for Windows XP, Vista and 7 User Guide Link for Sage 50 Accounts 2012

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1 /05/2010 for Windows XP, Vista and 7 User Guide Link for Sage 50 Accounts 2012

2 Summary I. General II. III. IV. Link for Sage 50 Accounts Settings Creating Products, Images and Customers in Sage 50 Accounts Importing Products, Images and Categories from Sage to DataPlug V. Viewing Products Imported from Sage 50 Accounts VI. VII. VIII. IX. Importing Customers Viewing Customers Imported from Sage 50 Accounts Uploading Data (Images, Products and Users) to Actinic Online Viewing Data Uploaded to the Actinic Online Site X. Example of 2 Orders Placed on the Actinic Online site XI. XII. XIII. XIV. XV. Downloading Orders from the Actinic Online site to the DataPlug Viewing Orders Downloaded to the DataPlug Export Customer Orders to Sage 50 Accounts Viewing Sales Orders Imported to Sage 50 Accounts Creating Customers in Sage 50 Accounts Page 2 of 34

3 I. General To install Oxatis DataPlug, Microsoft.net Framework 2.0 SP2 is required. To activate the DataPlug Link for Sage 50 Accounts, the following is required: Installation of Sage 50 Accounts 2012 software. Activation of SDO (Sage Data Objects) version 18 for Sage Accounts For more details or to obtain your 3 rd party activation key, contact Sage at: - support@sage.com II. Link for Sage 50 Accounts Settings In the DataPlug, select the Tools / Sage 50 Accounts Configuration menu. If the SDO (Sage Data Objects for Sage 50 Accounts) has not been registered, there are two ways to do so: Either by clicking on the The SDO is not registered button. A pop-up window will prompt you to enter the Serial Number and Activation Key: Page 3 of 34

Or from the Sage 50 Accounts software: Go to Tools Activation Enable 3rd Party Integration. You will be prompted for the Serial Number and Activation Key for the SDO.

4 Or from the Sage 50 Accounts software: Go to Tools Activation Enable 3rd Party Integration. You will be prompted for the Serial Number and Activation Key for the SDO. In the window below back in the DataPlug, you will have to configure the following: The data folder location for Sage 50 Accounts, Select company, The user name, And password. Page 4 of 34

5 III. Creating Products, Images and Customers in Sage 50 Accounts We have created various products and a customer for a new company in the Sage 50 Accounts software. Products Below is a list of 8 products created in Sage 50 Accounts. Below is an example of the details of product DECO-02 in Sage 50 Accounts: Page 5 of 34

$Note: Category A in Sage 50 Accounts above includes the \ character, which will create the$ The same goes for Category B, where Nautical will be created as a sub-category of Theme.

The same goes for Category B, where Nautical will be created as a sub-category of Theme.

6 Note: Category A in Sage 50 Accounts above includes the \ character, which will create the Home Decor category and the Scale Models sub-category on the website. The same goes for Category B, where Nautical will be created as a sub-category of Theme. Customers We have also created a customer with the following content in Sage 50 Accounts: Main customer details: Page 6 of 34

7 Customer delivery address: Page 7 of 34

8 IV. Importing Products, Images and Categories from Sage to DataPlug 1. The Link for Sage 50 Accounts allows you to import products that meet the following criteria to your website: Publish to web is set to true (in Web tab of product file in Sage 50 Accounts) VAT rate is equal 0%, 5% or 20% Product code length less than or equal to 20 characters 2. Below are the Actinic Online fields that are automatically mapped by the Link for Sage 50 Accounts: Actinic Online Sage 50 Accounts Code Product Code Name Description Quantity in Stock In Stock Low Stock Level Re-order level VAT Rate Tax value associated to tax code Description Web Defaults Description Detailed description Web Defaults Details Price 1 Sales Price Weight Weight Note: weight in website will be expressed in grams Zoom Image Image (Web Defaults Custom Fields) Main Image Image (Web Defaults Custom Fields) Thumbnail image Image (Web Defaults Custom Fields) Category 1 Category A (Web Defaults Custom Fields) Category 2 Category B (Web Defaults Custom Fields) Category 3 Category C (Web Defaults Custom Fields) EAN Code Bar Code Cost Last Cost Price 3. Importing products to the DataPlug: Click on the following menu in the DataPlug: Import / Products / Sage 50 Accounts. You will then be guided through the configuration of the data to import. Page 8 of 34

Actinic Online product page and transformed for use as a thumbnail and zoom image if desired.

9 1 st step: You can select: A range of product codes. A range of product categories. Item Type: Stock, Non-Stock or Service. 2 nd step: The image associated to the product in Sage 50 Accounts can be retrieved and used as the main image in the Actinic Online product page and transformed for use as a thumbnail and zoom image if desired. 3 rd step: The number of records corresponding to the criteria defined in the selection are displayed before the data is imported into the DataPlug. Page 9 of 34

Last step: The import of products from Sage 50 Accounts is complete. The number of products that were imported or updated in the DataPlug database is displayed in the results.

