Integration with Sage

Learn how to integrate PSOhub with Sage.

Claudette Albers-Reid avatar
Written by Claudette Albers-Reid
Updated over a week ago

This article will explain how to integrate PSOhub with the only Sage API and send your first invoice.

Set up the integration

In the settings, navigate to Marketplace & Integrations and select your business unit:

In the Accounting section, click Connect in the Sage tile:

PSOhub will ask that you confirm this selection. Click Proceed.

You will be asked to log in to Sage via PSOhub; enter your Sage login credentials:

After logging in you will be returned to PSOhub and the Test connection screen will appear.

Test the connection

In the Test connection screen, you will be required to fill in essential identifiers to make sure your invoices are sent correctly to Sage.

Step 1: In the Revenue account field, enter the primary/default ledger name. You will find this in Sage's chart of accounts. Then, click Next twice to skip step 2.

Step 3: To test the connection, a test invoice will be created in Sage. Afterwards, you can delete this test invoice in Sage. When you click the Test button, a Success or Failed message will be returned. To close the window, click the X button.

Note: If the connection failed, please verify the ledger name in Sage. The ledger name should be entered exactly as you see it in the chart of accounts. E.g. "Sales - Services" and not "sales services".

When you close the window, you will be brought back to Marketplace & Integrations settings. Here, you will see that Sage is connected:

Change the default ledger name

You can always change this default ledger name at any given time by going to the GL Accounts settings under the My Organization settings.

Click on Default revenue accounts, enter a different ledger name and click Save.

Add additional ledger names

To add additional ledgers to connect Sage with PSOhub, in the GL Account settings, click Add GL Account:

Field

Description

Name of GL account / Article

Enter the name of the ledger name in Sage's chart of accounts. Make sure the name is entered exactly as it is in Sage. The ledgers will be used to define the contract lines to be invoiced at project level or contract template level.

Description

This field is optional, where you can enter a description for the ledger name.

Used by this financial integration

In the drop-down, select Sage connected to the relevant business unit.

Click Save to see the additional ledger(s):

Configure the contract lines for invoicing

With the GL accounts set up with the ledger names, your contract templates and/or project contract lines can be configured for invoicing.

Contract template level:

If necessary, for each template a contract line can be configured to use a GL account. If the Linked GL Accounts (One per Integration) field is left empty, PSOhub will use the default GL account/ledger name defined at the test connection stage. E.g. Sales - Services. To link a different GL account, select one from the drop-down list:

Project's contract line

In the project's contract line, the GL account can be defined under the Invoicing tab. As with the contract template, if the GL Name... field is left empty, PSOhub will use the default GL account/ledger name as defined at the test connection stage. E,g, Sales - Services. Otherwise, you can select a different GL account from the drop-down list:

Invoice Due Date

To ensure that the invoice's due date appears correctly in Sage, you must define the default number of Due Days invoice in the Invoice Settings of PSOhub:

If a project has a different payment term from the default, you can define the number of due days in the left pane of the project screen:

When sending the invoice to Sage, PSOhub will push both the date of the invoice as well as the expiration date of the invoice:

Invoice reference, footer and additional information

In the project, the PO number, SOW number or Customer number for example can be entered in the Reference field. This information will be displayed in the invoice sent from PSOhub and will appear in Sage:

Invoice footer and notes information

Should footer information or notes on the invoice be required, these can can defined in the invoice properties:

When the invoice is created, the footer is visible in the draft preview. Any invoice notes will appear in Sage:

Send invoice

When PSOhub sends the invoice, it will look at the invoice contact defined on the invoice in PSOhub and try to find the email address of that invoice contact in Sage. If this email address is the primary contact of a company in Sage, then PSOhub will consider the customer as already existing. If PSOhub can't find it then it will create a new customer record for that email/company.

Once the invoice is created in PSOhub and sent, PSOhub will also trigger the send invoice functionality within Sage. There is nothing to be configured at the PSOhub end; the invoice template, fields and any other defaults from Sage, including sales tax, will be applied.

Once the invoice has been sent from PSOhub, an invoice number is generated. Sage will also return its own invoice number:

When sending the invoice, PSOhub will check if a customer already exists by using the name of the e-mail address of the Invoice Contact that is known in PSOhub. If found, this contact is used. If no contact is found, a new contact will be created.

Invoice paid

When an invoice has been paid, a signal will be sent to PSOhub and the invoice status will be updated to Paid:

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