Shipstation for Sage 50


Installation

Once you have downloaded the application, the installer is a simple wizard that will get everything set up for you.  

The application will install to the following directories, and will prompt which port you want the service to run under. For most installations you can keep to the default, but the installer will verify the port is available.

Setup

After the installer is complete it should open the application in your default browser, or you can open from the shortcut created in your Start menu.  On a new install you will be shown the Settings page so you can configure your connections to Sage 50 and Shipstation.

Sage Settings

The Company drop down will allow you to choose which Sage 50 company you want to use for the integration. Note, at this point you can only set up a single company per install.

Specify the Username and Password to use to connect, and use the Check Connection button to verify. Note, we recommend to create a new user within Sage to use for the integration to ensure we can connect when required.

With Export Type you can choose what document type e.g. Invoices or Sales Orders that you want to use for the integration, and when they will be picked up. The available options are: -

To limit the records picked up on the first run of the integration you can set a starting Export # and Export Date. Please Note, the Export Date is manually set for the first run then updated automatically based on the data exported from Sage.

ShipStation Settings

To connect to ShipStation you will need to provide your API Key and API Secret. You can find these from within your ShipStation account under Integration Service → API Settings. Note, if you ever regenerate your API Keys you will need to update these settings. Use the Check Connection button to verify.

With Import Type you can choose the status you want orders to be created in ShipStation with. The available options are: -

Depending how automated you want the process you can optionally set to auto create all documents exported from Sage in ShipStation. If the Auto create orders in ShipStation setting is checked all documents will be created, otherwise if not checked you will have to manually release the orders.

We would recommend enabling the use of ‘On Hold’ if you wish to vet the orders/invoices before they are passed to Shipstation.

The Export Date is used to track when to export shipment information from ShipStation and will be updated automatically based on the data exported.

Integration Service

Depending on how you want to use the integration you can either run on demand or have it ran on a schedule.

If the integration is not running a schedule you will get the following options: -

If the integration is running on a schedule you will get the following option: -

Using the Run Interval you can set the frequency the schedule will run when using the automated service.


Getting Started

The application is designed to automate the creation of your Sage sales orders or invoices into ShipStation as orders for you to process. Once tracking information has been assigned in ShipStation they will then be updated within Sage to reflect the courier information.

This process is built up of four separate workflows that handle each area of the integration: -

There are a number of status types used within this process: -

On Hold

This status is only used by the integration if you do not have the "Auto create orders in ShipStation" setting enabled. If that setting is not enabled then all orders will be created at this status and will have to be manually released from the Dashboard or Orders view.

To progress the orders you can select one or more using the checkbox in the list view and choose Release, this will move the orders to Ready.

Ready

This status indicates the orders are ready to be imported into Shipstation. Orders can be at this status either by manually releasing through the application, or automatically if you have enabled the "Auto create orders in ShipStation" setting.

The application will process any orders at this point, and either move to Processing or Error depending on the result of the import.

Processing

This status indicates the orders have been created in ShipStation and we awaiting for the order to be processed and assigned a tracking number.

The application will poll for new and updated tracking information, and if this matches to an order that was created by the application it will be updated and the status moved to Tracked.

Tracked

This status indicates tracking information has been assigned from ShipStation, and the order is ready to updated in Sage.

The application will process any orders at this point, and either move to Complete or Error depending on the result of the update.

Complete

This is the final status for orders, and indicates the invoice or sales order has been updated in Sage with the courier and tracking information.

Any orders at this point will not be processed any further by the integration.

Error

Any orders at this status required manual input to resolve. Once the error has been corrected you will have to release the order from the Dashboard or Orders view to be re-processed by the integration.

Common errors are: -

Order  Detail

You can view detailed order/invoice information from either the Dashboards or the Orders tab by clicking the order id.

You can view the following information from the order:

The order detail information can be used for traceability purposes, so you can check the information being passed to ShipStation is correct and also so you can check the history of the order.

Log Files

You can find the log files for your integration located in the ‘Integration Service’ menu under ‘Logs’.

You can use the checkbox in the left hand column to select and deselect which log files you would like to download from the integration server.

There are two main log files that are available to download. Firstly, the all.log contains information from every facet of your integration and will have the most detail.

Also, there is the app.log which contains application related errors so you can investigate any issues that occur from the integration platform.


Mappings

The application will use the below mappings when transferring order information between Sage 50 and ShipStation.  

Order Header

Sage Field

ShipStation Field

Notes

Details -> Order No.

Order #

Details -> Date

Order Date

Order -> Due

Requested

Details -> Carriage (net)

Shipping Paid

Details -> Total (tax)

Tax Paid

Details -> Carriage (tax)

Addresses

Sage Field

ShipStation Field

Notes

Order -> Customer Contact

Name

Details -> Address Line 1

Company

Details -> Address Line 2

Address 1

Details -> Address Line 3

Address 2

Details -> Address Line 4

City

Details -> Address Line 5

State / Region

Details -> Address Line 6

Postal Code

Order -> Customer Tel. No.

Phone

Order -> Customer Contact

Name

Details -> Delivery Address Line 1

Company

Details -> Delivery Address Line 2

Address 1

Details -> Delivery Address Line 3

Address 2

Details -> Delivery Address Line 4

City

Details -> Delivery Address Line 5

State / Region

Details -> Delivery Address Line 6

Postal Code

Order -> Customer Tel. No.

Phone

Items

Sage Field

ShipStation Field

Notes

Details -> Product Code

SKU

Details -> Description

Item Name

Details -> Quantity

Quantity

Details -> Price

Total

Item Discounts

Sage Field

ShipStation Field

Notes

SKU

“LINE-DISC”

Item Name

“Item Discounts

Quantity

1

Sum Details -> Discount

Total

Order Discounts

Sage Field

ShipStation Field

Notes

SKU

“ORDER-DISC”

Item Name

“Order Discounts

Quantity

1

Details -> Net Value Discount

Total

Example Orders

Sage 50 - Order Details

Sage 50 - Item Line

Sage 50 - Order

Order in ShipStation

Order in Shipstation for Sage 50


Troubleshooting

ShipStation for Sage 50 cannot see your Sage 50 data files

If you have a networked version of Sage 50 and your data files are not local to where Shipstation for Sage 50 is installed you may need to update your Sage settings and update the user of the service.

To find out the location of your data files open Sage and choose Help -> About, and check the Data Directory setting under Program Details.  

A local install would typically store data files in your C drive e.g. C:\ProgramData\Sage\Accounts\2019\COMPANY.000\ACCDATA. A networked install would typically use a different drive letter such as S:\Sage\company.000\accdata or \\SERVER\SAGE\company..0\accdata. You will need to make sure your Sage company file uses a UNC path (\\SERVER\SAGE\company..0\accdata) and not a mapped drive.

To change the user for the service you will need to click on Start → Run and type services.msc

Look for an entry called Shipstation for Sage 50 and right click and choose properties and choose the Log On tab as shown below

Enter an Account and Password that has access to the shared network drive and click OK