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How to Set Up and Use Sage Accounting Software in MarketplaceAdvisor Premium

MarketplaceAdvisor Premium supports the following accounting packages:

QuickBooks
MYOB v.14 Australia
Sage Instant Accounts v.11

You can import MarketplaceAdvisor Premium data into the Sage application using file formats that Sage defines. MarketplaceAdvisor Premium supports the Sage Audit Trail file and the Sage Customer file.

This document provides instructions on how to use this feature with the Sage Instant Accounts accounting package. The instructions include:

Sage File Contents
Audit Trail File
Customer File
Setting up Sage Accounting software in MarketplaceAdvisor Premium
Uploading Files to Sage
Downloading Files from Sage

Sage File Contents

The following tables list the values that MarketplaceAdvisor Premium enters into the fields in the Sage files. There are two files into which MarketplaceAdvisor Premium enters data: the Audit Trail file and the Customer file.

Audit Trail File

Column	File w/Opening Balance	File w/Individual Transactions
Transaction Type Columns	This is a code identifying the type of transaction where	This is a code identifying the type of transaction where
Transaction Type Columns	BR = Bank Receipt	BR = Bank Receipt
Transaction Type Columns	CP = Cash Payment	CP = Cash Payment
Transaction Type Columns	CR = Cash Receipt	CR = Cash Receipt
Transaction Type Columns	JD = Journal Debit	JD = Journal Debit
Transaction Type Columns	JC = Journal Credit	JC = Journal Credit
Transaction Type Columns	SI = Sales Invoice - default	SI = Sales Invoice - default
Transaction Type Columns	SR = Sales Receipt	SR = Sales Receipt
Transaction Type Columns	SC = Sales Credit Note	SC = Sales Credit Note
Transaction Type Columns	SD = Discount on Sales Receipt	SD = Discount on Sales Receipt
Transaction Type Columns	SA = Sales Receipt on Account	SA = Sales Receipt on Account
Transaction Type Columns	PI = Purchase Invoice	PI = Purchase Invoice
Transaction Type Columns	PP = Purchase Payment	PP = Purchase Payment
Transaction Type Columns	PC = Purchase Credit Notes	PC = Purchase Credit Notes
Transaction Type Columns	PD = Discount on Purchase Payment	PD = Discount on Purchase Payment
Transaction Type Columns	PA = Purchase Payment on Account	PA = Purchase Payment on Account
Transaction Type Columns	VP = Credit Payments	VP = Credit Payments
Transaction Type Columns	VR = Credit Receipts	VR = Credit Receipts
Sales / Purchase / Bank Account reference	Open Balance	Account Reference is the first 8 characters of the winning bidder email.
Nominal Code	Defaulted to 4000 but, user may override in Configuration	Defaulted to 4000 but, user may override in Configuration
Department Number	Defined by user in Configuration	Defined by user in Configuration
Transaction Date	Date of Report	Payment Cleared Date (format dd/mm/yyyy)
Transaction Reference	Blank	Blank
Transaction Details	Blank	Fields includes Auction ID, 'payment cleared date' and 'eBay seller id combined to one field (no separator) up to 60 characters
Net Amount	A summary of the Amounts of all the day’s cleared transactions	Total Amount of the individual Transaction including Shipping
Tax Code	Defaulted to T1 but, user may override in Configuration	Defaulted to T1 but, user may override in Configuration
Tax Amount	A summary of the Tax on all the day’s cleared transactions	Amount of the Tax on the Order
Extra Reference	Blank	Blank
User Name	Blank	Blank