10 Last step: The import of products from Sage 50 Accounts is complete. The number of products that were imported or updated in the DataPlug database is displayed in the results. By clicking on the Finish button, all of the import settings (product selection criteria) are saved. V. Viewing Products Imported from Sage 50 Accounts Once products have been imported from Sage 50 Accounts, the main screen of the DataPlug is refreshed and displays the number of products (8) and images (24) imported or updated in the DataPlug database. You can view this data in the View / Products menu before uploading it to your Actinic Online website. Page 10 of 34

11 Preview of General tab in the product list. Preview of the Images tab in the product list. VI. Importing Customers 1. The DataPlug Link for Sage 50 Accounts allows you to import customers and contacts, provided that the files contain an address. 2. Below are the Actinic Online fields that are automatically mapped by the Link for Sage 50 Accounts: Actinic Online Sage 50 Accounts Last Name Contact name Company Company name VAT Reg No VAT Number Phone Contact Telephone Secondary Phone Contact Telephone 2 Fax Contact Fax Subscribed to Newsletter I send letters, statements, etc to this customer via Address Street1 + Street2 Postal Code Post Code City/Town Town State/County County Country Country Company (Shipping Address) Company name (Delivery address) Shipping Address Street1 + Street2 (Delivery address) Postal Code(Shipping Address) Post Code (Delivery address) City/Town (Shipping Address) Town (Delivery address) State/County(Shipping Address) County (Delivery address) Country (Shipping Address) Country (Delivery address) Phone (Shipping Address) Phone (Delivery address) Discount Discount % Page 11 of 34

12 3. Importing customers: Click on the following menu in the DataPlug: Import / Users / Sage 50 Accounts. You will then be guided through the configuration of the data to import. 1 st step: You can select: A range of Account Customer codes A range of Account Status Page 12 of 34

13 2 nd step: The number of records corresponding to the criteria defined in the selection are displayed before the data is imported into the DataPlug. Last step: The import of customers from Sage 50 Accounts is complete. The number of customers that were imported or updated in the DataPlug database is displayed in the results. By clicking on the Finish button, all of the import settings (customer selection criteria) are saved. Page 13 of 34

VII. Viewing Customers Imported from Sage 50 Accounts Once products have been imported from Sage 50 Accounts, the main screen of the DataPlug is refreshed and displays the number of customers or

14 VII. Viewing Customers Imported from Sage 50 Accounts Once products have been imported from Sage 50 Accounts, the main screen of the DataPlug is refreshed and displays the number of customers or users (1) imported or updated in the DataPlug database. You can view this data in the View / Users menu before uploading it to your Actinic Online website. Preview of Main Information tab in the user list of the DataPlug. Note: You will find the Sage 50 Accounts customer code in the customer reference field. Page 14 of 34

15 Preview of Address tab in the user list of the DataPlug. VIII. Uploading Data (Images, Products and Users) to Actinic Online Data from Sage 50 Accounts can be uploaded from the DataPlug to Actinic Online separately (Products, Images, Users) or all at once with the Upload All option. Page 15 of 34

You can cancel the upload at any time and send the remaining data at a later date.

16 The total number of records (Images, Products, Users) to be uploaded to Actinic Online are displayed before the data is uploaded. Click on Next to upload the data to the Actinic Online site. You can cancel the upload at any time and send the remaining data at a later date. Once the upload is complete, the number of records (Images, Products, Users) that were uploaded to the Actinic Online site will be displayed. Page 16 of 34

PRODUCT CATEGORIES: To see the product categories created during the upload, click on the Commerce / Categories menu.

17 IX. Viewing Data Uploaded to the Actinic Online Site CUSTOMERS/USERS: Log in to the Actinic Online site and click on the following menu to see the customers/users uploaded from the DataPlug: Marketing / Users Below is a preview of the users uploaded. PRODUCT CATEGORIES: To see the product categories created during the upload, click on the Commerce / Categories menu. Note: As you can see from our first example, the Lamps and Scale Models sub-categories have been created and are attached to the Home Decor parent category. Page 17 of 34

18 PRODUCTS: To see the products created during the upload, click on the Commerce / Items menu. Below is a preview of the products uploaded with their respective images. Page 18 of 34

19 Below is the detailed product information for product code DECO-02 : Main information: Prices, Product Code, EAN Code, Name Product Long Description Page 19 of 34

20 Product Quantity in Stock and Re-order Level Product Weight Product Images (Main, Thumbnail and Zoom) Page 20 of 34

data that was uploaded to the site from the DataPlug. The first order (No.

