Sage Instant Accounts Integration

[jtnire]

Hi Everyone,

 

As we are a hosting provider, we use the WHMCS billing system which generates invoices for all of our hosting customers. Customers use PayPal to pay these invoices. Some of these customer overpay their invoices, and as such, WHMCS automatically adds the overpayment to their respective credit balance.

 

We have recently installed Sage Instant Accounts. To "integrate" with WHMCS, we have created a single customer in Sage called "WHMCS-customer" and for invoices that are generated by WHMCS, we simply manually total up all these invoices and add a single invoice (with the total figure) to the customer in Sage. This is done on a weekly basis.

 

Regarding payment, we manually total up all WHMCS-related payments in our Paypal account (which is reconciled in Sage) and use the "Receive Payment" feature for the WHMCS-customer in Sage. For the purposes of Sage, this effectively merges all of our WHMCS customers together as a single customer.

 

However, how would we account for the credit balances in WHMCS? Should we create a new bank account in Sage called "WHMCS-Credits" and each week total up the WHMCS credits, and do the relavent transfer between the WHMCS-customer, WHMCS-credit and Paypal accounts?

 

We are not worried of the lack of detail in Sage regarding our WHMCS customers, as WHMCS provides good reporting tools for the individual customers, in case were ever audited.

 

Any help is appreciated

 

Thanks

[internetware]

Hi

 

Just create a single account in Instant called WEBSALES

Import all invoices down as SI's

import all credits down as SC's

Import all transactions down as SA'a

 

Pay attention to the VAT codes T1=UK, T1/T4=EU (depending on VAT reg no) and T9 for Rest of World

On Standard VAT accounting you would assign tax code T9 to the SA (no vat liability on payment part)

 

When we do integrations we usually have a flag which marks the invoice/transaction as posted in Sage do it is not duped.

 

It should be pretty straight forward to create a PHP script to output the above in Sage's own CSV format.

 

Use the File > Import Transactions routine

 

Other alternative would be to use an automated solution such as the one our company develops.

 

HTH

Adam