The Sage Business Cloud FulfillmentAccounting integration is designed specifically for 3PL (Third-Party Logistics) providers who need to create fulfillment invoices in Sage for their clients.
What this integration does:
Automatically creates sales invoices in Sage Business Cloud from completed orders in Mintsoft.
Maps your fulfillment charges (picking, postage, storage, etc.) to the correct ledger accounts in Sage.
Applies the correct tax rates based on customer location.
Supports multiple clients under a single Sage account.
Who can use this:
This integration type is only available to 3PL Administrators.
Regular client users cannot see or configure this integration.
The integration applies globally across all clients in your Mintsoft database.
Before you begin:
You must have administrator access to both Mintsoft (om.mintsoft.co.uk) and your Sage Business Cloud account.
Your Mintsoft client names must match your Sage customer names exactly.
Prerequisites
Before you begin, you'll need to set the accounting integration type for your client.
Set the accounting integration type (3PL Admin only)
If you're a 3PL Admin setting this up on behalf of a client:
Click Clients, then click Overview.
Find the client you want to change.
Click Actions, then click Edit.
Scroll down to Accounting Integration Type, then select SageBusinessCloud.
Click Save.
Set up the connection
To set up the Sage Business Cloud integration:
Access Mintsoft using the https://om.mintsoft.co.uk URL.
Click Connect, then click Accounting Integrations.
Click Sage Business Cloud, then click Add Account.
Set the Order Import Frequency (Minutes) to 15.
Set the SageBusinessCloudIntegrationType to FulfillmentAccounting.
Leave all other configuration options at their default values for now (you'll configure these after authorisation).
Click Add.
Authorise the connection
Click Authorise against the connection you've just added.
Log in to Sage.
Click Authorise, then click Allow.
Configure the connection settings
Once authorised, click Edit against the connection.
Configure the following settings:
Turn Order Sync to ON to automatically create fulfillment invoices in Sage from completed orders in Mintsoft. This sync runs based on your configured Order Import Frequency.
Enter a value in Number Of Days to Check back from. We recommend -7.
Verify that the Default Income Account is correct for your sales. Sales will post here if an item code is not already set up in Sage.
Select the Default Purchase Ledger Account for any purchase-related transactions. This is used when specific item codes are not already set up in Sage.
Select the Default Tax Rate to apply to taxable items (e.g., GB_STANDARD for 20% VAT).
Select the Default Tax-Free Tax Rate for zero-rated or tax-exempt items.
Turn Group Sale By Bundle to ON if you want bundle products to be grouped together on invoices rather than showing individual component items (optional).
Click Save.
Purchase Invoice to ASN Sync (optional)
If you want to automatically create Advanced Shipping Notices (ASNs) in Mintsoft from Sage purchase invoices:
Turn Purchase Invoice Import to ASNs to ON.
Enter the purchase invoice status codes to import in Purchase Invoice Status' To Import to ASNs (comma-separated, e.g., PAID,UNPAID).
Turn Create Product from Purchase Invoice if it doesn't exist to ON if you want Mintsoft to automatically create products that don't already exist (optional).
Turn ASNs Imported as Awaiting Delivery to ON if you want imported ASNs to have 'Awaiting Delivery' status instead of 'NEW' (optional).
Set up account mappings
After authorising the connection, you'll need to map your Mintsoft charging types to Sage ledger accounts. This tells Sage which account to post each type of charge to when creating fulfillment invoices.
Click Account Mappings against the connection.
For each Mintsoft Charging Type below, select the corresponding Ledger Account in Sage:
Picking - Charges for picking and handling services.
Postage - Shipping and postage costs (with VAT).
VATFreePostage - Shipping costs that are VAT-exempt.
Rework - Charges for rework or reprocessing services.
Packaging - Packaging material costs.
Generic - General charges not covered by other types.
Collection - Collection service charges.
Returns - Returns processing charges.
GoodsIn - Goods receiving charges.
Storage - Warehouse storage fees.
Admin - Administrative fees.
Warning: You must map every charging type that your business uses. The integration will fail to create invoices if it encounters an unmapped charging type.
Set up tax rates
If you have international customers or need to use tax rates other than your default rates, you must map them in Mintsoft. This ensures the correct tax rate is applied based on the customer's country.
Note: Setting up Tax Rates for Sage is only available in the 3PL Integration version, not the Multi-Channel Integration.
Click Tax Rate Mappings against the connection.
Select the Country this mapping applies to (e.g., United Kingdom, France, Germany).
Select the Tax Type:
Standard - Normal VAT or tax rate for the country.
Reduced - Reduced tax rate (if applicable).
Zero - Zero-rated goods.
Select the corresponding Sage Tax Rate from your Sage account (e.g., GB_STANDARD for UK 20% VAT).
Click Add to save.
Repeat Steps 2-5 for each country and tax type combination you need.
Example: For UK customers, you might create:
Country: United Kingdom, Tax Type: Standard, Sage Tax Rate: GB_STANDARD
Country: United Kingdom, Tax Type: Zero, Sage Tax Rate: GB_ZERO
Set up 3PL contacts in Sage
For the integration to work properly, each of your Mintsoft clients must exist as a customer in Sage with exact name matching. The integration looks up customers by name when creating invoices.
In Sage, click Customers, then click New Customer.
In the Business Name field, enter the name exactly as it appears in your Client Name in Mintsoft (including capitalisation, spaces, and punctuation).
Complete the remaining customer details as needed.
Save the customer.
Important: If the business names don't match exactly, invoice creation will fail with an error message: 'Unable to find Customer in SageBusinessCloud with Name: [ClientName]'. The integration is case-sensitive and requires perfect matching.