Marketplace ID (you can check this within each Amazon channel in Finance Manager) you will need to re-set up the MWS connection details as each different Amazon marketplace will now require its own unique Marketplace ID.
- If you've been requesting your Amazon reports manually, you'll need to set up MWS.
- Each sales channel continues to cover a single Amazon regional marketplace e.g. UK or FR.
For any kind of stock control or product management with eBay, you must have populated eBay's Custom Label/SKU field of each item with a SKU. This needs to be a product code that is unique to that item (or that variant of a variation item) within that eBay account.
eBay 'Lots' are no longer supported.
Magento 1 sales channels use a different type of connection method in Tradebox One.
- We have moved from XML-RPC to the more up to date SOAP API v2.
- Your web developer may need to enable SOAP if your site doesn't support this already. See Magento's SOAP API documentation for details.
- There is no API connection with Magento 2 stores. Click here for information about Magento 2 and Tradebox.
Bigcommerce channels use a different type of connection method in Tradebox One. After the upgrade process has completed, you will be required to set up new API connection details as described here.
For any channels that import via CSV file, net prices alone are not supported in Tradebox One. Make sure you check your existing CSV order files prior to upgrading, to check how the price is presented.
CSV files must either present a gross unit price as a field, or present a net unit price and a unit vat amount in separate fields. You may need to make changes on the system that generates the file to accommodate this.
Product mapping can no longer be based on description in Tradebox One. If you're using products, they must be mapped by SKU.
Tradebox can no longer automatically create products in Sage.
Each SKU on your marketplace must be unique per-marketplace. Some marketplaces allow multiple product records to have the same SKU, but this is not supported by Tradebox. If you have non-unique SKUs on your marketplace, we suggest appending them SKU-1, SKU-2, SKU-3 etc to make them unique. The same holds true for variation listings and similar, each specific product must have its own SKU.
Bespoke code is not retained in Tradebox One. In the past we have taken chargeable commissions for custom amendments to Finance Manager specific users. Tradebox One is an off-the-shelf product and we have no plans to offer bespoke work in future. As and where we've judged some changes that were originally made as bespoke work to be beneficial to multiple users, we've added them as options for all users.
When you're ready to migrate to Tradebox One, you may wish to upgrade your existing data. Alternatively, you may wish to set up a fresh database and sales channels from scratch.
If you upgrade your existing data:
- Tradebox One will store the last 60 days' worth of order numbers from Finance Manager.
- No information about these orders will be visible within Tradebox One, but the order numbers are held in an archive table and checked against new orders to prevent Tradebox One re-downloading any of the same orders that were previously handled by Finance Manager.
- Tradebox Finance Manager will remain installed. You'll be able to open that program to view information and check settings. The order download functionality will be disabled once the upgrade routine runs. The ability to restore a backup will also be disabled. This effectively renders Finance Manager as a read-only program for historic information only.
- The upgrade routine retains most settings. Not every setting in Finance Manager has an equivalent in Tradebox One and vice versa; you should not assume that settings are retained intact and should check them following upgrade.
- The bespoke nature of CSV channel types often requires those channels to be deleted and recreated following upgrade.
- Product mapping will be retained so long as your mapping method in Finance Manager is set to SKU.
If you start a fresh set of data:
- Tradebox One will have no knowledge of orders handled by Finance Manager. This can result in duplication in Sage. Using order date as a cut-off is the most robust way of preventing duplication; Tradebox One can be told to ignore orders prior to a given date.
- Your channels will be built from the ground up in Tradebox One and you'll review all the settings as a new user would. Users who start fresh generally have a better understanding of the settings within Tradebox One.
- Tradebox Finance Manager will not be automatically disabled and will continue to run as normal until/unless told otherwise. This makes starting fresh useful for users who want to 'dry run' Tradebox One in a test environment first, on another computer or pointing to Demo Data in Sage.
- This does open the risk of both programs being unintentionally run in tandem and duplicating orders in Sage. When you're ready to point to live Sage data with a fresh Tradebox One install, Tradebox Support can help you safely disable Finance Manager.
- The remainder of this article covers the data upgrade process. If you wish to start a fresh set of data, follow the Getting Started guides here instead.
Before you begin the upgrade process, it's important to know a few things:
- The upgrade represents a significant change to the way your Tradebox software runs. Some of the routines involved in the upgrade can take some time to complete and there's a learning curve to get used to the new software. Plan your upgrade when you can afford some downtime over the first few days, if needed.
