Knowledge Base Getting Started Frequently Asked Questions

How to set up a Tyl integration

This article explains how to set up a free Tyl integration with FreeAgent.

Once you’ve set up the integration, all of your Tyl data will be imported into FreeAgent automatically, including sales, refunds, VAT and fee payments.

Please note that the Tyl integration is available only for UK business types and supports both non-VAT registered businesses and VAT-registered businesses that sell only standard-rated goods and services. If you’re running a VAT-registered business and sell non-standard-rated goods or services, then we suggest that you don’t use the Tyl integration to record your sales data in FreeAgent, and instead only use the integration to record your fees.

If you encounter any issues when setting up the integration, please visit Tyl’s help centre.

1. Select FreeAgent from your Tyl Integrations page

Begin by logging in to your Tyl account and selecting ‘Integrations’ from the drop-down menu in the top-right corner.

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Next, select ‘Connect’ below ‘FreeAgent’ from the list of accounting software packages.

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2. Connect Tyl with FreeAgent

Review the terms and conditions by selecting the ‘terms and conditions’ link. When you’re ready to progress with the integration, tick the check box and select ‘Continue’.

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Next, you’ll be redirected to sign in to your FreeAgent account. Enter your FreeAgent login details and select ‘Approve app!’.

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Once you’re logged in to your FreeAgent account, select ‘Approve’ to activate the connection and allow data to flow between the Tyl Merchant Portal and FreeAgent.

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3. Configure the integration

To continue with the setup process and configure the integration, select ‘Continue’.

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Alternatively, you can choose to configure the integration at another time. To do this, select the white cross icon in the top-right corner of the screen. Please note that the integration will display as ‘Connected, but not active’ in the Tyl Merchant Portal if you don’t complete the configuration. You will need to complete the configuration to finish setting up the integration.

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4. Map the data

When you choose to finish the configuration process, you’ll be presented with the following steps to complete the stages of data mapping.

Data mapping identifies which data Tyl shares with FreeAgent. This has to be done correctly for the data to flow accurately. After you complete each section of data mapping, there is an option to return to a section and amend it by selecting ‘Edit’ to the right of each stage.

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VAT registration

Select ‘Yes’ or ‘No’ depending on whether your business is VAT registered, and then select ‘Next’.

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Sales data

Your sales data refers to your total sales and refunds that are processed through Tyl. You can choose between the following two options when selecting which sales data will be shared with FreeAgent.

Post chargebacks and fees only

Choose this option if you already record your sales data in FreeAgent manually and wish to maintain that existing process, or if you’re using multiple VAT rates for your sales. This option allows for only fees and chargebacks data to be shared.

Post chargebacks, fees and sales

Choose this option to share all of your sales data with FreeAgent via the Tyl integration. Please note that if you’re currently recording your sales data in FreeAgent manually, you will be able to choose a date from which FreeAgent will start receiving your Tyl data, so you can avoid any duplication .

If your business sells items with one VAT rate and doesn’t deal with a lot of cash, this option could be a better fit.

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Posting chargebacks and fees provides visibility in FreeAgent into fees and chargebacks from Tyl.  Fees include:

  • Merchant service charges
  • Chargebacks and chargeback reversals
  • Authorisations
  • Card machine and accessory hire
  • Online payments (if you subscribe to this Tyl service)
  • SafePay (if you subscribe to this Tyl service)
  • One-off charges

Once you’ve chosen the appropriate option, select ‘Next’ to be taken through to the next mapping stage.

Map sales data

This mapping level will only be presented to you if you have chosen to post ‘chargebacks, fees and sales’ at the ‘sales data’ level, otherwise you will automatically be moved on to the bank account mapping level.

Every 24 hours, your total sales that have been processed through Tyl are combined and a single invoice is created in FreeAgent. Similarly, your total refunds that have been processed through Tyl are combined and a single credit note is created in FreeAgent.

To map this data correctly in FreeAgent, you can either create a new Tyl income category or select an existing category that already exists in FreeAgent.

