Once your Dext account is connected to Sage Accounting, you can publish cost items, sales items, and expense claims directly from Dext. This article covers what each publishing destination does and where your items appear in Sage Accounting.
For connection instructions, see How to connect Dext to Sage Accounting.
Important: Admin users - including accountants and bookkeepers accessing a client account - can publish by default. Standard users need the Can publish items and expense claims publishing permission enabled. For more on user permissions, see Roles and permissions in Dext.
Publish a cost item
Cost items in Dext can be published to Sage Accounting as a Purchase Invoice or an Other Expense. The right destination depends on whether the item has been paid and how you want it recorded in Sage Accounting.
To publish a cost item:
Open the item from the Costs inbox and go to the Item details page.
Make sure the Category, Supplier, Total Amount, and any additional fields are complete.
Set the Publish to destination: Purchase Invoice or Other Expense.
If the item has been paid, set Paid to Yes and select a Payment method linked to a bank account.
Select Publish.
Note: If Paid is set to Yes or Publish to is set to Other Expense, you must select a payment method that has been linked to a bank account before you can publish. If your payment methods aren't set up yet, see Manage payment methods in Dext.
Purchase Invoice
When you publish to Purchase Invoice, the item appears in Sage Accounting under Purchases > Purchase Invoices.
If Paid is set to No, the invoice arrives with status Awaiting Payment.
If Paid is set to Yes, Sage Accounting records a Supplier Payment against the invoice, and the status shows as Paid.
Line items publish through to Sage Accounting with their Description, Category (ledger account), Item Code (SKU), and any Analysis Types if assigned in Dext.
Other Expense
When you publish to Other Expense, Sage Accounting records an Other Payment directly against the bank account linked to your payment method. The payment appears in the bank account's activity with the type Other Payment.
A payment method linked to a bank account is required to publish to Other Expense.
Publish a cost item as a credit note
To publish a credit note to Sage Accounting, you need to set the item type to Credit note/refund in Dext before publishing. Credit notes publish to Sage Accounting under Purchases > Purchase Credit Notes.
To publish a credit note:
Open the item from the Costs inbox and go to the item details page.
Set Type to Credit note/refund.
Set Publish to to Purchase Invoice.
Select Publish.
The credit note appears in Sage Accounting under Purchases > Purchase Credit Notes.
Publish a sales item
Sales items in Dext can be published to Sage Accounting as a Sales Invoice or a Quick Entry.
Note: Sales credit notes cannot be published to Sage Accounting. If a sales item’s Type is set to Sales credit note, Dext will not allow publishing.
Sales Invoice
When you publish to Sales Invoice, the item appears in Sage Accounting under Sales > Sales Invoices with status Awaiting Payment.
To publish a sales item as a Sales Invoice:
Open the item from the Sales inbox and go to the item details page.
Check that Type is set to Sales invoice.
Set Publish to to Sales Invoice.
Select Publish.
The item details - including Customer, Category, Product/Service, Item Code, Description, and Analysis Types - publish through to Sage Accounting. The Description field in Dext populates the Notes field on the Sales Invoice in Sage Accounting.
Quick Entry
When you publish to Quick Entry, the item appears in Sage Accounting under Sales > Quick Entries. Quick Entries are single-line batch sales transactions - they don't generate a physical invoice.
To publish a sales item as a Quick Entry:
Open the item from the Sales inbox and go to the item details page.
Check that Type is set to Sales invoice.
Set Publish to to Quick Entry.
Select Publish.
The item appears in Sage Accounting as a Quick Entry with the Customer, Ledger Account, Reference, Analysis Types, and VAT details. The Details field in Sage Accounting shows a Dext link followed by the item description.
Note: Because Quick Entries don't support file attachments in Sage Accounting, Dext adds a link to the item's image in the Details field instead. You can copy and paste the link into a browser to view the original document.
Publish an expense claim
Expense claims in Dext can be published to Sage Accounting as a Purchase Invoice or an Other Expense. Publishing works the same way as cost items - the same paid and payment method rules apply.
The claim owner - or a supplier you specify in the Claim supplier field - is created as a supplier in Sage Accounting if they don't already exist. The individual items inside the claim become the line items on the invoice in Sage Accounting.
To publish an expense claim:
Go to Costs > Expense claims and open the claim.
Check that all items in the claim have a Ready status.
In the Claim details panel, set Publish to to Purchase Invoice or Other Expense.
If the claim has been paid, set Paid to Yes and select a Payment method linked to a bank account.
Select Publish.
Note: The claim's End date in Dext becomes the Invoice Date in Sage Accounting. The reference format is RB followed by the Claim ID. To find the published claim in Sage Accounting, go to Purchases > Purchase Invoices and set the date range to include the claim's end date.
If you've enabled Publish item images with expense claims in your Sage Accounting settings, the attached PDF file will also include the original document image for each item in the claim. To enable this setting, see How to connect Dext to Sage Accounting.
Auto-publish
You can set items to publish to Sage Accounting automatically based on payment method rules. See How to use auto-publish in Dext.