21 Product Categories X. Example of 2 Orders Placed on the Actinic Online site Two orders have been placed for Sage data that was uploaded to the site from the DataPlug. The first order (No ) has been billed including VAT, the second order (No ) has been billed excluding VAT. Below is a preview of the orders placed on the Actinic Online site. Page 21 of 34

22 Below is a preview of the order including VAT with a global discount of 20% and payment by cheque. Page 22 of 34

23 Below is a preview of the order excluding VAT, including discounted individual products, a global discount of 35% and payment by cheque. Page 23 of 34

24 XI. Downloading Orders from the Actinic Online site to the DataPlug This involves downloading, or importing, customer orders from the Actinic Online site and saving them in the DataPlug database. Click on the following menu in the DataPlug: Download / Orders You will be guided through the configuration of the customer orders to download. 1 st step: By default, the current day is proposed in the date range. However, you can select another date range. Note: Only orders with a confirmed payment status are downloaded. However, you can select another payment status (Contacting Payment Processor, Payment in Process, or Payment Refused), as well as the date range related to the change of payment status. Page 24 of 34

25 2 nd step: The number of orders to download is displayed. Click on the Next button to download the customer orders to the DataPlug. Once the download is complete, the number of orders that were downloaded into the DataPlug database will be displayed. Page 25 of 34

XII. Viewing Orders Downloaded to the DataPlug Once orders have been downloaded from Actinic Online, the main screen of the DataPlug is refreshed and displays the number of orders (2) downloaded to

26 XII. Viewing Orders Downloaded to the DataPlug Once orders have been downloaded from Actinic Online, the main screen of the DataPlug is refreshed and displays the number of orders (2) downloaded to the DataPlug database. You can view this data in the View / Orders menu before exporting it to Sage 50 Accounts. Below is a preview of the Total tab of the order selected from the list. Page 26 of 34

27 Below is a preview of the Order Details tab, where all products in the selected order can be found. XIII. Export Customer Orders to Sage 50 Accounts Exporting orders from Actinic Online to Sage 50 Accounts entails creating new sales orders in the company s Sage 50 Accounts. In the DataPlug, click on the menu: Export / Orders / Sage 50 Accounts You will be guided through the necessary configurations to export your orders. Page 27 of 34

28 1 st step: By default, the DataPlug proposes to export all orders that have not yet been exported to Sage 50 Accounts. However, you can select: A date range (with the option to export orders that have already been exported) The prefix for customer accounts to create in Sage 50 Accounts. 2 nd step: The number of orders to export is displayed. Click on the Next button to export the customer orders to the Sage 50 Accounts. Once the export is complete, the number of orders that were exported and customer accounts that were added to Sage 50 Accounts will be displayed. You can copy/paste the contents of the results tab to a document to consult the new records in Sage 50 Accounts. Click on the Finish button to save all of your export settings (order selection criteria). Page 28 of 34

29 In the DataPlug, go back to your list of orders and select the Main Information tab. Below is a preview of the Main Information tab where you will now see the sales order number from Sage 50 Accounts. XIV. Viewing Sales Orders Imported to Sage 50 Accounts View sales orders created by the DataPlug export In Sage 50 Accounts, go to the menu: Modules / Sales Orders Processing Below is a preview of the 2 orders exported from the DataPlug. Page 29 of 34

excluding VAT, as well as the global discount of 20%, also

30 Below is a preview of order No. 1 in Sage 50 Accounts with the corresponding order No in Actinic Online. You can see the two products in the order with their prices, excluding VAT, as well as the global discount of 20%, also excluding VAT. Below is a preview of the details of the global discount excluding VAT. Below is a preview of the details of the first product in the order. Page 30 of 34

The origin of the order can also be seen here in the Order Taken By field, which in this case is the Actinic

31 Below: Delivery information, Special Instructions from the Actinic Online order are shown in the Notes field in Sage 50 Accounts. The Actinic Online order number can be seen here in the Customer Order No. field. The origin of the order can also be seen here in the Order Taken By field, which in this case is the Actinic Online website. Below is the Footer Details tab, which includes carriage (shipping fees) and any associated tax. Page 31 of 34

allows you to create new customer accounts in the Sage database.

32 Below is the Payment Details tab. XV. Creating Customers in Sage 50 Accounts Exporting customer orders to Sage also allows you to create new customer accounts in the Sage database. Below is an example user from the Actinic Online website that was exported to Sage 50 Accounts. The main tab in the user account. Page 32 of 34

33 Below is the billing address tab in the user account. Below is the shipping address tab in the user account. Page 33 of 34

34 Exporting this customer s order will automatically create the customer account in Sage 50 Accounts: Below are the details of the new account OXAC1 created in Sage. Below is the Delivery Address dialog box for the new customer account OXAC1. Page 34 of 34

Actinic DataPlug. For Windows XP, Windows Vista, Windows 7 and Windows 8. User Guide Link for Sage 200 v2015

Actinic DataPlug. For Windows XP, Windows Vista, Windows 7 and Windows 8. User Guide Link for Sage 200 v2015 Actinic DataPlug For Windows XP, Windows Vista, Windows 7 and Windows 8 User Guide Link for Sage 200 v2015 Introduction Welcome to the user guide for Actinic s Sage 200 connector. The connector is a tool