To create a new income category, select the ‘Create new account’ option and add a code and name for it. Next, select the relevant VAT rate from the drop-down menu.

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To use an existing income category instead, select the ‘Use existing account’ option and choose the appropriate category from the drop-down menu.

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Once you’ve chosen the appropriate option, select ‘Next’ to be taken to the next mapping stage.

Map clearing account

The use of a dummy bank account helps you to track money owed by Tyl from sales and provides visibility into chargebacks and different fees.

To create a new dummy bank account in FreeAgent to record your Tyl transactions, select the ‘Create new account’ option and a dummy account called ‘Tyl’ will automatically be created under the ‘Bank Accounts’ section of your FreeAgent account.

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To use an existing dummy bank account that you may have already created in FreeAgent to record your Tyl transactions, select ‘Use existing account’ and then choose the relevant bank account from the list.

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Sales and refunds are aggregated daily and will be imported into your chosen bank account. Please note that if you’re VAT-registered, Tyl will post all your sales to your chosen bank account with 20% as the rate of VAT.

Once you’ve chosen the appropriate option, select ‘Next’.

Map chargebacks

Chargebacks and chargeback reversals are aggregated every day and posted to the relevant spending category in FreeAgent.

Depending on how you want to record this data in FreeAgent, you can either create a new Tyl chargebacks spending category or use an existing spending category.

To create a new Tyl chargeback spending category, select the ‘Create new category’ option and enter a code and name for it. Next, select a chargebacks VAT rate from the drop-down menu.

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To use an existing spending category, select ‘Use existing category’ and select the relevant category from the drop-down menu.

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Once you’ve chosen the appropriate option, select ‘Next’ to be taken to the next mapping stage.

Map fees not subject to VAT

Merchant Service Charges (MSC), also referred to as fees, which are not subject to VAT are aggregated daily and a bill is created in FreeAgent. Depending on how you want to record this data in FreeAgent, you will need to either create a new ‘Tyl fees not subject to VAT’ spending category or select an existing spending category.

To create a new spending category, select the ‘Create new category’ option and enter a code and name for it.

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To use an existing spending category, select ‘Use existing category’ and select the relevant category from the drop-down menu.

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Once you’ve chosen the appropriate option, select ‘Next’ to be taken to the next mapping stage.

Map fees subject to VAT

Additional fees that you’re charged as a merchant, separate to the MSC, are aggregated and a bill is created in FreeAgent at the end of each month. These additional fees may include:

  • Authorisations, accrued daily but billed at the end of the month
  • Card machine and accessory hire
  • Online payments (if you subscribed to this Tyl service)
  • SafePay (if you subscribe to this Tyl service)
  • One-off charges

Depending on how you want to record this data in FreeAgent, you will need to either create a new ‘Tyl fees subject to VAT’ spending category or select an existing spending category.

To create a new spending category, select the ‘Create new category’ option and enter a code and name for it.

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To use an existing spending category, select ‘Use existing category’ and select the relevant category from the drop-down menu.

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Once you’ve chosen the appropriate option, select ‘Next’.

5. Choose the posting date

Once all the data in the mapping stages has been completed, you will need to choose a ‘posting start date’ from which Tyl will send data to FreeAgent. This could be the day that you set up the integration or an earlier date (up to two months prior to today’s date). We recommend choosing the first day of a month to ensure that all data is sent to FreeAgent for that month.

To choose your posting start date, select the calendar icon to choose a date.

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Once you’ve entered the appropriate start date, select ‘Next’.

6. Summary

Now that you’ve entered all the necessary information, the summary view provides an opportunity to review all of the mapping stages. To amend any of the information you’ve entered, select ‘Edit’ to the right of the relevant mapping stage.

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Once you’re happy that the configuration has been completed correctly, select ‘Confirm’ to complete the configuration process.

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What happens next?

Your data from Tyl will start to sync to your FreeAgent account the day after you complete the configuration process and will automatically sync each subsequent day at midnight. For more details on how the Tyl integration works in FreeAgent, please see this article.

If you encounter any issues when setting up the integration, please visit Tyl’s help centre.

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