How it works
The way the integration works between the two software's is a one-way synchronisation.
Any changes you make on GES will then sync with the accounting software, but changes you make on the accounting software will not sync over to GES.
✅ GES ➡ sync ➡ Accounting Software
❌ GES ⬅ sync ⬅ Accounting Software
Any new customers/invoices will automatically and organically sync across to the accounting software as you do them - nice and easy! 😄
Unfortunately, your existing customers/invoices will not sync across until you edit them, as is this what triggers the new sync process to happen.
The following guide will walk you through the integration with Sage and assumes you already have a working account with them. If you haven't done so already then it is advised you do this first before going ahead. It is also highly recommended that you add your bank account to your accounts package before enabling the integration. You will be asked to select the account where you want payments to go when you setup and authenticate GES with Sage.
The integration is a paid add-on that you can cancel it at any time should you wish.
GES can sync your customers, invoices, and payments.
Before enabling your integration, you should know that if any of your customers in Gas Engineer Software already exist on your accounting package then there may be some additional steps to follow to get up and running - please see the troubleshooting below.
If you already have existing data on your accounting package then please contact us and we can speak about the best options available to ensure the smoothest setup.
Keep in mind that it is not currently possible to prevent the duplication of any existing invoices that may already exist on your accounting package. If some of your existing invoices in Gas Engineer Software have already been manually created under your accounting package, you could end up with duplicates in your accounts package in some circumstances.
If you have yet to add any data to your accounting package then the above does not apply to you.
Subscribe to the Integration
You will first need to subscribe to the integration by heading to the Gas Engineer Subscription Details. You will need to upgrade to the Growth Plan if you are not already. The growth plan includes the Accounts Integration.
Authenticate GES with Sage
Head to your Integration Settings.
Tick the two options for syncing both Customers and Invoices.
Click "Save Changes".
Login to Sage (if not already).
Click Allow to give access to GES.
Choosing your Bank for Payments
The next step is to select which bank account you wish invoice payments from GES to be linked to. Select the appropriate bank from the drop down menu and click the Save button.
If you have not added your bank account yet, it is highly recommended that you do so now, before Authenticating. If there is no bank account, a dummy one will be created for payments. If payments get made to this account, you can only move them from it individually to another bank account at a later date. This is avoidable if you add your bank first.
After this step has been completed your GES account will then be linked with your accounting software. The status indicator on your Integration Settings page should now indicate that the link is now active.
The tick boxes will change the behaviour of the integration. If, for example, the
Sync customers option is checked then any new customers you create will automatically be synced to your accounting package.
Alternatively if the 'Sync invoices' option is also checked, then both your customers and invoices will automatically be synced to your accounting package.
If any issues occur while the integration is active, they will be logged on
your integration settings page. Typically these errors will be thrown back
by the service itself and not by Gas Engineer Software, and unfortunately at times these
messages can be vague.
Gas Engineer Software will often provide you links to the record in question
that was being synced when the fault occurred but the below will walk you
through what each message might possibly mean.
Common Error Messages
"Artefact number must be unique"
You're very likely seeing this because an invoice already exists under Sage One with that identification, e.g. 'Ges-1'.
"This field is required"
This indicates that a field that's required in Sage One has not been provided in Gas Engineer Software.
Typically this will mean that you're missing some information under a customer. This message will give you the exact field it's missing and will provide a link to the customer within Gas Engineer Software.
Clicking this link will take you to a new page under which you can ensure all fields have been filled in with information. Once you're done just click save and the software will attempt to sync the customer again.
"You must unallocate credit notes or receipts before editing this invoice"
The invoice in Sage One has already been marked as paid in full. If you wish to make any further changes to the invoice then you will need to remove the payments in Sage One.
Frequently Asked Questions
How do I disconnect from Sage and stop the integration?
You open the Subscription Settings, and remove it from there by clicking on the "Manage Subscription" button.
How can I sync my historical or older invoices?
The only way to sync older records is to open the individually on the web portal, and then quickly edit and re-issue the invoice. This will update the invoices timestamp, and sync it over immediately. This is the same for contacts/customers. Any edits to a contact not already in Sage, will sync that contact over immediately.
When and how does data sync occur? Is it manual, automatic, on login, in real-time? Are there any settings related to synchronising?
Syncing occurs usually straight away, but there can be delays depending on connection congestion etc. The sync is automatic - if you issue an invoice, it will automatically sync the invoice and the customer. There are only 2 settings for the synchronisation once you have setup and authenticated; sync customers, and sync invoices. You must have sync customers enabled before invoices can be synced as well.
I am getting an error in the Integrations Settings page, what do they mean?
Have a peek at the chart of common errors returned by Sage if you see any errors.