- The last 60 days' worth of order numbers downloaded into Finance Manager will be retained, to prevent duplication. Any partly-completed work will not be carried over to Tradebox One so prior to upgrade you should make sure any Errors have been actioned and any Pending orders have been marked complete and posted to Sage, otherwise they will be lost.
- The installation and channel upgrade routines can normally be completed inside an hour. If you use products in Sage though, part of the upgrade process involves a full import of product records from Sage. This can take time if you have tens of thousands of product records, especially if you have a large number of sales channels in Tradebox. We normally advise leaving this part of the routine running overnight - the guide below will flag this routine up.
- You aren't able to reverse the data upgrade process. Once the upgrade is complete, Finance Manager will no longer be able to download orders or restore backups. You should take a backup of Finance Manager before closing it down to start the upgrade process, and keep this somewhere safe.
- 'How do I run a download?' is the most common question we get from users who upgrade. So long as the pre-requisites are in place, Tradebox One is always active. The Tradebox Data Service runs a list of tasks:
- download orders
- check queries on orders
- post to Sage (if required)
- upload stock levels from Sage to the marketplace (if required)
- mark orders as despatched on the marketplace (if required).
Once that list of tasks is complete, it will start those same tasks again. So long as your data service is running and your channels are marked as Active, the order download will run as often as it's able to.
Step 1. Open Sage and log in using the Manager logon. Go to Settings > Access Rights and create two new user logons. Call one TBUSER and give it full access. Call the other TBSERVICE and give it full access. Assigning passwords to these logons is optional, if you do assign passwords make a note of these as you'll need them when you reach the step of reconnecting to Sage.
Step 2. Open Tradebox Finance Manager and go to Support to check your version number. You must have an install of Tradebox Finance Manager v8.0.70213.0 or higher on the same PC you're going to use to upgrade the data. If you're on an earlier version, update Finance Manager first following these steps.
Step 3. Backup your Finance Manager data by going to Backup under the Maintenance heading in the lower left. At this point you should also make sure you have actioned any outstanding items in Finance Manager, such as mapping errors or pending orders.
Step 4. Keep Tradebox Finance Manager closed. If you have it installed on multiple PC's, ensure all installs of Finance Manager remain closed throughout the upgrade process.
Step 6. Launch Tradebox One. On its first launch, the program checks for several Microsoft pre-requisites that need to be present on your PC; if any aren't present the relevant installer will launch automatically. Follow the prompts on screen to install these components, then re-launch Tradebox One.
Step 7. When Tradebox One launches, you'll be prompted for a logon. The username is TBUSER and has no password. A password can be applied later via Configuration> Security.
Step 8. You'll then see the Tradebox One setup wizard, which will ask whether you're doing a fresh install or an upgrade. Select the option Install Tradebox and upgrade the data from an existing Finance Manager installation then click Next.
Step 9. Fill in your company details. Not all fields are mandatory but an email address is, and if you're VAT registered your VAT number is required to enable Tradebox One's VAT settings. Click Next to proceed.
Step 10. Choose some preferences:
Set your Accounts package as Sage 50.
Choose your Accounts Posting preference: Manual requires you to click a button to send any orders into Sage; Automatic will have the orders posted into Sage by the Tradebox Data Service and allows for a more hands-off process.
Your Tax Rate is just a default which will be overridden by more specific settings as needed, choose whatever describes your average UK sale. If you're not VAT registered and won't be registering in the near future, choose Non Vatable.
Your Stock Control choice impacts on whether any stock adjustment will take place on the items you sell, and also impacts on VAT calculation.
- None: no products are required in either Tradebox or Sage. Tradebox will also use a single tax rule per region (UK/EU/ROW) for VAT calculation. This means None is not a valid option if you sell a mix of vatable and non-vatable goods within the UK.
- Tradebox: build a list of products within Tradebox and use these on orders, also optionally synchronise the free stock figures from within Tradebox to your online marketplaces.
- Tradebox does not have a purchase ledger. When you order stock from suppliers, you'd need to manually adjust in each item. For this reason, Sage users who want stock control normally choose Accounts Software over Tradebox.
- If you want service invoices or summary entry batch invoices in Sage and you sell a VAT/non-VAT mix, choose Tradebox stock control. You'll map your online items to dummy products in Tradebox to represent your VAT treatments.
