ExpenseOnce & Sage 50 UK

Integration between ExpenseOnce online expense management software and Sage 50 UK. The integration will export transactional data from ExpenseOnce and import as supplier transactions.

  1. Download transactions from ExpenseOnce
  2. Convert to the required format for the Sage 50 UK
  3. Import into Sage 50 UK
    1. Each will output a success and fail file for processing
  4. Convert success and fail data to the required format for ExpenseOnce
  5. Update the transactions back to ExpenseOnce

Prerequisites

  • Install of Zynk Workflow with either a Paid or Trial license.
  • Account with ExpenseOnce
  • Install of Sage 50 UK

Installation

To setup this integration you will need to download and import the workflow package which includes the workflow and required mappings.

  • Download the ExpenseOnce & Sage 50 workflow package
  • Open Zynk Workflow
  • From the Workflows tab right click My Workflows then select Import
  • Browse then Open the workflow package you downloaded
  • Select Ok
  • Double click the ExpenseOnce & Sage 50 workflow to open

ℹ️ See Importing a Workflow for further details

First Steps

Once the workflow has been imported you will need to set the connections for ExpenseOnce and Sage 50 UK to be able to import and export data.

Create ExpenseOnce Connection

  • Open the ExpenseOnce & Sage 50 workflow
  • Select the Export Transactions task, then the ExpenseOnce Connection setting
  • In the connection menu select New
  • Set a Name for the connection and Next
  • Set the API Key then Finish
  • Select the Update Transactions task, then the ExpenseOnce Connection setting
  • In the connection menu select the connection you just created

ℹ️ See Connecting to ExpenseOnce for further details

Create Sage 50 UK Connection

  • Open the ExpenseOnce & Sage 50 workflow
  • Select the Import Transactions task, then the Sage 50 Connection setting
  • In the connection menu select New
  • Set a Name for the connection and Next
  • Choose your Company, enter the required Username and Password, then Finish

ℹ️ See Connecting to Sage 50 UK for further details

Mappings

Mapping Table

ExpenseOnce Sage 50
Id* N/A
Type Type*
AccountReference Account
Date Date
DueDate Due On
Reference Ref
NominalAccount Nominal
Description Details
NetAmount Net
TaxCode T/C
TaxAmount Tax
  • Id* - The id field is not shown in Sage 50 but is used by Zynk to track the records it has processed to prevent duplicate data being imported.
  • Type* - The type will either be PurchaseInvoice or PurchaseCredit

Note Zynk will automatically group transactions (single header with multiple splits) where certain fields match, see Sage 50 Transaction XML Grouping for more details.

Default Mapping File

Mappings in Zynk are handled using XSLT 1.0 (https://www.w3.org/TR/xslt-10/), and we provide XSLT Builder available from the Extensions menu in Zynk for building mappings. You can create and customise mappings using either XSLT Builder or any text editor. Transactional data supports limited customisation so the defaults should work, but mappings can be customised per install.

<?xml version="1.0" encoding="utf-8"?>
<xsl:stylesheet 
    version="1.0"
    xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"
    xmlns:xsd="http://www.w3.org/2001/XMLSchema"     
    xmlns:xsl="http://www.w3.org/1999/XSL/Transform">
    
    <xsl:output method="xml" indent="yes"/>
    <xsl:strip-space elements="*"/>
    
    <xsl:template match="/">
        <Company>           
            <Transactions>
                <xsl:apply-templates />
            </Transactions>
        </Company>
    </xsl:template>
    
    <xsl:template match="Transaction">
        <Transaction>
            <Id><xsl:value-of select="Id" /></Id>
            
            <TransactionType>
                <xsl:choose>
                    <xsl:when test="Type='PC'">PurchaseCredit</xsl:when>
                    <xsl:otherwise>PurchaseInvoice</xsl:otherwise>
                </xsl:choose>
            </TransactionType>
            
            <AccountReference><xsl:value-of select="AccountReference" /></AccountReference>
            <TransactionDate><xsl:value-of select="Date" /></TransactionDate>
            <DueDate><xsl:value-of select="DueDate" /></DueDate>
            <Reference><xsl:value-of select="Reference" /></Reference>
            <NominalCode><xsl:value-of select="NominalAccount" /></NominalCode>
            <Details><xsl:value-of select="Description" /></Details>
            <NetAmount><xsl:value-of select="NetAmount" /></NetAmount>

            <xsl:if test="TaxCode">            
                <TaxCode><xsl:value-of select="translate(TaxCode, 'T', '')" /></TaxCode>
            </xsl:if>

            <TaxAmount><xsl:value-of select="TaxAmount" /></TaxAmount>
        </Transaction>
    </xsl:template>
        
</xsl:stylesheet>