This guide is for Sage Accounting, the online one. It covers the Sage Accounting side: your sales account, tax rates, customer references and the import. For the handipay side, see exporting to Sage Accounting.
Using Sage 50, the one installed on your computer? See the Sage 50 guide.
Sage moves its menus around from time to time. If yours look different from the steps below, look for the same words nearby, or search Sage Accounting's help for them.
Set up Sage Accounting once
handipay's file gives Sage Accounting quick entries: one line per invoice, with its total, its tax and the account it goes to, and no line items.
Your sales account
Each invoice goes to one sales account in your chart of accounts, the list of accounts Sage Accounting sorts your money into. handipay's export calls it the ledger account, and uses 4000 unless you give it another one.
Check yours: in Sage Accounting, look for your chart of accounts and find the number of the account your sales go to. If yours is different, put your number in handipay's Sage Accounting export and save it as your default. See exporting to Sage Accounting.
Your tax rates
The file names each invoice's tax the way Sage Accounting labels its tax rates, such as HST 13.00% or GST & PST 12.00%. After your first import, check the tax on a few entries. If Sage Accounting didn't recognize a rate, correct it there.
Customer references
Sage Accounting usually finds the customer for each invoice by their reference, not their name. The reference is a short code on the customer's record in Sage Accounting, 10 characters at most, and different for every customer.
So before you import, save each customer's reference in handipay, exactly as Sage Accounting has it. Do it one at a time on each customer's page, or all at once by importing your Sage Accounting customer list. See matching your customers to your accounting software and importing your customer list.
For a customer with no reference saved, the file puts their handipay name where the reference goes, and Sage Accounting probably can't match it. That's why an export to Sage Accounting always tells you when some invoices are for customers without a reference, and how many.
Export from handipay
Use the Sage Accounting tile. A big export comes in a few files: see how a big export is split into files. Import each file.
Import into Sage Accounting
In Sage Accounting, look for an option to import quick entries. It may be under Settings, with the other imports.
Upload the file you exported from handipay.
Sage Accounting checks the file. If it refuses some rows, look for the reason it gives. Fix those in handipay or in Sage Accounting, then import them again.
The file carries no payments, so the invoices arrive unpaid. Record each payment in Sage Accounting when it comes in.
Still stuck? Email [email protected].