Pre-Requisites
- Bitrix24 Professional/Enterprise or any On-premise edition with a paid up subscription
- Active Sage Business Cloud Accounting subscription
Installation steps:
1. Install and open the application in Bitrix24
2. Complete the sync process between Sage and Bitrix24
a. Synchronize VAT
b. Synchronize Customer/Companies
c. Synchronize Items/Products
3. Setup the Invoice business process to create Sage invoices
4. Usage: creating a Sage invoice from Bitrix24
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1. Install and open the application in Bitrix24
In the top search type “Market” and sel ect the Market menu item
In the Bitrix24.Market search for “fullview Sage” and then sel ect and install the “Sage Business Cloud Accounting” application.
Once the application has installed, click on the “open” button to start the syncing process.
2. Sync Process
The application will open and prompt you to complete your Sage details. After your Sage details have been validated, sel ect the Sage company you want to link with this Bitrix24 account.
You will now be prompted to perform a synchronization of VAT, customers, and products. Please note the sync could take a considerable amount of time and after completion, please check the sync status on the dashboard before starting to use the application.
a. Synchronize VATIThe application will allow you to map the VAT Standard Rate as well as the VAT Zero Rate in Sage Business Cloud Accounting to the corresponding rate in Bitrix24.
Note: If a corresponding Bitrix24 VAT type is not listed, please go and create it in Bitrix24 and come back to continue.
Create/Map Vat number fieldThe integration needs a custom field to store the Sage Customer’s VAT number on the corresponding Bitrix24 Company. You will be prompted to either map an existing VAT number field in Birtix24 to the VAT number in Sage Business Cloud Accounting or to allow the integration to create a new VAT number field in your Bitrix24 Company.
b. Synchronize Customer/CompaniesThe application will list all the existing customers in Sage Business Cloud Accounting and allow you to either map it to an existing Company in Bitrix24 (no 1 on the screenshot), or to create a new Company in Bitrix24 (no 2 on the screenshot) or ignore the customer in Sage Business Cloud Accounting (no 3 on the screenshot). By default, the application is set to create a new Company in Bitrix24, allowing the user to just move to the next stage. Please note the sync could take a considerable amount of time. Ensure that the sync status shows successful on the dashboard before starting to use the application.
c. Synchronize Items/ProductsThe application will list all the products in Sage Business Cloud Accounting and allow you to either map the item to a product in Bitrix24 (no 1 on the screenshot), create the product in Bitrix24 (no 2 on the screenshot) or ignore the item in Sage Business Cloud Accounting (no 3 on the screenshot). By default, the application is set to create the product in Bitrix24 allowing the user to just move to the next stage. Ensure that the sync status shows successful on the dashboard before starting to use the application.
Step 2 completed!
Congratulations, the sync setup between Sage and Bitrix24 has now been completed. To confirm that everything has been done correctly so far, search for “Sage” in the Bitrix24 main search bar and open the app. The dashboard will display, along with a “sync status”. Please be patient if the sync has not yet been completed and check back later to see if the sync has completed successfully.
If the sync keeps failing after retries, please contact support, support@fullviewsolutions.co.za.
3. Setup the Invoice business process to create Sage invoices
The application has installed an application activity on your Bitrix24 that will be used to create invoices in Sage. You will now set up the business process that will manage the creation of new Sage Invoices.
If you need assistance with this part of the installation, please feel free to contact support at support@fullviewsolutions.co.za.
Enter CRM Settings in the Bitrix24 search bar and then open the “Automation” tab and click on the business “Business Process” block.
Under the Invoices section, create a new workflow template by clicking the “Add template” button.
Set the tile of the new template to “Create Sage Invoice” and ensure that all the tick boxes are unticked and save.
Under the start block, click on the triangle and look for the new Sage application under the Application Activities tab - [Sage Business Cloud Accounting] Create Sage Invoice.
Select the application and open it by clicking on the gear icon to configure the following input properties.
Invoice ID – set to {{ID}}
Invoice Number prefix - prefix to the Invoice number in Sage, eg INV00
Run as – change if needed
Timeout – set to 10 minutes
To ensure that the application success and error comments are posted to the Invoice on Bitrix24, add a flow control conditional to capture the app response. To add a flow conditional, click on the triangle below the Sage application block and select “Flow control” and then “Condition”.
Double click on the left-hand condition branch to set the successful response comment.
Set the condition title to “Response fr om app” and the condition type to “Mixed”. Set the source as the “Return message” fr om the Sage application. Ensure that the condition is set to “not empty”.
Next, add a comment block underneath the left-hand condition you just set.
Open the new comment block and type an “=” sign in the “Comment” block to search for the app response you want to save to the comment. Click on the “additional results” section and sel ect the “Return message” fr om the Sage app.
Your business process should now look like the screenshot below. Save the business process.
Step 3 completed!
Usage: Creating Sage invoices fr om within Bitrix24Open an invoice that you would like to create in Sage and click on the “Workflows” button. Click “start” next to the new Create Sage Invoice workflow to start the invoice creation process. This is an example of how you can run the business process manually on an invoice.
Other usage examples include setting up an automation that runs this business process in a specific invoice stage. Contact FullView Solutions if you would like further guidance on ways that you can integrate this into your Bitrix24 invoice flow.
Comments will be added to the Invoice’s timeline. This is what a successful invoice generation in Sage will look like:
Congratulations, installation of the FullView Sage Business Cloud Accounting application has now been completed!
If you have any questions regarding the installation process, please contact support@fullviewsolutions.co.za.
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