How to use Receipt Bank with Sage Pastel

Note: This feature is only available in South Africa and is in early access. If you would like to use this feature - and provide feedback on it - please contact your Account Manager.

Availability of Sage Pastel is currently for Business Plus, Business Premium, Streamline and Optimize plans. 

For customers in South Africa, you can integrate Sage Pastel with Receipt Bank to import costs in your Cashbook and Purchases.

Contents

1. Sage Pastel Cashbooks
   1. Setting up in Receipt Bank
   2. Exporting data from Receipt Bank
   3. Importing the CSV into Sage Pastel Cashbooks
2. Sage Pastel Purchases

Sage Pastel Cashbooks

Using Receipt Bank with Sage Pastel Cashbooks Receipt Bank has a CSV export format specifically designed to import your costs data into Sage Pastel Cashbooks.

In order to use it, you must first ensure that your Receipt Bank account contains the same categories and payment methods as Sage. 

Setting up in Receipt Bank

1. Export your General Ledger Accounts from Sage Pastel as a .csv file by clicking File then Export/Import. This will become your Category list in Receipt Bank. Make sure to select  the correct range of accounts. 

2. In Receipt Bank, import this .csv as your categories following the instructions on this page. Make sure you select the Category name to match the Description column, and ensure the Category Code matches the Account number.

3. Similarly, add your payment methods to Receipt Bank following the instructions on this page. Make sure that the references in Receipt Bank are identical to those in your Sage Pastel file. 
The Reference is going to be exported as your Contra Account.

Exporting data from Receipt Bank

Click on Costs and then Inbox on the sidebar. Add any relevant Categories and Payment methods for the items in your inbox as usual. Please note that Sage Pastel can only import a single tax rate per receipt or invoice so if an item contains multiple across several lines, split it into multiple items following these instructions.

When you are ready to export the data:

1. Select the items you want to export by using the tick boxes in the left-hand most column. Click on the Export icon at the top of the inbox.
   
   
2. Select Sage Pastel in the 'Format' dropdown. Set the start of the financial period you are exporting for, and then save the file by clicking Generate.

Note: Please ensure that the start of the financial period is the same as what is in your Sage Pastel setup.

Importing the CSV into Sage Pastel Cashbooks

Once you've exported the file from within Receipt Bank, in Sage Pastel:

1. Navigate to the Process menu, and then select Process Cashbook in Sage Pastel. On the bottom of the Cashbook click on the Batch button, and select Import.

2. Select the file you had exported from Receipt Bank to process it into your Sage Pastel Cashbook. 

Note: You can only import items from one bank account at a time. If your Costs inbox contains items from a variety of bank accounts you can use the advanced search to filter out different payment methods. Click here to find out more.

Sage Pastel Purchases

In order to export information from Receipt Bank and import it into the Purchases section of your Journals in Sage Pastel, upload a list of suppliers from Sage Pastel into Receipt Bank, and export a Sage Pastel-compatible list of Suppliers when exporting Purchases, please follow the steps below:

1. In Sage Pastel, select 'Export / Import' from the FILE menu, and then select Export Supplier Accounts:
   
2. Select the start and the end of the accounts you are exporting:
   
3. Log into your Receipt Bank account on a web browser, access 'Lists', and then 'Suppliers' from the navigational sidebar, and then upload the file from Sage Pastel:
   
   
   
4. Export your receipts using the export 'Sage Pastel Purchases' This will produce a .zip file with 2 csv files inside: “suppliers.csv” and “purchases.csv”; suppliers.csv will contain the list of suppliers, the receipts for which have been exported, whereas purchases.csv will contain the list of receipts.
   
   
   
5. Back in Sage Pastel, Upload the file called “suppliers.csv” via “Import Supplier Accounts” functionality, mapping the 4 fields as seen here 
   
6. Once the “suppliers.csv” has been uploaded, upload the “purchases.csv” into the Suppliers Journal or Purchases.