- Accounts software: use the list of products in Sage. You'll see the relevant product details within Tradebox; these will be an exact match of your Sage products and will be subservient to the Sage product records. Tradebox can create product invoices or sales orders in Sage and these will adjust out the items sold. Sage's free stock quantities are impacted by Sage's purchase ledger if you use purchase orders. With this method you can optionally synchronise the free stock figures from within Sage to your online marketplaces.
Click Next to continue.
Step 11. On the final screen, you'll be asked to confirm that you understand how the Tradebox Data Service operates and that you understand the implications of upgrading your Finance Manager data. Make sure Tradebox Finance Manager is closed at this point.
You'll also need to set a contact preference in line with GDPR regulations. This refers purely to marketing contact, we'll still be in touch with operational contact (such as when your licence is due for renewal) if you opt out of marketing contact.
Click Finish to continue. You'll then be informed that the data upgrade process is ready to start, click OK to run the upgrade. This normally takes a few minutes, but it could take longer if your Finance Manager data contains a large number of orders or product mappings.
You'll see a message box to let you know once the upgrade process has completed. Click OK.
Step 12. Tradebox One is now just about ready to open. First, you'll see a prompt, asking if you want to designate this machine as the Service PC.
If you only run Tradebox on one computer click Yes.
If you're going to run Tradebox on more than one computer, you'll need to designate one machine on your network to run the Tradebox Data Service.
- The data service is a secondary application that runs from your Windows System Tray. It's the engine that drives all the automated processes within Tradebox. On a network, only one instance of that application runs, even if you've got multiple instances of the main Tradebox One UI open on different PC's.
- The data service is part of the normal Tradebox One program files, there's no separate installer.
- The Service PC needs to be a computer that'll be powered on whenever you expect to use Tradebox.
- It should also be the computer that's going to hold the Tradebox database.
- If you don't designate a service PC now, Tradebox One will prompt you to do this next time you open the program from any PC. No orders can download from your marketplace until the data service is running, but you can still set up channels, check settings etc.
- You can choose to designate a different PC as the service PC at any time.
At this point you'll have a few new processes running on your computer. The Tradebox Application Service will launch and should hide itself automatically. This background process should always be running on any computer where Tradebox is installed, it controls the closing and re-opening of the data service.
If you've set the Tradebox Data Service to run it'll also launch and should hide itself to your system tray. The data service will close and reopen itself at the end of every download cycle. If you open it to the full view, it shows the processes that are running - this is just a mirror of the Logs screen from within the main Tradebox One UI; it's normally easier to keep the data service minimised and do all your work including checking the logs within the main UI.
And finally, you'll have the main Tradebox One UI (user interface) . We don't create a shortcut by default, though you can always reopen the program from your Start menu in Windows > Applications/Programs > Tradebox > Tradebox. You may wish to pin the program to your taskbar by right-clicking the icon there. If you'd rather have a desktop shortcut, go to Support within the program and click on the Program Folder; right-click Tradebox.exe in that folder and choose Create Shortcut. You can then drag and drop the shortcut to wherever you like.
On first open, the program will load into the Channels screen. You should be able to see all your channels from Finance Manager that have been recreated in Tradebox One.
If you check the Orders screen, it will be empty at the moment. As part of the upgrade process, Tradebox One has stored the last 60 days of order numbers that Finance Manager downloaded to avoid duplication; these are in an archive table within the database but aren't visible within the program.
If you've chosen to use Sage as your stock control method, you'll need to retrieve your product list from Sage. This process can be very slow, especially if you have many thousands of product records in Sage, or lots of sales channels in Tradebox. We've timed an import of 1,000 products from local Sage data at between 2 and 20 minutes on two different PC's of different spec.
This step is mandatory if you're using Sage stock control (if you've set stock control to none, skip this step) and no orders will be able to post to Sage until it's completed. However, you don't need to run it right now and often it's best to leave this routine running overnight; if now isn't a good time then skip to the next step Checking your settings and reconnecting to Sage, but make sure to come back and run this product import later.
When you're ready to start the import, go to Products > Actions > Import Products. Set the Source as Accounts, leave the other criteria as their defaults and click OK.
Choose the Sage company from which you want to import your products from the dropdown. You'll be prompted for a logon, use the TBUSER Sage logon you created earlier. Enter the password if you added one, and click OK.
At this point you'll see a progress bar. It's fine to leave this import running and to use your computer for other tasks, though you should avoid anything that'll use the products module in Sage heavily (such as updating invoices/marking as despatched/running product reports) and you'll be unable to access any exclusive program areas in Sage which require other users to logout (such as taking a backup, deleting anything or running a VAT return) while the import is running.
