Accounting Export Tool App

App Technical Description 

The Accounting Export Tool is a reporting application that exports product, order, and customer financial data in accounting-ready formats. It supports direct integration with the Sage Pastel Accounting System and provides CSV exports for use with other accounting platforms. Reports can be generated for a specified date range, ensuring accurate and consistent financial data for accounting imports.

For quick access to the topic you are looking for, click the corresponding link below:

• Setup Instructions
• Pastel Users: How to Find your Store Code and Tax Code
• How to Export a Finance Report using the Accounting Export Tool
• How to read your Report
• Pastel Users: How to import your file into Pastel

Setup Instructions

1. Install the App on Commerce7

• From the Commerce7 Admin Panel, go to Apps & Extensions, then select Apps. (You must have Admin Owner role to install the app)
• Search for the Accounting Export Tool by Treefrog Digital, click on the app, and then click Install App.

2. A pop-up window will appear; select the type of integration you will use.

• Select Pastel if you are using Sage Pastel Accounting System. 
• Enter your Pastel Store Code and Pastel Tax Code. This ensures your transactions are correctly linked when imported into Sage Pastel. 
  • If you do not know your Store Code or Tax Code, follow the step-by-step instructions below to find them in the Sage Pastel Accounting Software.
• Select Generic if you are using another accounting system. This option allows you to download a CSV file that can be imported into other accounting software.

3. Click Continue, then click Install

Pastel Users: How to Find Your Store Code and Tax Code

If you’re a Pastel user, you will need to provide your Pastel Store Code and Pastel Tax Code to install the app.

Step 1: Finding your Pastel Store Code

• If you do not use Multi-Store in Pastel, your Store Code is 001.
• If you do use Multi-Store:
  1. Open Pastel
  2. Go to Edit → Inventory → Stores
  3. Select your store
  4. Click Zoom
  5. Take note of the Store Code

Step 2: Find Your Pastel Tax Code

• If you do not use Multi-Store in Pastel, your Store Code is 001.
• If you do use Multi-Store:

1. Open Pastel
2. Go to Setup → Tax → General Settings → Percentages
3. Look at the No column
4. The number in the No column is your Tax Code

How to Export a Finance Report using the Accounting Export Tool

1. From the Commerce7 admin panel, click Reports, then Finance Reports.
2. Locate the Accounting Export Report, and click on it.

3. To export your report, specify a date range:

• Select the Start Date for your report.
• Select the End Date for your report.

4. Once you’ve selected your date range, click the blue Submit button. A blue notification will appear, confirming that your report is being processed. 

• The system will process your request. This may take a few seconds or a few minutes, depending on the date range and the amount of information being exported.

5. Once processing is complete, the report status will show as Done. You will see a Download button and also receive a copy of the report by email.

• Note: The download links in the email will expire 24 hours after they are sent.

How to Add Multiple Pastel Store Locations to Orders

1. From the admin panel, head into Apps & Extensions - Apps
2. Search for Accounting Export Tool and click on it
3. Click on Settings, then click on Pastel Stores

4. Under Pastel Stores, you will see your default Pastel Store Code and Pastel Tax Code.
5. To add another store, click Add Pastel Store.

6. Enter the additional Pastel Store Code and Pastel Tax Code

7. Repeat this step for each store you want to add.

When more than one Store Code has been added, a Pastel Store Code option will appear when the report is run. Use this option to run the report for a specific store.

Before running a report, you’ll need to assign a Pastel Store Code to each order to ensure the order is linked to the correct Pastel store when reports are generated.

This allows the Accounting Export Report to correctly group and publish transactions to the appropriate store in Pastel.

To assign a Store Code to an order:

1. Go to Store, then Orders, and click on the order you want to update.
2. On the Order Detail page, click on the Custom Fields tab.
3. Scroll down until you see the Pastel Store Code field
4. Enter the correct Pastel Store Code for that order.

5. Scroll down and click Save Custom Fields to save your changes.

After assigning store codes to your orders, return to Reports and run a report for a specific Pastel store.

If no store is selected when running the report, the report will only include data from your default store, which was set up when the app was installed.

How to Read your Report

Your report contains two record types: Header and Detail.

1. Identify the record type by looking at the first column (Column A).

• This column will indicate whether the row is a Header or a Detail record.

2. Once the record type is identified, read the remaining information based on the column in which it appears.

• The meaning of each column depends on whether the record is a Header or a Detail record. For example, for Header records, Column B represents the Document Number.

Understanding the record type first will help ensure the rest of the data is interpreted correctly.

For an easier understanding of your report, we have provided a list of all the Header & Detail records and their Excel field reference below:

Pastel Users: How to import your file into Pastel

To import your file into Pastel system:

In Pastel, go to Process → Customers. The customer processing screen will open.

2. In the top-left corner of the screen, select the relevant Document Type.
3. Click the Batch button at the bottom-left of the screen.
4. Click Import.

5. Browse to the file you want to import and select it.
6. Click Process to begin the import.

7. If the file is in the correct layout, it will be imported successfully.