About this Guide

The Printer’s Plan - SAGE integration allows promotional product orders generated in SAGE to automatically flow into Printer’s Plan. This feature was introduced in the 2022 version of Printer’s Plan and requires a valid SAGE account. For information about obtaining a SAGE account please visit the following site: https://www.sageworld.com/trial-form/index.php

Step 1: Create an Integration Service in Printer’s Plan.

The integration service created in Printer’s Plan will be used to capture quantity and pricing information when an order from SAGE is sent to Printer’s Plan. To add this service navigate to the Services section of Printer’s Plan. In this section select a Service Department, then select a Service Category. After selecting a category click the New button at the top of the window.

Create the new service, it can look something like this:

Step 2: Integration Settings.

In Printer's Plan, go to the Settings section, open the Third Party Integrations folder and select Promotional Products. This will open the Promotional Product Integration window:

This window has the following options:

New - Clicking on this option opens a window to create a new Integration record.
Edit - Clicking on this option allows you to edit the selected Integration record.
Delete - Clicking on this option deletes the selected Integration record.
A right-click on an Integration record provides the following menu options:

Set Status - This option allows you to enable/disable the Integration.

In the Promotional Products Integrations window click New and the following window will appear:

This window has the following fields:

Enable: Check this option to enable the integration.
Vendor: Select the promotional product integration vendor [SAGE].
Integration Name: Enter the name of the integration.
Account/Client ID: Enter your SAGE Account ID.
Account Number: Not used for the SAGE integration.
Username: Not used for the SAGE integration.
Password: Not used for the SAGE integration.
Client Secret: Not used for the SAGE integration.
Token: Enter your SAGE Authentication Key.
Endpoint: Enter the SAGE integration endpoint address of: https://www.promoplace.com/ws/ws.dll/ConnectAPI
Request Frequency: The selection in this field determines how often Printer’s Plan will automatically check for a new SAGE order. Printer’s Plan will also check for new orders when the program is first started.
Default Product Type: Select the default product type that will be used when an item from SAGE is added to Printer’s Plan.
Default Service: Click this button to select the default service that will be used when an item from SAGE is added to Printer’s Plan. This service is used to capture the quantity and price fields of the SAGE order. It is recommended to use the service that was created in step one of this guide.
Request Jobs: Click this button to manually check for new SAGE orders.

Step 3: Receiving a SAGE Order in Printer’s Plan.

When an order is created in SAGE the following conditions must be true for Printer’s Plan to receive this job:

The SAGE Order Type is set to Sales Order or Invoice.
The SAGE Status of the order is set to Open or Complete.
The SAGE order is not marked as being previously exported.
The SAGE order was not previously received in Printer’s Plan. Once the order is added to Printer’s Plan it cannot be added again.

When a valid SAGE order has been received by Printer’s Plan, at the top right corner of the Jobs section a red alert message appears indicating a new Web Order has been added.

Clicking this button will take you to the Web Order, alternatively, you can access the job by opening the WebOrders folder and selecting All.

When a SAGE order is added to Printer’s Plan the following field mappings will be used:

Customer:

To identify the customer, Printer’s Plan will use the following logic:

Printer’s Plan will first check the Account # field of the SAGE order data file. If this field matches an existing Printer’s Plan customer number then the Web Order will be created under that account. The Account # is set in the General properties window of a the SAGE customer profile:
If the Account #field does not produce a match, Printer’s Plan will check the ClientID field of the SAGE order data file. If this field matches the Customer ID field of a Printer’s Plan customer then the Web Order will be created under that account.

To link the accounts, open the Clients | CRM panel in SAGE. In the General tab of a Company scroll down to the MYPROMODASHBOARD section. In the Dashboard Link the SAGE ClientID is displayed as part of the Dashboard Link URL:

Enter this Client ID in the Customer ID field of the properties window of the Printer's Plan customer:

3. If the Account # and ClientID fields fail to produce a match, the Printer’s Plan Web Order will be created under the PlanWeb Customer (customer #20). This job would need to be assigned to an active customer account before the Web Order can be converted to a live order.

Contact (Job’s Buyer):

After identifying the customer account Printer’s Plan will check the Email field of the SAGE order data file to find the Job’s buyer. If Printer’s Plan finds exactly one matching contact, this contact will be added as the Job’s buyer. If an exact match is not found, the contact from the SAGE order will be added to Printer's Plan.

