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Sage 50c Capture

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Summary

Find out more about Sage 50c Capture mobile app.

Description

NOTE: From 24 January 2022, Sage Capture is no longer available for new customers. For an alternative solution, please visit Sage Marketplace.

Sage 50c Capture is a feature of Sage 50cloud Accounts which integrates with Microsoft 365. It's a mobile app, available for iPhone and Android, that takes images of invoices, receipts and other documentation and uploads them to Microsoft OneDrive. It's especially useful for recording receipts and expenses when on the road.

As you upload an image you can also enter a related transaction and send this to Sage 50cloud Accounts. The transaction then links to the image for future reference. Sage 50c Capture helps you to move towards a paperless office.

Resolution

NOTE: The following steps assume you've set up Sage 50cloud Accounts and integrated it with Microsoft 365.

Get Sage 50c Capture

Sage 50c Capture is currently available for both iPhone and Android phones. You can download it from the following locations:


Set up Sage 50c Capture

When you download the app and open it for the first time, you are prompted to log on with your Microsoft 365 ID and create a 4 digit pass code.

NOTE: You should sign in with the Microsoft 365 ID you use for Sage 50c Accounts.

Your camera opens by default. To access the main menu, swipe right.


Capture an image and post a transaction

  1. Locate the paperwork you want to record, open Sage 50c Capture and take a photograph.

    If you've already taken the photograph using your iPhone camera, you can open your camera roll and choose the image.

  2. If you're happy with the image, tap the tick . If you want to discard the image, tap the bin .
  3. You can now record a transaction for the image, the Image + Transaction option is selected by default.
  4. Choose a transaction type from the list:
    Transaction nameTransaction posted in Sage AccountsReal life example
    ExpenseBank Payment (BP)Photograph and upload a petrol receipt and record the purchase. The petrol station isn't set up as a supplier record in Sage 50cloud Accounts so you want to record a bank payment to an expense nominal code.
    IncomeBank Receipt (BR)An agent makes a one off sale, maybe at a trade show. As it's a one off sale a customer record is not required so a photograph of the receipt is taken and uploaded with a transaction to record the income, either to a company bank account or to petty cash.
    Customer InvoiceSales Invoice (SI) and receipt if payment taken (SR)A sales rep makes a sale at the customer's premises. Photograph the invoice or receipt issued and record the sale as a transaction. If payment is made at the same time then this can be recorded as part of the transaction. Only payment in full can be recorded in the app.
    Customer ReceiptSales Payment on Account (SA)A payment is collected from a customer towards their outstanding account. Photograph the receipt issued and record the payment received. The payment can be allocated to an invoice in Sage Accounts if required.
    Supplier InvoicePurchase Invoice (PI) and receipt if payment taken (PP)Photograph an invoice/receipt received from a supplier and record a transaction. If the invoice is paid immediately then a payment can be recorded as part of the transaction. Only payment in full can be recorded in the app.
    Supplier PaymentPurchase Payment on Account (PA)Photograph a receipt for a payment made to a supplier, a payment on account transaction is recorded that can later be allocated in Sage 50cloud Accounts as required.
  5. Tap Done or OK and then tap Next.
  6. Complete the required fields. Compulsory fields are marked with an asterisk*

    The net or VAT amount you enter must be a positive value.

  7. Tap Post.

    The activity screen appears showing the status of your Sage 50c Capture record and any previous records. For each record the following information appears:
    • The date of the record
    • The company the record relates to
    • The bank account, customer or supplier the record relates to
    • The transaction type and value. If there is no associated transaction then Image Only is shown here.
    • The transaction reference
    • Transaction status:
      Posted onThe transaction / image has uploaded to OneDrive and Sage 50cloud Accounts successfully.
      Waiting for an Internet connectionNo Internet connection was available at the time of posting. To retry, pull down on the activity screen.
      Uploaded - Pending processingThe transaction / image has been uploaded to OneDrive and is waiting to be copied into Sage 50c Accounts.
      Uploaded - Processing failedThe transaction has been uploaded to OneDrive but was rejected by Sage 50cloud Accounts.
      Upload FailedThe transaction has failed to upload to One Drive. To retry, pull down on the activity screen.

