Journal Exports for Sage

This is for customers with the Financial Module on PHCloud using Sage Line 50.

The exports will work with Sage Line 100 however may require additional field matching during import.

As part of PHCloud's robust financial module, the system keeps a running journal of all transactions posted. In the same way as Sage these transactions have a double entry Debit and Credit amount against different Nominal ledgers. PHClouds Sage export enables you to automatically update your Sage accounts software in just a few steps to bring all of your nominal accounts completely up to date with Trade debtors, pre-paid sales, VAT, bank and Sales accounts. This removes the need for any month or period-end adjustments to make manual alterations for advanced income etc. 

Overview

1. Look at how to set up nominal codes and payment types
   
2. How to produce exports from PHCloud
   
3. How to import data into Sage Line 50
   

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Preparing your Nominal Codes in PHCloud 

1)  On the left-hand menu navigate to Settings and then under General Settings select Nominal Codes

2)  Here you will be presented with a list of standard Nominal codes relating to typical Sage ledgers. 

3)  By clicking on any one of the existing codes you can now make edits to the Name, Nominal Code, category and VAT rate. It's important that you match the codes with those used in Sage. PHCloud splits your Bank, Cash and Card payments into 3 separate nominals. If you only use a single Bank account nominal on Sage, then set all three of these to the same nominal code. 

4)  PHCloud also maps all payment types to a specific nominal account on Sage. By default these split your Bank, Cash and Card payments into 3 separate nominals. If you only use a single Bank account nominal on Sage or any other combination then you'll need to modify the nominal account set against each payment type. To do this go to Settings and then Payment Types. Here you can click on any existing payment type and select a new nominal code that payments will be recorded against.

4)  In the top right-hand corner, you can add new nominals if you require additional ledgers for different Sales types, for example.

1)  In the Financials menu you will now find a new Export option. In this section you will find two types of export: Transactions and Invoices. Sage uses the Transactions type to export journals up to a specified cut-off date, so please ensure you have this selected.

           

2)  In the End Date box please select the cut-off date you would like to import all transactions into the system up till. 

3)  A list of all transactions will be listed on screen 

We limit the number of items shown on each page to 10. This can be changed at the bottom of the screen to display more and to scroll through further pages

 4)  Selecting the tick box in the top left-hand corner will select all items for export. It is possible just to select individual transactions from the list although this is not recommended. This would leave the possibility of an unbalanced journal that would not be exported. 

5)  Once you have everything selected a summary of the journal to be exported is displayed on the right-hand side of the screen. This confirms that your Journal Debits ( JD ) and Journal Credits ( JC ) balance. You may now click Complete Export which will batch up the transactions. 

6)  Now whilst in the completed batch screen you'll see an option to export the journal to Sage in the bottom right-hand corner

Importing your Journals into Sage

1)  In Sage click on File in the top left-hand corner and select Import

2)  During the second step of the data import wizard select Audit Trail transactions from the list and then click next

3)  Now select Excel Worksheet and browse to the location of the file exported from PHCloud. Make sure First row contains headings is also ticked. Then click next.

4)  In the next screen your fields will have been automatically mapped to the ones in the spreadsheet. You can confirm by checking that every field with a * in the Required column is not blank in the Imported Field column. Then click next and Import on the final screen. 

If you use any other Sage version than Sage Line 50 you may need to manually select the field matching in this screen as some of the field title may be different. 

Invoice Exports for Xero

This feature is only for customers with the Financial Module included on their package

Overview

1. Look at how to set up nominal codes, payment types and VAT Codes
   
2. Importance of the Sales Day Book 
   
3. Exporting your invoices from PHCloud
   
4. Importing invoices into Xero
   

6)  Finally we need to ensure that the names of our VAT Codes in PHCloud match those in Xero exactly. In PHCloud head to Settings and select VAT Codes. Here you will find all of the codes currently set up in the system. You can add new codes in the top right-hand corner or select an existing code to modify. The Name field is the one that outputs and must match with the name in Xero. 

In Xero you can head to Accounting and then select Advanced. From here you can click on Tax Rates to display the Name of the Tax rates used in Xero. This is what should be entered into PHCloud

1)  Navigate to Financials and select Sales Day Book

2) You will be presented with a screen showing all invoices and credit notes that have yet to be reconciled. You can now carry out any financial checks required to ensure all invoices and credit notes appear to be correct. You can tick them off one by one or select the check box in the top left-hand corner to select all items once you're happy. 

3)  Once selected click on Complete Batch on the right-hand side to finish the reconciliation. 

