Importing Sales bookings with sales and cost price

[JonesA18]

Hi Sage Man,
Please note that I am working in version v21.5.9.201, but need to import all bookings'financial data... Each booking got sale price and cost price, same nominal code 4003 and purchase nominal code 5003! which importing template do you recommend for Excel 2007 xls worksheets (as I don't think I need to use Audit Trail transaction full template)?
If I import as Sales order or Purchase order, how do I flush the feeder to update ledgers? Is there any API or ready-made package that update the ledgers? e.g Zynk, Transpose, PostTrans?

[brucedenney]

What is the objective?

The cost price only applies to goods going in and out of stock.

[JonesA18]

Objective is to import all back to back bookings made in other POS system, sale price and cost price need to be imported; for each sale order , need an purchase order; or I think I can import sales invoices on Audit Trail template using SI's, then purchase invoices would be captured via invoice processing by AR? i don't have to update Sales/Purchase ordering modules if I go down the route of cash accounting, SI and PI's capturing? This approach is fine in terms of aligning Sage 50 with IFRS15, income recognition at point of serviced provided not at POS, am I right?

[JonesA18]

The problem is that while I fire up Sales/Purchases modules, no amounts will hit the ledgers until I click frequently the Update Ledgers button; in terms of mngmt accounts, I need to keep track of the booking volume, complete or incomplete bookings, but in terms of accounts reporting I need only the income recognized up to that period (period 6 June 16) not the booked orders not completed yet...
Invoicing is done by the POS system, so I just want to use Sage 50 only as reporting and accounting software, not ordering! If I want to fire up the ordering modules to stretch Sage 50 in full capacity, how am I going to post these sales/purchase prices within ledgers to enable full financial position reporting?

[brucedenney]

You can enter a Sales Invoice and a Purchase Invoice, but there is no relationship between the two, they are just "some income" and "some expenditure".

From what you are saying it is not clear if the Purchase Invoice when it arrives form the supplier could be easily matched up.

I would look to import the Supplier Transactions as purchase orders, then when the invoice arrives, you can pick up the corresponding items off the corresponding purchase orders to reconcile the invoice to what has been ordered.

Sage has no interface to import Purchase orders, you would need to use 3rd party tools to do it.

I have done Back to back systems in Sage in the Past, we take the order from the Web and put it on as a sales order/invoice, (or use a n existing manual entry) then create a matching purchase order(s) asking the supplier to ship the goods to the customer, create cross link between them and so on. Sounds like you may have all of this covered in the POS system, so you only need to create purchase orders to account for and enable reconciliation of the expense invoices when they arrive.

If you want to pursue this option give me a ring.

[brucedenney]

We seem to have cross posted.

You need to update the months invoices, before you run management reports.

You could run a report on Purchase orders to work out commitments, you could do the same thing with Sales orders.

You could use these to adjust Management reporting to reflect the business position rather than the legal tax position.

Sounds like you are caught up in trying to do the same thing with 2 systems and not get duplications.

It could be possible to update Sales orders as they are completed from your POS system and create the invoice in Sage, in this sort of scenario, the POS system would just be triggering the completion or partial completion of Sales orders. Otherwise it is standard Sage from start to finish.

[JonesA18]

Hi Bruce, thanks for your fast advice!
Ideally I would implement the Sales and Purchase Ordering and flush the expenditure via SI that I 'll raise or PI that I'll receive once booking has been completed. If I upload the SO/PO on monthly basis via an API or as I'll discuss with you later, when I run the BS or P&L, the order amounts are not updated in ledgers despite my upload; or the import does also the ledger updates? or do I have to apply button "Update ledgers" for each PO or SO?

[brucedenney]

The stock, purchase orders, sales orders and invoices modules are preparatory modules they prepare the information before it goes into the accounts.

The financial transactions all happen in the audit trail, when sales invoices are updated and purchase invoices are received and matched against purchase orders.

Sales Invoices need to be updated to the ledgers at the end of the accounting period before you prepare accounts.

Not all delivered items on all purchase orders will have been invoiced by suppliers at the end of the period, some may get invoice in the next accounting period, some invoices may arrive weeks after the period end after being lost in the post.

If this is a significant amount then you will want to make a provision for this you so you would run a report of all the delivered items on purchased orders that had not been invoiced. This is a supplier liability cost that you need to add to the period.

There is no "delivered" date on the purchase orders so you need to update the deliveries on the purchase orders for the period, and then run the report at the same time as you do your stock valuation.