Ship To Address:

After identifying the customer account Printer’s Plan will check for a matching Ship To record using the following logic:

If the [Company], [ContactName], and [Address1] fields in the ShipTo section of the SAGE order data file match exactly one Printer’s Plan Ship To record, this Ship To record will be assigned to the Web Order.
If the [Company] and [Address1] fields in the ShipTo section of the SAGE order data file match exactly one Printer’s Plan Ship To record, this Ship To record will be assigned to the Web Order.
If the first two options fail, Printer’s Plan will use the data in the ShipTo section of the SAGE order file to create a new Ship To record.

Job Fields:

The following mappings will be used when the SAGE order is added to Printer’s Plan:

SAGE Job # = Printer’s Plan External Invoice ID.
SAGE Document # = Printer’s Plan Web Job ID. This field is also added to the Note field of the Printer’s Plan web order.
SAGE PO # = Printer’s Plan PO number.
SAGE Need In-Hands Date = Printer’s Plan Job Due Date.
SAGE Sale Rep = If the SAGE Sale Rep Name matches the Printer’s Plan/Employee IntegrationID then that rep is added to the Job. If the IntegrationID does not produce a match then Printer’s Plan will check for a matching Employee name. If the Employee name does not produce a match then Printer’s Plan will use the Customer’s default sales rep.
SAGE Job Tax = Printer’s Plan Job Tax Amount. The Tax name is not sent by SAGE, Printer’s Plan will use the Tax Name assigned to the Printer’s Plan Ship To record.
SAGE S&H = Printer’s Plan Shipping Amount. Please note, the SAGE item shipping amount is not used.
SAGE Job Payment Terms = If the SAGE payment terms exactly match a Printer’s Plan payment term, that payment term is applied to the job. Otherwise the Customer’s Default payment terms are used.
SAGE Paid = If the SAGE order is marked as paid this information, along with the SAGE Payment Method, will be added to the Job Note field of the Printer’s Plan Web Order.
SAGE [First Item Description] = Printer’s Plan Job Title.
SAGE Shipping Method = If the SAGE shipping method exactly matches a Printer’s Plan Shipping Method ApiCode, that method is applied to the job. If the ApiCode does not produce a match then Printer’s Plan will check for a matching Shipping Method Name. If the Shipping Method Name does not produce a match then Printer’s Plan will use the Customer’s default shipping method.
SAGE Files URL = Printer’s Plan Work Order Note.

Item Fields:

When adding a new item from a SAGE, the default Product Type and default Service for this item are established in the Printer’s Plan Settings/Third Party Integrations/Promotional Products/SAGE Integration Settings window (outlined is Step 2 of this guide). Additionally, the following SAGE fields will be mapped to the Printer’s Plan item/service:

SAGE Item Description = Printer’s Plan Item Description.
SAGE Item Cost = Printer’s Plan Item Cost.
SAGE Item Price = Printer’s Plan Item Price. The unit price is always set to Per Each.
SAGE Item Quantity = Printer’s Plan Item Quantity.
SAGE Item Color= Added to Printer's Plan Service Note.
SAGE Item Size = Added to Printer's Plan Service Note.
SAGE Item Imprint = Added to Printer's Plan Service Note.
SAGE Item Notes = Printer’s Plan Item Notes and Service Notes.

If the SAGE item includes Additional Charges, such as setup or plate charges, Printer's Plan will create a sub item to capture the additional charges. The types of additional charges will be added to the service note field of the service on the sub item.

Vendor:

If a SAGE item includes a vendor, the following logic will be used to assign a Printer’s Plan vendor to the service.

If the SAGE Supplier ID is equal to a Printer’s Plan Vendor ID then the service will be assigned to that vendor.
If the SAGE Supplier Email address matches one Printer’s Plan Vendor email address, that vendor is assigned to the service.
If the SAGE Supplier [Company] and [Address] fields exactly match a Printer’s Plan [Company] and [Address] field, that vendor is assigned to the service.
If the SAGE Supplier is not found, Printer’s Plan will use the SAGE Supplier fields to create a new Vendor.

Step 4: Converting the Order in Printer’s Plan.

After reviewing the WebOrder, click the Paste as… button to convert the job into a live Printer’s Plan Order (or Quote). The Job Status, and Job Title of the Web Order will be updated to reflect that the job has been converted.