When the import completes, you'll see this message in Tradebox. Click OK. If you have any products that are set to tax codes other than T0 or T1 in Sage, you should check the product record on Tradebox has the correct tax code, and amend as appropriate.
As many settings as possible will have been retained from your Finance Manager, though Tradebox One has a number of new settings and some back-end changes will mean some settings will have reverted to their defaults.
Initially, each channel will be inactive. We recommend opening each sales channel in turn by double-clicking it, and checking the settings in the Details tab. These mostly relate to the download of orders as far as the order list in Tradebox and are unrelated to Sage posting. Some settings also apply to upload of free stock quantities back to the marketplace. Each channel type has some unique settings, the detailed guides for each channel type are available here:
- Amazon (merchant/seller-fulfilled)
- Amazon FBA (fulfilment by Amazon)
- Bigcommerce (Bigcommerce users must also renew their API details)
- CSV (file import)
- Magento v1
Whenever you make changes within a channel or any preferences screen in Tradebox One, make sure to click Save in the bottom right to retain these.
Within each sales channel, check the Statuses tab. The top half of the screen controls the status an order has to reach on your online marketplace before it's valid for download into Tradebox, and what the corresponding Tradebox status should be. Double-click on a status to remap it or to opt it in for order download by checking the box.
The bottom half of the screen determines which Tradebox order statuses are valid for Sage posting. Double click on a Tradebox status to set it as valid for Sage posting by checking the box.
A detailed guide to statuses is available here. No orders will be able to post to Sage until you've assigned the relevant statuses within each sales channel.
Applicable to all channel types except direct connections to: Amazon, Amazon FBA, eBay, Magento 1.x, ekmPowershop, Bigcommerce. Applicable to Linnworks and ChannelGrabber channels even when handling orders for the aforementioned marketplaces.
Finance Manager offered a number of different CSV channel types for various marketplaces and third-party systems that didn't have an API integration. In Tradebox One, any channel that reads orders from a CSV file is classed as a Custom file import channel.
Due to the bespoke nature of these channels, they are unable to upgrade intact to Tradebox One and you should delete and then recreate these channels within Tradebox One.
- Linnworks channels are an exception, these can usually be retained intact. If your Linnworks channel fails to download orders after following the rest of this guide, you may need to delete and recreate it.
- Shopify users should delete any existing Shopify channels and recreate them as a new Shopify API channel.
- Woocommerce users should delete any existing Woocommerce channels and recreate them as a new Woocommerce API channel.
To delete a channel, go to the Channels screen. Click once on a sales channel to highlight it in yellow. Then click the Delete button at the top of the Channels screen.
Reconnecting to Sage
Open a sales channel by double-clicking it from within the Channels screen. Go to the Sage 50 tab. In the Connections tab, choose the relevant Sage company from the dropdown box. If you've added passwords to your TBUSER and TBSERVICE logons in Sage, enter those. Click Connect To Sage. Once Tradebox has connected to Sage, it'll open the Postings tab. From there, you can check all your settings that relate to Sage posting for this channel; click here for a detailed guide of all the new settings in the accounts link. Once you're done, click Save.
Repeat this step for each sales channel.
The Configuration screen in the top right of Tradebox One contains settings that are applied to the program as a whole. We'd suggest checking the following settings within Configuration:
- Stock Control: If you've chosen Tradebox or Sage as your stock control method, check the stock control preferences here.
- Tax Rates: If you use any rates other than 20%, 5% or 0% for either UK or international sales, you'll need to add additional rates.
- Currencies: If you sell in any currencies other than GBP, EUR, USD, AUD, you should check the country code is present and has a valid foreign-to-GBP exchange rate.
- Countries: If you're VAT-registered in any countries beyond the UK, you'll need to specify rules for the other countries you're VAT registered in. Click here for a full guide to this.
Whenever you launch Tradebox One, you'll be prompted to login. The login is TBUSER and if you install on multiple computers, everyone will log in with that username. You can apply a password at any time via Configuration > Security.
The Channels screen controls whether channels are active or inactive for order download and Sage posting, and whether they should attempt to upload free stock quantities from Sage to your marketplace. If you've followed all of the above steps, you should now be nearly ready to activate your sales channels, which will download any new orders and may post those to Sage. Take a backup of your Sage data before activating your channels.
