Test tool connection and import into Sage
Open StreamtimeAPImport tool - Right click and 'Run as administrator'
You should find an icon on your computers desktop -or- under the windows Start button / All Programs / StreamtimeAPImport program group. Right click and select ‘Run as Administrator’ to open the tool. Once started, switch to the Settings Tab in the program.
Choose your accounting package and the version that you are importing into.
By default the ‘ODBC UserName:’ and ‘ODBC Company File Path:’ will contain the default username, password and path to the Sage company file. To connect to Sage and your Sage Company file these maybe different on your system. The ‘ODBC Password:’ may also be required to enable a connection on your system. See your Sage system administrator for more information if your connection details are different.
NOTE: The default username and password in Sage is username MANAGER and password is blank. The 'ODBC Company File Path' should be a local path and not pointing to a network drive. The tool will point to locally installed components which in turn point it to the correct company file on the network.
Exporting Invoices from Streamtime
In Streamtime, all exporting is done from the list screen. Invoice exports for accounts packages are done from the Job Invoicing > Invoice List screen.
IMPORTANT: Ensure you perform a find for invoices that have been issued and not yet exported before clicking export. The “Invoiced” button will search for all invoices that have the status “Sent”, “Emailed” or “Posted"
Sage - Field Character Limits
Selecting export will automatically check the invoices making sure that they adhere to all Sage constraints. The check looks for special characters (*&! etc) and carriage/tab returns.
NOTE: Sage limits the amount of characters certain fields are able to contain. These constraints cannot be altered by Streamtime. When too many characters are found in a particular field, Streamtime will automatically reduce the characters to an acceptable number. ONLY the export file created is altered. The invoice in the Streamtime system is unaffected.
A Dialog box will appear asking you where you want to save the exported file to, and what format. Ensure you select “Tab-Separated Text”, and in terms of a name, call it something like June Invoices”
Importing Purchase Orders from Streamtime
In Streamtime, all exporting is done from the list screen. Purchase Order exports for accounts packages are done from the Tenders & Orders > List screen.
1. Ensure you perform a find for orders that have a status of “Received” before clicking export.
2. When you click export, a dialog will appear. Primarily this is checking if the export button has been accidentally clicked. Click “Yes”.
3. A Dialogue box asking you where you want to save the exported file to, and what format. Ensure you select “Tab-Separated Text”, and in terms of a name, call it something like “JuneOrders.tab”
4. The next dialogue box asks whether you would like to set a status and lock the PO's. Leave this dialogue on the screen while you use the 'Streamtime AP Import' to improt the file.
Importing Invoices and Purchase Orders from Streamtime
Open the 'StreamtimeAPImport' by right-clicking on it in the start menu and selecting 'Run as administrator'.
1. Select your import file from the file that was exported out of Streamtime. Do this by clicking on the button with three dots in the ‘File Location:’ box under the Import File tab.
2. Streamtime AP Import will automatically determine what type of file you are trying to import and set the type to Sale or Expenses as appropriate. You will also notice a count of total items to potentially import. The Start Import button should now be enabled click on this to start your import.
3. You should notice the progress lights moving as items are either imported or rejected. The Imported counter and Rejected counter will indicate how many items have, and have not been imported. At the completion of the process you should receive a notification dialogue box telling you your import is complete
Automatically Create Client in Sage Company File
If an invoice or purchase order contains a customer that is not already present in Sage the import tool will ask if you would like to add them as a new customer or supplier. Ensure that there is an accounts code (A/C:) as if there is not the contact will not be created.
If this detail does not exist, refer back to the client record in Streamtime making sure a code exists.
Any items that were rejected during the import can be viewed by clicking on the View Log button. Failure Codes will appear along side all rejected items and a FAILURE CODE TABLE will display at the bottom of the log.
Note: Use the Sage Import Log to correct all problems in Streamtime before attempting another import. This log can be printed if a printer is available on the machine or you can access the file directly by going to: ‘C:\SageImportLog.txt’ file and opening it using Microsoft Excel.
With all third party integration, they take time to bed in. The early period of integration will involve working through errors in the data as it arises. Due to this, it is strongly recommended that initial exports are limited to a maximum of 10 invoices. This makes resolving any errors that arise far easier to manage than if 100 invoices were exported.
Our technical support team are available to assist in this integration. We may not be able to allocate enough time to work through the issues on the spot so scheduling a suitable time for both parties will be best.