4)  You will now have the completed batch displayed on-screen and all invoices and credit notes as part of this batch will now be available to export to Xero.

1)  In the Financials menu you will now find a new Export option. In this section you will find two types of export: Transactions and Invoices. Xero uses the Invoice type to export so please ensure you have this selected

2)   You should now have displayed on screen any batches of invoices previously completed in the Sales Day Book that have not yet been exported. You can now tag the batches you wish to export to Xero. A summary of the total value of invoices and credit notes will be displayed on the right-hand side.

3)  Once selected click on Complete Batch to finalise the export. 

4) The final screen gives you the option in the bottom right-hand corner to select Export to Xero   

Importing Invoices into Xero

1)  In Xero head to Business and then Invoices

2)  At the top of the invoice selection select Import. From here you can select Browse and navigate to the export file form PHCloud. At the bottom of the screen ensure that tax exclusive is selected and then click Import. The final screen will confirm the invoices are ready to import and you can select Complete Import.

3)  Invoice are imported into Xero as a draft and will now be displayed on the screen before you. You can click on the invoice to jump in and confirm the details are correct. If everything is setup correctly in PHCloud then the invoice line item descriptions, nominal account and correct tax codes should all have been imported and match with PHCloud exactly. If Xero finds a problem with a Nominal Code or Tax Rate then this box will be blank on the imported Invoices so please go back and check to ensure PHCloud matches Xero as mentioned in the previous section. 

4)  Once you're happy select all the invoices and click Approve. You have now imported all invoices correctly into Xero and can now forward them with payment links as you would any other invoice created directly in the system. 

Journal Exports for QuickBooks

This is for customers with the Financial Module on PHCloud using Quickbooks.

As part of PHCloud's robust financial module, the system keeps a running journal of all transactions posted. In the same way as Quickbooks these transactions have a double entry Debit and Credit amount against different Nominal ledgers. PHClouds Quickbooks export enables you to automatically update your Quickbooks accounts software in just a few steps to bring all of your nominal accounts completely up to date with Trade debtors, pre-paid sales, VAT, bank and Sales accounts. This removes the need for any month or period-end adjustments to make manual alterations for advanced income etc. 

Overview

1. Look at how to set up nominal codes and payment types
   
2. How to produce exports from PHCloud
   
3. How to import data into Quickbooks
   

---

Preparing your Nominal Codes in PHCloud 

1)  On the left-hand menu navigate to Settings and then under General Settings select Nominal Codes

2)  Here you will be presented with a list of standard Nominal codes relating to typical ledgers accounts. 

3)  By clicking on any one of the existing codes you can now make edits to the Name, Nominal Code, category and VAT rate. Quickbooks uses the nominal account Name to match with PHCloud. It's important that you match the Display Name with those used in Quickbooks. PHCloud splits your Bank, Cash and Card payments into 3 separate nominals. If you only use a single Bank account nominal on Quickbooks, then set all three of these to the same nominal code. 

4)  PHCloud also maps all payment types to a specific nominal account on Quickbooks. By default these split your Bank, Cash and Card payments into 3 separate nominals. If you only use a single Bank account nominal on Quickbooks or any other combination then you'll need to modify the nominal account set against each payment type. To do this go to Settings and then Payment Types. Here you can click on any existing payment type and select a new nominal code that payments will be recorded against.

4)  In the top right-hand corner, you can add new nominals if you require additional ledgers for different Sales types, for example.

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Exporting your Journals to Quickbooks

1)  In the Financials menu you will now find a new Export option. In this section you will find two types of export: Transactions and Invoices. Sage uses the Transactions type to export journals up to a specified cut-off date, so please ensure you have this selected.

           

2)  In the End Date box please select the cut-off date you would like to import all transactions into the system up till. 

3)  A list of all transactions will be listed on screen 

             

We limit the number of items shown on each page to 10. This can be changed at the bottom of the screen to display more and to scroll through further pages

 4)  Selecting the tick box in the top left-hand corner will select all items for export. It is possible just to select individual transactions from the list although this is not recommended. This would leave the possibility of an unbalanced journal that would not be exported. 

5)  Once you have everything selected a summary of the journal to be exported is displayed on the right-hand side of the screen. This confirms that your Journal Debits ( JD ) and Journal Credits ( JC ) balance. You may now click Complete Export which will batch up the transactions. 

6)  Now whilst in the completed batch screen you'll see an option to export the journal to Quickbooks in the bottom right-hand corner

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Importing your Journals into Quickbooks

1)  In Quickbooks click on cog icon in the top right-hand corner and select Import Data