Sage 50 Integration: Working with Customers

Now that you've completed the wizard, the integration will mostly take care of itself. Remember to always have the ESC Accounting Server open and connected. Below you will find more information on how the integration functions and how information is transferred.

Customers

Entering Customers
Any new customers that are to be entered into your company database are entered into ESC first. ESC will transfer the information to Sage 50 as soon as the customer is saved in ESC. The fields in Sage 50 that are filled in by ESC are the following:

Customer ID: This field is filled in by the customer’s last name, followed by a comma and the customer’s first name, with ESC's customer number added to the end, to a maximum of 20 characters. If there is no First Name entered in ESC, then the name appears with the Company Name followed by the customer number (e.g. Johnson, Tara 000000, or City Copies 0000004).
Name: The First Name from ESC followed by the Last Name, or just the Company Name.
Contact: The information entered in the Contact field for location 00001 for the customer.
Address: The information from the Address fields in ESC. The main address of the customer appears in the Bill To Address area of the customer record in Sage 50, and the Address information in location 00001 goes to the Ship To Address 1 field.
City, State, Zip: The information from the City, State, and Zip from ESC, in the same manner as the Address fields.
Sales Tax: The Sales Tax Code from location 00001.
Telephone 1: The telephone number in the first phone number field, unless it is labeled Fax in ESC.
Telephone 2: The telephone number in the second phone number field in ESC, unless it is labeled Fax.
Fax: Any phone number that has the label Fax in ESC.
Email: The email address from location 00001 for the customer.
Terms: From the Terms field for the customer in ESC.

Modifying Customers
Like adding a new customer, customer changes are entered into ESC and then sent to Sage 50 when the change is saved. Only changes to the fields listed above will appear in Sage 50. Changes to any of the above listed fields made in Sage 50 will be overwritten by ESC the next time the customer is saved or invoice is posted. Changes made in Sage 50 do not affect the record in ESC. Adding a Location to a customer in ESC will not change the record in Sage 50 in any way; ESC tracks the location information, while Sage 50 lists the billing address information.

Deleting Customers
We generally recommend against deleting a customer record. Instead, it is safer to make the customer inactive. However, if the situation arises that a record needs to be deleted, the records in each of the programs must be deleted separately. Thus, you would delete the customer record from ESC, and then access Sage 50 to delete the customer record created there as well. Sage 50 will not let you delete a customer record once it has any kind of journal activity (invoice, payment) associated to it.

Re-synchronizing Customers
If, for some reason, ESC is not connected for a period of time to Sage 50 and several customers are entered into ESC that do not transfer to Sage 50, you have three options once the programs are reconnected. The first is to allow those customer records move over on their own as invoices for the customers get posted; ESC will make sure the customer is created in Sage 50 before allowing any invoices for the customer to post. The second option is to pull up those customers that were entered while the programs were disconnected one by one and re-save them all. The third option is to use the Peachtree Connection Wizard, which will allow you to add any customers not already in Sage 50 to the accounting package.

If you create a customer in Sage 50 instead of ESC, then you will need to use the Peachtree Connection Wizard to pull those customer records from Sage 50 into ESC. In addition, if for any reason the link between the customer records in ESC and Sage 50 is broken, the Peachtree Connection Wizard will allow you to match the customer records between the two programs.

Sage 50 Integration: Posting Invoices and Accounts Receivable

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