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Sync Multiple Sage 50 Companies – Static Data

The following article explains how to configure PostTrans add/update, or keep in sync, Customer and Nominal records in multiple Xero/Sage 50 companies in one operation.  This would work with any other static data, such as Departments, Stock, Projects etc.

Simply maintain the data in an Excel/PostTrans template.  Press Import button to update multiple Xero/Sage 50 companies.

See also Inter-Company Transfer

This article assumes you have an understanding of PostTrans, see online training

Set Companies to Update


In PostTrans Settings, under the “Multi Post” tab, we can define the list of companies to update.

Pressing the Get Company List button will open a list in notepad which lists Xero/Sage 50 companies:

For example, pressing Get Company List may give:

FUSI01, Fusion Food Company (Division 1),C:\ProgramData\Sage\Accounts\2015\Company.101
HENR01, Henry’s Restaurant (Division 6),C:\ProgramData\Sage\Accounts\2015\Company.102
FUSI02, Fusion Food Company (Division 32), C:\ProgramData\Sage\Accounts\2015\Company.103
PRAC01, Practice Data, C:\ProgramData\Sage\Accounts\2015\DemoData
DEMO01, Demonstration Data, C:\ProgramData\Sage\Accounts\2015\Practice"

For Xero the Path would be a the Comapny ID number. e.g. "9d26a4ff-9d86-4a43-b713-bf995a0541d5"

First, we need to specify the Primary company, this will be used for In-Cell Searching and data extraction into our Excel sheet.  In this example we will use company HENR01.   We also want to update all other “Fusion Foods” companies with the same data.  These companies can be listed in the “Companies to Update List”.

Thus our update list would be:

HENR01, FUSI01, FUSI02

 

image 

When the settings window is closed, or when Validate button is pressed, the list will be validated.

Having closed the settings window, and while on the PostTrans Nominal Structure template, we then press Extract to extract the Sage 50 data nominal structure data into our PostTrans template.

After editing the structure, we press Import button and PostTrans will first import the data into company HENR01, then FUSI01 and FUSI02.  A summary of the records updated is displayed when completed.

Important: PostTrans keeps track of any changes using the CRC code, unusually in column B (named “xxCRC”).  If we want to update all records in each company, then we need to clear this column before pressing Import button.  Once imported, we can maintain changes from this one spreadsheet.  And thus, only update those changed in future.

Important: In each Sage 50 company setup, a user called PT1 should be setup.   All with the same passwords.   PostTrans will ask to login on first company then attempt to use same username and password on all companies.  If these are not all the same, the import will ask to log into each that are different.

Override Multi-company codes PostTrans uses


In PostTrans Settings, under the “Multi Post” tab, we can override the PostTrans company codes used to define the Sage 50 Companies.

For example:
Again, pressing the Get Company List button will open a list in notepad with a list of Xero/Sage 50 companies:

Pressing this may give:

image

We want to edit the “Company Codes List START” section:

FUSI01, Fusion Food Company (Division 1),C:\ProgramData\Sage\Accounts\2015\Company.101
HENR01, Henry’s Restaurant (Division 6),C:\ProgramData\Sage\Accounts\2015\Company.102
FUSI02, Fusion Food Company (Division 32), C:\ProgramData\Sage\Accounts\2015\Company.103
PRAC01, Practice Data, C:\ProgramData\Sage\Accounts\2015\DemoData
DEMO01, Demonstration Data, C:\ProgramData\Sage\Accounts\2015\Practice"

This can then be edited, copied and pasted into the “Company Codes List” box.  PostTrans will then look at this list, instead of the Sage 50 list of companies for the location of your accounts data.  And thus, MUST be maintained manually.

The above list could be edited to:

101, Fusion 101,C:\ProgramData\Sage\Accounts\2015\Company.101
102, Fusion 102,C:\ProgramData\Sage\Accounts\2015\Company.102
103, Fusion 103, C:\ProgramData\Sage\Accounts\2015\Company.103

This information is validated on every posting, or when the Validate button is pressed in “Multi Post” tab of settings.

Our “Companies to Update List” list (See previous example), if used, would now need to configure:
102,101,103

image

Categories: Sage Line 50, Static Data | Tags: | Return

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