Sage Integration – Current Version

Third Party Integration Partners – You acknowledge that in the provision of certain optional features and services, TallOrderPos.com, on receipt of instructions from you, may be required to transfer certain data held in your TallOrder account to, and otherwise interact with, third party partners who provide services that you have elected to integrate with the TallOrder Services (“Third Party Integration Partners”). For a current list of our Third Party Integration Partners, visit our integrations tab on our homepage via www.tallorderpos.com

You agree that if and to the extent such data transfer occurs, it is on your express election and instruction by virtue of you agreeing to use the Third Party Integration Partner’s services. You are solely responsible for compliance with all applicable laws (including applicable data protection laws) in respect of the transfer of the data by TallOrderPos.com to the Third Party Integration Partner, and for entering into separate contractual agreements with the Third Party Integration Partner.
TallOrderPos.com is in no way liable for the provision of the services or the handling and processing of any data by the Third Party Integration Partner. For the avoidance of doubt, such third parties are not TallOrderPos.com’s subprocesses for data protection purposes.

Our liability is limited: To the maximum extent permitted by law, TallOrderPos.com shall not be liable for any direct, indirect, incidental, special, consequential or exemplary damages, including but not limited to, damages for loss of profits, business, goodwill, use, data or other intangible losses (even if TallOrderPos.com has been advised of the possibility of such damages), resulting from: (a) the use or the inability to use the Service (in whole or in part) or any technical malfunctions; (b) the cost of procurement of substitute goods and services; (c) unauthorised access to, or alteration of, your communications or data; (d) statements or conduct of any third party regarding the TallOrderPos.com Services; or (e) any other matter relating to the TallOrderPos.com Services. In any case, TallOrderPos.com’s maximum aggregate liability under or in connection with these Terms or your use of the TallOrderPos.com Services is limited to the amount of Fees paid by you in the past 12 months.

What we do:

1. Syncing of Tax Invoices (Tabs) to Sage.

a. You can choose to sync on a daily summary level or

i. One invoice will be sent either for the full merchant or
ii. Per locations
iii. Syncing will happen around 2:00 the following morning.
iv. Customer account invoices will still be sent on a detailed level.

b. You can sync on a detailed level

i. Each invoice will be synced to Sage individually

c. What we do

i. We make use of products to sync the invoice to Sage.
ii. In order for data to sync to Sage you need to ensure that the Item setting “Do not allow Item quantities below zero” is turned off. Because stock levels are not always kept in sync and negative stock can be allowed on a per-item basis in TallOrder, this can lead to invoices being unable to process to SageOne when there is no stock available on remote.
iii. We suggest that you turn OFF Do not allow Item quantities below zero under Company Settings > General Settings > Item Settings > Do not allow Item quantities below zero.
iv. We do product syncs to update the items in Sage.
v. We then Debit the Cash Customer and Credit the Sales and Vat and
Gratuity accounts with the amount of the invoice whether daily summary
or detailed.

d. What we cannot do currently

i. We cannot sync service charges to Sage as Service Charges were added to our POS and the integration of the Service charges posting to Sage has not yet been completed. As we are upgrading our integration this posting will be part of the new integration

e. What you need to do manually for Invoice posting

i. You will need to manually add an invoice for Service Charges to your Sage account at month end. Service charges can be found in TallOrder by going to Reports, Payments and Transactions. If you download the report you will see the Service charges listed as one column and you can raise an invoice for the service charges in Sage. Service charges do carry vat – as a reminder.

f. How to reconcile.

i. You can pull all the Tabs from TallOrder Admin and match them to the invoices that are in the TallOrder cash customer in Sage.
ii. For summary mode the total of all invoices should match to the daily summary.
iii. The TallOrder Cash Customer should always be on a zero amount with invoices and payments received.

