SAGE Configuration with mycloud Hotel Software

Interface - SAGE

This document describes the SAGE configuration in mycloud.
It also describes the SAGE screens functionality.

This document is divided into the following sections : 

1. Getting Started
1.1 SAGE Configuration

2. User Guide
2.1 Import Debtor accounts from SAGE
2.2 Import GL accounts from SAGE
     2.3 Export Debtors and Sales to SAGE

 

SAGE configuration 

Getting Started 

Configure SAGE 

Open SAGE configuration screen from mycloud System Admin => Accounting interfaces => SAGE Accounting. Image 1.01 

(Image 1.01) 

1. Activate Interface: Check this flag to activate SAGE accounting.
2. Debtor accounting: If hotel wants to export invoices to SAGE then “Debtor accounting” flag must be “ON”.
3. Export multiple transactions in a single invoice: If hotel wants to export a single invoice for each debtor account for multiple transactions in a single date then “Export multiple transactions in a single invoice” must be “ON”.
4. Sales journal: If hotel wants to export journals/sales to SAGE then “Sales journal” must be “ON”.
5. Connection status : If the current hotel is not connected to any company then the connection status shows “Not connected to any company”.
There could be two reasons of not connecting to any company:
1: The given “Consumer key” and “Consumer secret” are not valid OR
2: The access token has been expired.
 SAGE connection can be regained by clicking on “Connect to SAGE” button. In this case screen 1.02 appears to the user for the authorization of the company. 

(Image 1.02) 

User will enter credentials here to authorize the respected company.
As user clicks on login next screen will be opened to user for selecting respected company as shown in next screen 1.03. 

(Image 1.03) 

User clicks on “Allow”.

(Image 1.04) 

Image 1.04 shows the successful connection to SAGE and company name.
Now users are ready to work with SAGE interface for importing accounts, contacts, exporting sales and debtor invoices.
If the hotel is connected to SAGE then on opening the interface screen then screen shown in image 1.04 will be opened.
 If hotel is connected to SAGE then authorized user can disconnect from SAGE at any time. After this no user can work on SAGE functions. 

User Guide 

Screen 1: Import Debtor accounts from SAGE 

(Screen 1.01) 

* If SAGE is enabled for “Debtor accounting” then “Debtor account setup” screen will have a button “Import accounts from SAGE” as highlighted in screen 1.01.
* “Debtor account setup” screen can be reached from mycloud System Admin => Parameter setup => Debtor account setup.
* On click on “Import contacts from SAGE” screen 1.02 will be opened for importing SAGE contacts in mycloud.
* This screen shows all contacts defined as “Customer” and “Supplier” in SAGE contacts.
* User can import the contacts that are marked as “Customer” and status as “ACTIVE”.
 * After import the selected contacts will be created in mycloud. The mapping between mycloud debtor accounts and SAGE accounts will be kept in “Remarks” fields of mycloud debtor accounts. This field will have the SAGE account name and this field will be used while exporting “Invoices” to SAGE. 

(Screen 1.02) 

* This is one time activity at the time of SAGE configurations and after that if there is any modification in contacts of SAGE (on SAGE side), then the only modified contact can be imported.
 * If the connection between mycloud and SAGE is not active, then user will get following message on screen with blank contacts list. In this case authorized user has to connect to SAGE from System Admin => Interfaces Configuration => SAGE => Connect to SAGE. The steps to make a connection to SAGE are defined in SAGE-UserGuide-v1.0.0.8.pdf. 

 

Screen 2: Import GL accounts from SAGE 

(Screen 1.03) 

* If SAGE is enabled for “Sales Journal” then “GL account setup” screen will have a button “Import accounts from SAGE” as highlighted in screen 1.03.
* “GL account setup” screen can be reached from mycloud System Admin => Parameter setup => Revenue charge setup => Define GL accounts.
* On click on “Import accounts from SAGE” screen 1.04 will be opened for importing SAGE accounts in mycloud.
* This screen shows all accounts in SAGE accounts.
* User can import the accounts that are marked status as “ACTIVE”.
 * After import the selected accounts will be created in mycloud. In mycloud the accounts will be created with the same CODE as defined in SAGE. So mycloud GL account id will be equal to the SAGE’s CODE value. 

(Screen 1.04) 

* This is one time activity at the time of SAGE configurations and after that if there is any modification in accounts of SAGE (on SAGE side), then the only modified account can be imported.
 * If the connection between mycloud and SAGE is not active, then user will get following message on screen with blank contacts list. In this case authorized user has to connect to SAGE from System Admin => Interfaces Configuration => SAGE => Connect to SAGE. The steps to make a connection to SAGE are defined in SAGE-UserGuide-v1.0.0.8.pdf. 

 

Screen 3: Export Debtors and Sales to SAGE 

(Screen 1.05) 

* User can export debtors and sales to SAGE from “Export debtors / sales” menu on mycloud PMS => Front desk. Screen 1.05. 

(Screen 1.06) 

* screen shows one year’s date wise transactions availability for export.
* Screen has three inputs:
1. Year
2. Export Debtors
3. Export Sales
* “Export Debtors” will be enabled if SAGE configuration has “Debtor accounting” flag “ON”.
* “Export Sales” will be enabled if SAGE configuration has “Sales Journal” flag “ON”.
* Green cells represents the dates that have transactions for export.
 * On double click on green cell the export screen opens as shown in screen 1.07 

(Screen 1.07)

* Export accounts screen shows all the transactions related to a single date (double click cell’s date). These transactions are from all debtor accounts.
* After successful export the same invoice/sales can be checked on SAGE accounts portal

 To see Export to Debtor Accounts :- Go to Sales --> Sales Invoices 

 

Select the date range for which Sales Invoices have to be viewed and the list will be displayed below. 

To See GL Accounts and respective transaction details
- Click on Journals
     - Select desired Date Range 

 

Double click on a specific transaction to view its detailed view of a transaction 

 

* If the connection between mycloud and SAGE is not active, then user will get following message on screen with blank contacts list. In this case authorized user has to connect to SAGE from System Admin => Interfaces Configuration => SAGE => Connect to SAGE. The steps to make a connection to SAGE are defined in SAGE-UserGuide-v1.0.0.8.pdf 

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