Index
What is this integration?
The Sage 50 integration lets you pass Golfmanager's invoices and payments to accounting without typing them by hand. Golfmanager generates a file with that data, ready to import into Sage 50 (the accounting program that in Spain replaces the former Sage ContaPlus).
Sage 50 (formerly Sage ContaPlus) is a widely used accounting program. Golfmanager generates the file (a fixed-width text file) in the format Sage knows how to read to incorporate the journal entries for invoices and payments automatically.
What problem does it solve?
Eliminates manual entry of invoices and payments in accounting.
Reduces typing errors in amounts, accounts and VAT.
Saves time at the monthly or quarterly close.
Keeps consistency between what is invoiced in Golfmanager and what is recorded in Sage.
Which systems does it connect and in which direction does the data flow?
The integration works in a single direction: from Golfmanager to Sage.
It is an on-demand export: you choose the date and generate the file when you need it.
Sage does not send information back to Golfmanager.
The "bridge" is the file Golfmanager downloads and that is then imported into Sage.
What information is exported?
Export | What it contains |
Journal (invoices) | The invoice entries: a debit to the customer account and a credit to VAT and to the income accounts by subfamily (a text file) |
Payments | The entries for the invoice payments, by payment method (a separate file) |
Each entry balances: the debit (customer account) equals the credit (VAT + income). The amounts are in euros.
Prerequisites (before activating the integration)
Have invoicing active in Golfmanager.
Have the Sage (ContaPlus) export module installed.
Billing permissions to access the export.
Knowing how the accounting is set up in Sage (chart of accounts) to assign the correct accounts.
How to set it up (step by step)
So that the file comes out with the correct accounts, configure this data before exporting.
Step 1 — Company default accounts
Log in to Golfmanager with a user that has billing permission.
Go to your company record (in the Sage/billing settings).
Enter the Default account (the customers' one; used when a customer has no account of their own) and, if applicable, the Prepaid default account.
Save the changes.
Step 2 — Chart of accounts
Customers: on the customer record, fill in their accounting account; if they don't have one, the default account is used.
Taxes (VAT/IGIC): indicate the accounting account of each tax.
Subfamilies: indicate the income account of each subfamily.
Payment methods: indicate the accounting account of each payment method (for the payments file).
Step 3 — Options (if you need them)
Breakdown products in the journal: enable it if you want to separate income by subfamily in more detail.
Breakdown by payments: on the payment method, enable it if you want one line per invoice instead of grouping by method.
💡 Rollout tip: set up the accounts together with your accountant before you start. After that, maintenance is minimal.
Explanation of each field
Below is a description of each field in the integration: where it is, what it means, its impact on the system, and a usage example (what happens when it is used and how the system behaves).
A) Export form data
1. Type (Journal / Payments)
Description: choose what to export: the Journal (invoice entries) or the Payments (payment entries).
Impact on the system: it determines which file is generated.
Usage example: you choose "Journal" to post the day's sales.
What happens when it is used: the file of the chosen type (journal or payments) is downloaded.
System behavior: each type uses its own accounts (customer/VAT/income in the journal; payment methods in the payments).
2. Date
Description: the date of the invoices/payments to be exported.
Impact on the system: it is mandatory. It filters which documents go into the file.
Usage example: you indicate the date of the close you want to post.
What happens when it is used: the file includes the documents of that date.
System behavior: if you leave it empty, "Specify the date" appears and it is not generated.
3. Company
Description: the company whose documents are exported (useful if you manage several).
Impact on the system: it filters by company and determines which default accounts are used.
Usage example: you select the club's company.
What happens when it is used: only that company's documents are exported.
System behavior: each company has its own default account and its independent export.
4. Entry number
Description: the number the file's entries start from.
Impact on the system: it is mandatory. It numbers the entries for Sage.
Usage example: you set the next free number of your journal in Sage.
What happens when it is used: the entries are numbered from that value.
System behavior: if you leave it empty, "Specify the entry number" appears.
5. Entry concept
Description: the text/description the entries will carry.
Impact on the system: it is optional; it helps identify the entry in Sage.
Usage example: you write "Daily sales" or the period.
What happens when it is used: that concept appears in the entries.
System behavior: if you leave it empty, a default concept is used (for example, "Daily sales").
B) Accounting accounts
Default account (company): the customers' account used when a customer has no account of their own. Impact: it prevents missing customer debits. Behavior: if a customer has no account, this one is used.
Prepaid default account (company): the account for advances/prepayments. Impact: it is used in advance collections when applicable.
Customer account: the customer's sub-account (third party) in Sage. Impact: it is the debit of the invoice entry. Behavior: if missing, the company's default account is used.
Tax account (VAT/IGIC): the tax account. Impact: it is one of the credit lines. Behavior: if missing, VAT will not come out in the correct account.
Subfamily account (income): the product's income account. Impact: it is the income credit line. Behavior: if missing, income will not come out in the correct account.
Payment method account: the account of the means of collection. Impact: it is used in the payments file. Behavior: if missing, payments will not come out in the correct account.
Usage example: you set 430… for customers, 477 for VAT, 705 for income and the cash/bank account for each payment method. What happens when it is used: each entry is balanced and with its accounts. System behavior: the accounts must exist in your Sage chart before importing.