The Orders list holds the orders that have been downloaded to Tradebox, regardless if they've been posted to Sage yet or not. The default view is all orders dated within the last 30 days and there are a number of filters and sorts that can be applied to the orders screen to help you parse the information. The Sage Ref. column on the right will indicate whether an order has been posted to Sage; 0 means not yet posted, any other number indicates the invoice or sales order number in Sage.
The Products list holds your product information and the controls for mapping (the relationship between online product/Tradebox product/Sage product) and upload options are within the Mapping button at the top of the screen. The Products screen will remain hidden if your stock control method is set to None.
The Shipping screen is used for marking orders as despatched from within Tradebox, this will then send requests to your online marketplace to change the order status to despatched. Click here for the guide to shipping.
The Reporting screen holds Tradebox's reporting dashboard which gives you at-a-glance information about how the online sales side of your business is performing. The controls for marketplace fees are also within reporting and are covered by this guide.
The Customers screen holds the information about who's bought from you online and their contact details, where these are made available by your online marketplace.
The Summaries module allows you to condense multiple orders into a handful of financial transaction lines and is designed for users who want a 'financials only' accounts integration, or who integrate with an accounts package we don't have a full integration with. Summaries are covered by this guide.
In the upper right of Tradebox, you'll see links to program-wide settings and information:
- Configuration governs universal preferences
- Support takes you to the support page where you can view information about your Tradebox system and our contact details. There are also links within there to our help site and our remote support tool.
- Logs takes you to Tradebox's process log and issues log. Many of the processes in Tradebox One are handled in the background by the Tradebox Data Service. The Logs screen shows what the service is doing at any point in time. The Issues tab of the logs screen displays any problems: the top half of the screen handles order issues and provides details of orders that have been assigned a Query status (in Finance Manager these problem orders would have been called Errors); the bottom half of the screen gives details of any synchronisation issues, which are problems connecting to online marketplaces or to Sage. If you ever suspect a problem with Tradebox, check the logs first as most problems will report something here.
- Logout closes the UI and logs you out, it's no different to the standard Windows upper-right X to close.
- The message icon takes you to our in-program message centre. This is communication from our support team to users. If we've sent a new message, Tradebox One will automatically open to the message centre the next time you open the program.
- The alerts icon will show like this whenever there's an alert. That means something has been reported to this issues log today. Clicking the icon is a shortcut to the Issues tab within the Logs screen.
- The data service indicator will show green whenever the data service is running. It'll show red whenever the data service isn't running, and you'll also see the (Service Offline) message in the top left.
- The data service is designed to close and reopen itself after every service loop, so it's completely normal to see the indicator switching from green to red and back every few minutes. It's only the indicator remaining red for an extended period that indicates a problem.
Whenever you close Tradebox, you'll see the prompt to backup your data. Best practice is to backup your Sage data and your Tradebox data at the same time, e.g. at the end of your working day; that way if there's a problem in one system you can restore both safely without them becoming out of step with each other. Tradebox doesn't feature any kind of automated backup and no cloud storage facility for backups, though once you've created a backup file you can copy and move it like any other Windows file and we'd encourage you to periodically copy a backup file to an off-site location.
Hopefully you're now up and running with Tradebox One to the point where orders can download from your marketplace and post to Sage.
If that's not happening, the most common things for upgrading users to miss are:
- Products: did you remember to import your product list from Sage?
- Not applicable if you use service invoices and aren't looking for stock control
- Reconnecting Sage: did you go into the Sage 50 tab in each sales channel and click the Connect to Sage button? Did you create your two new user logons in Sage?
- Statuses: Open each sales channel and check the Statuses tab. Do you have the relevant statuses ticked for Download in the top half of the screen? Do you have anything ticked for Post To Accounts in the bottom half of the screen?
If you're looking to take advantage of our improved Stock Upload function to synchronise stock levels from Sage or Xero back to where you're selling online, click here for the guide to that.
We've got plenty of guidance around all aspects of Tradebox One available in our knowledgebase here. The Integration Guides section covers all the different channel types, basically anything within the Channels screen, and the Knowledgebase section covers everything else.
There's a search available at the top of any of the knowledgebase screens, so if you want to make sure you're set to download marketplace fees or upload free stock levels back to your marketplace, or you want to learn about processing refunds within Tradebox, just pop a keyword in there. A word of warning with that: we still support Finance Manager at the moment and the search will surface those old guides as well as the new Tradebox One guides, ignore anything that mentions Finance Manager as it's no longer relevant to you.