Extend Google Sheets with Sage 50 UK Data

Interact with Sage 50 UK data from Google Sheets through macros, custom functions, and add-ons. The CData API Server enables connectivity to Sage 50 UK data from cloud-based and mobile applications like Google Sheets. The API Server is a lightweight Web application that produces OData services for Sage 50 UK.

Google Apps Script can consume these OData services in the JSON format. This article shows how to create a simple add-on that populates a Google Spreadsheet with TradingAccounts data and, as you make changes, executes updates to Sage 50 UK data.

Set Up the API Server

If you have not already done so, download the CData API Server. Once you have installed the API Server, follow the steps below to begin producing secure Sage 50 UK OData services:

Connect to Sage 50 UK

To work with Sage 50 UK data from Google Sheets, we start by creating and configuring a Sage 50 UK connection. Follow the steps below to configure the API Server to connect to Sage 50 UK data:

1. First, navigate to the Connections page.
2. Click Add Connection and then search for and select the Sage 50 UK connection.
3. Enter the necessary authentication properties to connect to Sage 50 UK.

   Note: Only Sage 50 UK 2012 and above are supported.

   The User and Password properties, under the Connection section, must be set to valid Sage 50 UK user credentials. These values will be the same used to log in to the Sage 50 UK software.

   Additionally, the URL property, under the Connection section, will need to be set to the address of the company dataset desired. To obtain the address, do the following:

   1. If you have not already done so, open the Sage 50 UK software.
   2. Click Tools -> Internet Options.
   3. Select the SData Settings tab.
   4. Click the Details button next to Sage 50 Accounts. A window is displayed containing a list of company names along with the address to their corresponding datasets.
   5. Set the URL property to the value in the address field next to the company desired.
   
4. After configuring the connection, click Save & Test to confirm a successful connection.

Configure API Server Users

Next, create a user to access your Sage 50 UK data through the API Server. You can add and configure users on the Users page. Follow the steps below to configure and create a user:

1. On the Users page, click Add User to open the Add User dialog.
2. Next, set the Role, Username, and Privileges properties and then click Add User.
3. An Authtoken is then generated for the user. You can find the Authtoken and other information for each user on the Users page:

Creating API Endpoints for Sage 50 UK

Having created a user, you are ready to create API endpoints for the Sage 50 UK tables:

1. First, navigate to the API page and then click Add Table .
2. Select the connection you wish to access and click Next.
3. With the connection selected, create endpoints by selecting each table and then clicking Confirm.

Gather the OData Url

Having configured a connection to Sage 50 UK data, created a user, and added resources to the API Server, you now have an easily accessible REST API based on the OData protocol for those resources. From the API page in API Server, you can view and copy the API Endpoints for the API:

Retrieve Sage 50 UK Data

Open the Script Editor from your spreadsheet by clicking Tools -> Script Editor. In the Script Editor, add the following function to populate a spreadsheet with the results of an OData query:

function retrieve(){
  var url = "https://MyUrl/api.rsc/TradingAccounts?select=Id,Name,FinanceBalance,TradingAccountUUID";
  var response = UrlFetchApp.fetch(url,{
    headers: {"Authorization": "Basic " + Utilities.base64Encode("MyUser:MyAuthtoken")}
  }); 
  var json = response.getContentText();
  var sheet = SpreadsheetApp.getActiveSheet();
  var a1 = sheet.getRange('a1');
  var index=1;
  var tradingaccounts = JSON.parse(json).value;

  var cols = [["Id","Name","FinanceBalance","TradingAccountUUID"]]; 
  sheet.getRange(1,1,1,4).setValues(cols);

  row=2;
  for(var i in tradingaccounts){
    for (var j in tradingaccounts[i]) {
      switch (j) {
        case "Id":
          a1.offset(row,0).setValue(account[i][j]);
          break;
        case "Name":
          a1.offset(row,1).setValue(account[i][j]);
          break;
        case "FinanceBalance":
          a1.offset(row,2).setValue(account[i][j]);
          break;
        case "TradingAccountUUID":
          a1.offset(row,3).setValue(account[i][j]);
          break;
      }      
    }
    row++;
  }
}

Follow the steps below to add an installable trigger to populate the spreadsheet when opened:

1. Click Resources -> Current Project's Triggers -> Add a New Trigger.
2. Select retrieve in the Run menu.
3. Select From Spreadsheet.
4. Select On open.

After closing the dialog, you are prompted to allow access to the application.

Post Changes to Sage 50 UK Data

Add the following function to post changes to cells back to the API Server:

function buildReq(e){
  var sheet = SpreadsheetApp.getActiveSheet();
  var changes = e.range;
  var id = sheet.getRange(changes.getRow(),1).getValue();
  var col = sheet.getRange(1,changes.getColumn()).getValue();
  
  var url = "http://MyServer/api.rsc/TradingAccounts("+id+")";
  var putdata = "{\"@odata.type\" : \"CDataAPI.TradingAccounts\",  \""+col+"\": \""+changes.getValue()+"\"}";;
  UrlFetchApp.fetch(url,{
    method: "put",
    contentType: "application/json",
    payload: putdata,
    headers: {"Authorization": "Basic " + Utilities.base64Encode("MyUser:MyAuthtoken")}
  });

}

Follow the steps below to add the update trigger:

1. Click Resources -> Current Project's Triggers.
2. Select buildReq in the Run menu.
3. Select From Spreadsheet.
4. Select On edit.

You can test the script by clicking Publish -> Test as Add-On. Select the version, installation type, and spreadsheet to create a test configuration. You can then select and run the test configuration.

As you make changes to cells, the API Server executes updates to Sage 50 UK data.