C) Breakdown options
Breakdown products in the journal: separates income by subfamily in more detail. Impact: more income lines per entry. Behavior: disabled, they are grouped; enabled, they are broken down.
Breakdown by payments (payment method): generates one line per invoice instead of grouping by method. Impact: more detail in the payments file. Behavior: it is enabled on the payment method record.
D) "Exported to Contaplus" (internal flag)
Field name: Exported to Contaplus (on the invoice).
Description: it indicates whether the invoice has already been exported to the Sage journal.
Impact on the system: it prevents exporting the same invoice twice; it is marked by itself when exporting.
Usage example: after exporting the journal, the invoices are marked.
What happens when it is used: on subsequent exports, those invoices do not come out again.
System behavior: you can reset the flag (the "Reset exported to Contaplus" action by date) or set it to "No" on a specific invoice to re-export it.
How to use it day to day (step by step)
Go to the invoice list.
Open the "Export to Sage Contaplus" action.
Choose the Type ("Journal" for invoices or "Payments" for payments), the Date, the Company, the Entry number and, if you want, the Concept.
Click export. The corresponding file will be downloaded.
Import the file into Sage with its journal import tool.
Repeat the process choosing "Payments" to post the payments.
Exported invoices control
So as not to post the same thing twice, invoices are marked as "Exported to Contaplus" when the journal is exported, and the following exports automatically exclude the already-exported ones:
If you export the same date again, only the new invoices come out (the ones not yet exported).
If everything was already exported, you will see a notice like "Invoices … have already been exported".
To export again, use the "Reset exported to Contaplus" action (indicating the date) or set the "Exported to Contaplus" column to "No" on a specific invoice.
Available Sage variants
Golfmanager supports several outputs to Sage products. The right one depends on your program:
Sage 50 / ContaPlus: export of invoices (journal) and payments (the one described in this article).
Sage Murano 200: export to Excel for Sage Murano.
Sage (generic): export in Sage format for other environments/countries.
Your rollout team will tell you which one applies to your club.
Limitations to keep in mind
It is a manual, one-way export. It is not automatic or real-time. Sage does not send anything back.
The file is downloaded and imported into Sage by hand; Golfmanager does not send it on its own.
The quality of the result depends on the accounts configured (customer, tax, payment method, subfamily).
The accounts must exist in your Sage chart before importing.
Already-exported invoices are excluded automatically; use "Reset" if you need to repeat.
It operates in euros and there are several Sage variants: use the one that matches your program.
Frequently asked questions
The Sage export option does not appear.
It is usually because the module is not installed or your user does not have billing permission. Check both; the "Export to Sage Contaplus" action is on the invoice list.
It tells me "Specify the entry number" or "Specify the date".
Those export form fields are not filled in. Indicate the date and the starting entry number and export again.
"No invoices found for the specified date" appears.
There are no invoices on that date, or they were all already exported. Check the date; if you need to repeat, use "Reset exported to Contaplus".
"Invoices … have already been exported" appears.
Those invoices were already marked as exported and do not come out again, to avoid duplicating. If you need to re-export them, reset them (by date) or set "Exported to Contaplus" to "No" on the specific invoice.
"No payments found for the specified date" appears.
There are no payments recorded on that date for the chosen company. Check the date and the company.
The accounts come out wrong in the file.
Some accounting account is missing: the customer's, the tax's (VAT/IGIC), the subfamily's (income) or the payment method's (payments). Configure the missing accounts and export again.
How do I avoid duplicating invoices in Sage?
The "Exported to Contaplus" flag automatically excludes what is already exported. As long as you don't reset, it does not duplicate. Avoid importing the same file into Sage twice.
What is the difference between "Journal" and "Payments"?
The Journal exports the entries of the invoices (sale: customer on debit, VAT and income on credit). The Payments export the entries of the payments received, by payment method. Both are usually imported.
What does each invoice entry carry?
A debit line with the customer account for the total, and credit lines with VAT and with the income by subfamily. The entry always balances (debit = credit).
What account is used if a customer has no account?
The default account configured on the company. That is why it is best to have it well defined.
Are credit notes exported?
Yes: an invoice with a negative amount reverses debit and credit, so the entry reflects the credit note correctly.
I manage several companies. How do I keep the accounting separate?
Select the company in the export form: each one has its own default account and its independent export.
What format does the file have?
It is a fixed-width text file (.txt) prepared for Sage's journal entry import. It is downloaded and imported into Sage with its import tool.
What is "Breakdown products in the journal" for?
To separate income by subfamily in more detail in the entry. If it is disabled, income is grouped.
Does it work with IGIC (Canary Islands)?
Yes. IGIC works the same as VAT in the export; you only need the tax to have its corresponding accounting account.
Recommended best practices
Agree the chart of accounts with your accountant before you start.
Keep the accounts up to date (customer, tax, subfamily, payment method) so the entries come out correct.
Export by closed periods (day, month or quarter) and save each file identifying the period.
Rely on the "Exported to Contaplus" flag to avoid duplicating, and use "Reset" only when you really need to repeat.
Do a first test with a few invoices and validate it in Sage before adopting the procedure.