Your typical workflow will include creating invoices in Manage, and exporting those invoices to Sage 50. However, when you receive payments from customers, you will use Sage 50 to record that the payment was received. Since it is useful to be able to look at an invoice in Manage and know if that invoice has been paid without needing to access Sage 50, the integration program allows you to synchronize payment updates so that Manage shows you what payments have been made to invoices. Use the following steps to accomplish this:
At the integration main form, click on the “Update Invoice Payments” tab.
Select the “Start Date”. You will have the following options for a Start Date:
Last Successful Run: Will synchronize all invoices that were updated with new payment info in Sage 50 since the last time the current user ran a synchronization on the current computer.
Past Week: Will synchronize all invoices that were updated with new payment info in Sage 50 in the past 7 days.
Past Two Weeks: Will synchronize all invoices that were updated with new payment info in Sage 50 in the past 14 days.
Past Month: Will synchronize all invoices that were updated with new payment info in Sage 50 since the current day in the past month (e.g., if today is the 10th of April, all invoices updated on March 10th and later will be synced).
Custom Date: Will synchronize all invoices that were updated with new payment info in Sage 50 since a date of your choosing up until today.
Click “Run Sync”.
Unlike transactions, it is perfectly valid to update an invoice even after it has been updated. If an invoice has a $50 payment received on March 1, 2020, and you run the invoice synchronization more than once over that day, the second time will just leave the paid amount in Manage as $50, and no harm will be done. Therefore, if you are unsure of the last date that a synchronization was run, it is better to pick a date far in the past.
Faster Payment Sync
By default, the integration will attempt to use the Sage 50 .NET SDK for payment syncing starting with version 18.104.22.168. This requires allowing 3rd party activation in Sage 50. If the integration does not have access via 3rd party activation, the following prompt will be displayed after clicking “Run Sync”:
Follow the instructions to Allow Third Party Application Access, or click cancel to fall back to the original payment sync logic. Upon restarting Sage 50 you should be prompted by a Third Party Application Access popup.
Select Always allow access and click OK. Return to the integration’s “3rd Party Activation Required” popup and click Retry.
All invoices that were updated on or after the Start Date will have their payment info updated in Manage. This info includes the total amount that has been paid, and the date that the invoice was paid in full. You can view these results in Manage “Invoice Search” screen, by accessing Finance -> Invoice Search. Each invoice will have a “Paid Amount” and “Date Paid” field.