2. Syncing of Payments to Sage

a. Once an invoice has been raised in Sage, we can send a payment to Sage to pay the invoice.

b. What we do

i. We credit the cash customer and debit the control account set up for the payment
method used.

c. What you need to do

i. You need to remember to set a control account for all your payment methods – if you have not set this up our syncing will fail.

d. How to recon

i. Check the receipts received in the Sage TallOrder Cash customer account to the transactions report or daily payment cash ups in TallOrder.
ii. Control accounts should be reconciled to the real funds received in your bank account.

1. Go to your real bank account where the funds have been received and transfer those to your TallOrder control bank account. The TallOrder control account will be needed to balance to zero unless for example your credit card company kept a part of the credit card payment before paying you. The funds kept should be loaded as bank charges or card charges to your TallOrder Control account to balance.
2. You can set up rules for your transfers to be automated. When you import your bank accounts data it will automatically transfer the funds to the TallOrder control account.

3. Credit notes

a. What we do:

i. Currently we do not sync credit notes to Sage, this will also be included in the new upcoming version.

b. What you need to do

i. You need to pull the refunded sales report and add those credit notes to Sage Manually.
ii. Go to Reports, Sales and Refunded sales and pull the report in Excel. These refunded sales will be all sales done to cash and credit cards.
iii. You can then add the refunded sales to Sage.

c. Refunds or credit notes to accounts

i. Currently we experience an issue where our system posts credit notes to accounts
as an account payment to the customer accounts.
ii. This is the incorrect allocation of credit notes to accounts, and we are correcting this with the launch date for the fix planned for the end of May 2024.
iii. Along with this we will have a separate space on reports for credit notes and credit note items.
iv. We request that credit notes to accounts are not done via the POS to account payment method as it will create a problem with your account payments report and posting to Sage.
v. Credit notes for customers that purchased on account should rather be done by choosing the cash refund option and then noting that this was for an account customer. Then you can manually add the credit to the customer account until the fix has been released. As you would do the other credit notes.

d. Purchase Orders

i. We sync purchase orders to Sage as completed invoices.
ii. These are posting at a detailed level.
iii. The inventory control account is debited and the supplier is credited.
iv. We do not post any supplier payments to Sage.

e. Stock movements

i. Currently we can post cost of sale movements to Sage if you sync on a detailed level.
ii. I would however suggest not to make use of this option as it will populate your Sage with too many individual journal entries.
iii. What I would suggest is to post your stock movement journals at month end by pulling your stock movement report from myStock.
iv. You will see each and every type of movement and you can do your journal for cost of sale, wastages, issued stock etc. Go to Inventory, stock movements and pull the report for the period. You can export it in Excel.
v. In the upcoming version we will allow you to choose the GL account you would like to post these journal entries to on a summary or monthly basis. We will then journalise by Crediting the Inventory account and DEBITING the GL account you chose.

4. What can cause issues with syncing of data and discrepancies.

a. Allowing for the reopening and changing of Tabs on POS.

i. If you allow for the reopening of Tabs on POS, where someone can reopen a Tab to add more items, remove items or change a payment method, this will cause an issue where the data that was posted to Sage will differ from our reports and will make it very difficult to reconcile. The integration with Sage cannot adjust changed Tabs in Sage after an invoice or a payment was posted. This is more related to the detailed option but it can also impact summary if you change the Tabs the day after.
ii. What you need to do – you need to decide if you are going to allow for the re-opening of Tabs as it will cause longer reconciliation time to find out why data can differ.

b. Sage login details that changed

i. If your login details changed, we will not be able to sync anymore

c. Empty mapping of accounts

i. If all you accounts and payment types have not been mapped we will not be able to sync

d. Sage or TallOrder downtime or network downtime.

i. If the link is down we will not be able to sync

e. Sage putting a hold on the sync

i. This could happen as we keep trying to sync an invoice or PO and for any reason Sage is rejecting and putting it back in the loop to sync. The Q then gets blocked and it needs to be cleared.

f. Items set to not be able to go into a minus
g. Customer accounts having the same email address.