Capture an image only

There may be occasions where you want to record paperwork without posting a transaction to Sage Accounts, for example a photograph of a contract or agreement.

  1. Locate the paperwork you want to record, open Sage 50c Capture and take a photograph.
  2. If you are happy with the image, tap the tick . If you want to discard the image, tap the bin .
  3. You can now record a transaction for the image, the Image + Transaction option is selected by default. To record an image only, tap Image Only.
  4. Choose the company the image relates to and, if required, tap Done.
  5. Choose a Bank Account, Customer or Supplier the image relates to. You may only choose one type of record. If required, tap Done.
  6. Tap Post.

    The Activity screen appears, showing the status of the Image and any previous images and transactions. For each image only record, the following information appears:
  • The date of the record
  • The Company the record relates to
  • The bank account, customer or supplier the record relates to
  • Transaction Status:
Posted onThe image has uploaded to OneDrive.
Waiting for an Internet connectionNo Internet connection was available at the time of posting. To retry, pull down on the activity screen.
Upload FailedThe transaction has failed to upload to One Drive.
To view the image

If you want to view the image, you can do so in OneDrive. To do this, log in to Microsoft 365, open OneDrive and choose the group for your company. Click sageArtefacts choose the type of account you posted the image to, click Image only and locate the image.


Activity Filter

You can filter the items on the Activity screen by date range and transaction status.

  1. From the Activity screen, tap the filter icon
  2. Choose a transaction status from:
    • All
    • Posted
    • Pending
    • Failed
  3. To specify a date range, use the drop-down lists.
  4. Tap Apply.
  5. If you want to remove the filter, from the Activity screen, tap Clear.


What happens in Sage 50cloud Accounts?

As you use Sage 50c Capture, the images you take are uploaded to OneDrive and any associated transactions are sent to Sage 50cloud Accounts. Sage 50cloud synchronises regularly with Microsoft 365, picking up any new transactions from Sage 50c Capture. You can choose how often this synchronisation occurs in Sage 50cloud Accounts, log in as Manager and browse to Settings > Company Preferences > Microsoft 365 > Data sync settings.

Transactions that have an associated image in OneDrive appear as normal in the activity windows of Sage Accounts, but the View or Ext. Link option becomes active if an image is available to view.


Sage 50c Capture - Approval process

New in Sage 50cloud Accounts v25 you can now review and approve transactions created by the Capture app before they are posted to your accounts.
FAQ
Can I enter a transaction without an image?This function is not currently available in Sage 50c Capture. Transactions can be entered directly in Sage 50cloud Accounts.
Does the app user need a Sage 50cloud Accounts logon for it to work?No. The app posts to OneDrive which then syncs with Sage 50c Accounts.
Can you upload an image and add a transaction later?No, however, you can take a photograph using your camera and keep it on you Camera Roll then use Sage 50c Capture to upload the image to OneDrive at a later date, with or without an associated transaction.
Once the image is uploaded, am I free to delete it from my phone?Yes.
How do I view an uploaded image?If the image was posted with a transaction you can view the image in Sage 50cloud Accounts. To do this, click Transactions or open an Activity window. Select the transaction then click the view icon or View on OneDrive. If only an image was posted, you can view it in OneDrive. To do this, log in to Microsoft 365, open OneDrive and choose the group for your company, then click sageArtefacts choose the type of account you posted the image to, click Image only and locate the image.
Can I use a different Microsoft 365 ID to the one I use for Sage 50cloud accounts?Yes, but this ID must be a member of the organisation and group in Microsoft 365.
What if I have no Internet connection?You can still record photographs and transactions in Sage 50c Capture. When you are connected to the Internet again, the items will upload. You can force a refresh by pulling down on the Activity window.
How secure is my data?All images and data including customer, supplier and bank details are encrypted on the device.

Submit an idea

What would you like to see next in Sage 50c Capture? Please help us to help you and submit ideas and requests through our Roadmap >>


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