Automated AP: Process Dext Invoices to Sage Accounting (Zapier)

1. **Authenticate Dext**: Create a new Zap and select **Dext** as the Trigger app. Choose the 'Document Processed' or 'New Item' event. Connect your account using your Dext credentials. 2. **Set Trigger Filter**: Ensure you select 'Ready' as the status to only pull documents that have passed through OCR and human review. 3. **Add Filter by Zapier**: Insert a Filter step to ensure only 'Invoices' or 'Receipts' are processed. Configure the filter to only continue if `Type` exactly matches your intended Sage document category. 4. **Format Dates with Formatter**: Sage requires specific ISO date formats. Add a **Formatter by Zapier** step (Date/Time). Set the input to the Dext `Date` and the output to `YYYY-MM-DD`. 5. **Clean Numeric Data**: Add another **Formatter** step (Numbers) if the Dext output includes currency symbols. Use 'Spreadsheet-style formula' or 'Replace' to ensure only the decimal number is sent to Sage. 6. **Find or Create Vendor in Sage**: Add a **Sage Business Cloud Accounting** action: 'Find Vendor'. Map the Dext `Supplier Name` to the search field. Check the box 'Create Sage Business Cloud Accounting Vendor if it doesn't exist yet' to prevent Zap failure on new suppliers. 7. **Map the Purchase Invoice**: Add the 'Create Purchase Invoice' action for Sage. Map the formatted Date, the Vendor ID from Step 6, and the Total/Tax amounts from Dext. Ensure the `Reference` field maps to the Dext `Invoice Reference` to prevent duplicates. 8. **Enable Attachment Upload**: To ensure audit compliance, add the 'Upload File' action for Sage. Use the `Image URL` or `Original File` URL from Dext as the source and link it to the Invoice ID created in Step 7. 9. **Configure Error Handling**: Use **Paths by Zapier** or an 'Always run' step to notify your team via Slack or Email if Sage returns a 'Duplicate Invoice Number' error or a 'Account Code Missing' error.

| Dext Field | Sage Field | Transformation / Logic | | :--- | :--- | :--- | | Supplier Name | Vendor (ID) | Use 'Find or Create Vendor' step first | | Invoice Reference | Reference | **Required** - Use for duplicate checking | | Date | Date | Formatter: Convert to `YYYY-MM-DD` | | Total Amount | Total Amount | Formatter: Ensure numeric (no symbols) | | Tax Amount | Total Tax Amount | Use '0' as default if field is null | | Category / Account | Ledger Account | Use a 'Lookup Table' if codes don't match 1:1 | | Image URL | Attachment | Ensure 'Direct URL' is used for file upload |

* **Date Format Mismatch**: Sage is extremely strict about date formats. If the Zap fails, check the Formatter step; `DD/MM/YYYY` will often cause a 400 Bad Request error. * **Duplicate Invoice Prevention**: Sage will reject invoices with a Reference number that already exists for that vendor. Ensure Dext's `Reference` is mapped correctly. * **Tax Code Mapping**: Ensure the Tax Rates in Dext exactly match the 'Tax Rate Name' or 'ID' in Sage. If they differ, use a **Formatter Lookup Table** to map 'Standard Rate' to the specific Sage Tax ID. * **Polling Latency**: The Dext trigger is often a 'polling' trigger (not instant). It may take 5–15 minutes for the Zap to fire after you mark an item as reviewed.

- [ ] **Test Trigger**: Pull a 'Recent' document from Dext and verify all OCR fields (Total, Tax, Vendor) are populated. - [ ] **Test Formatter**: Check the 'After' value of the date formatter to ensure it looks like `2023-12-31`. - [ ] **Verify Vendor Lookup**: Run the step to ensure Zapier can find an existing vendor in Sage without creating a duplicate. - [ ] **Check Sage UI**: After a successful test run, log into Sage, navigate to 'Purchases', and confirm the Invoice, Total, and Attachment are present. - [ ] **Review History**: Check the 'Zap History' for any 'Web Services' errors which indicate your Sage subscription may need API access enabled.