Customer file

Column	File w/Opening Balance	File w/Individual Transactions
Account Reference	Not Applicable	Account Reference is the first 8 characters of the winning bidder email.
Customer/ Supplier’s Name	Not Applicable	First Name, then a space, Last Name
First Line of Address	Not Applicable	First Line of Billing Address
Second Line of Address	Not Applicable	Second Line of Billing Address
Third Line of Address	Not Applicable	Billing Address Town
Fourth Line of Address	Not Applicable	Billing Address State or County
Fifth Line of Address	Not Applicable	Billing Address Postcode
Contact Name	Not Applicable	eBay user id of winning bidder
Telephone Number	Not Applicable	Daytime Telephone Number (if provided)
Fax Number	Not Applicable	Fax Number (if provided)
Analysis Category 1	Not Applicable	Blank
Analysis Category 2	Not Applicable	Blank
Analysis Category 3	Not Applicable	Blank
Department Number	Not Applicable	Defined by user in Configuration
Customer/Suppliers VAT	Not Applicable	Blank
Month to Date Turnover	Not Applicable	Blank
This Year’s Turnover	Not Applicable	Blank
Last Year’s Turnover	Not Applicable	Blank
Customer/Supplier’s Credit Limit	Not Applicable	Blank
Description of Terms	Not Applicable	Blank
Settlement Due Days	Not Applicable	Blank
Settlement Discount	Not Applicable	Blank
Nominal Code	Not Applicable	Defaulted to 4000 but, user may override in Configuration
Tax Code Used for Account	Not Applicable	Defaulted to T1 but, user may override in Configuration

NOTE: Sage does not allow for import of the Country. All items default to UK.

Setting up Sage Accounting software in MarketplaceAdvisor Premium

To subscribe to Sage accounting reports

In MarketplaceAdvisor Premium, select Transaction Processing Module > Report Settings.
To import the data into the Sage accounting system, click Configure and enter customized settings.
Download the file from MarketplaceAdvisor Premium for upload into Sage Instant Accounts.
To customize default values in the Sage Instant Account files, click Configure to specify the details.
In the Configure Sage Report page, determine how transaction information should be exported.
Choose one of the following that works best based on your accounting needs:
Opening balance: This exports a summary of all the day’s transactions in one line. For example, if there were 20 transactions for 10 GBP each, the file would show one line with a value of 200 GBP for the day. No Customer File is created with this option.
Individual transactions: This exports all the individual transactions as unique lines in the file. Each line uses the winning bidder email (first 8 characters) as the Sage Account Reference field. This creates the Customer File for export.
Continue with one of the following procedures, either To configure Sage based on Opening Balance or To configure Sage based on individual transactions.

To configure Sage based on your opening balance

Complete all sections of the Audit Trail File as appropriate to adapt the file format to your Sage settings.
The Customer File information will remain grayed out as this is not relevant if only Opening Balance is being imported.
Complete each of the following Audit Trail questions:

What Sales/ Bank/ Account reference should be used in the export? Enter the account name that is used in Sage that this data should be assigned to.
What transaction type should be used for the export? Select one of the following Sage values: BR Bank Receipt BP Bank Payment CP Cash Payment CR Cash Receipt JD Journal Debit JC Journal Credit SI Sales Invoice (default) SR Sales Receipt SC Sales Credit Note SD Discount on Sales Receipt SA Sales Receipt on Account PI Purchase Invoice PP Purchase Payment PC Purchase Credit Notes PD Discount on Purchase Payment PA Purchase Payment on Account VP Credit Payments VR Credit Receipts
What nominal code should be used in the export? Enter the nominal code assigned in Sage for these transactions.
What tax code should be used in the export? Sage allows for a 3 character code to represent various tax rates. The default tax rates in SAGE are T1=17.5%, T0 = 0%, and T5 =5.00%. At this time MarketplaceAdvisor Premium is only supporting one rate for the entire download.
What department number should be used for export? This field is not required and may be left blank. Enter a department number if this feature is being used in Sage.

To configure Sage based on individual transactions

After you select Individual Transactions, the Customer File section of the Configure page becomes active.

Complete all sections of the Audit Trail and Customer files.
To import individual transactions, import the Customer File into Sage first, prior to the Audit Trail File.
Answer each of the Audit Trail questions as described in the Opening Balance section above.
Answer the Customer File questions, which are the same as the Audit Trail questions. However, you can enter different values. The Customer File uses the first 8 characters of the winning bidder email as the Account Reference for Sage.

Downloading/Uploading Files to Sage

Once the Sage Instant Accounts files have been subscribed to and configured, they will appear in the Transaction Services>Accounting Reports section of MarketplaceAdvisor Premium. These files will be available for download and then a user may upload them into the Sage accounting package. They will be in a CSV file format.

Updated: 13 September 2007