Sage 50 - How to Import Data.

Sage 50 - How to Import Data.

1. Check what you can import

The first step is to check that it's possible to import the information you want to import.

You can import most record and transaction types but there are some exceptions, so to get started check what can be imported:

Areas you can import

Area

Can import?

Exceptions

Audit trail transactions

Yes

You can't import the following:

  • Foreign bank transactions - you must enter these manually.
  • Sales receipt (SR) - Instead, import as a sales payment on account (SA) and then manually allocate.
  • Purchase payment (PP) - Instead, import as a purchase payment on account (PA) and then manually allocate.
  • Sales discount (SD) - Instead, import as a sales credit (SC) and then manually allocate.
  • Purchase discount (PD) - Instead, import as a purchase credit (PC) and then manually allocate.
  • CIS deductions or payments on account for CIS purposes.
  • When entering a Project Ref against certain transactions (for example purchase invoice (PI) and bank payments (BP)), you must also enter a Code Code and vice versa.
  • Sage 50cloud Accounts v28.0 and below: Charities - you can't import a transaction with a fund reference. As a workaround, you can import and then correct the transaction to add the fund reference.

Bank accounts

See exceptions.

You must import bank accounts as nominal records and then convert them manually to bank accounts. First import the bank nominal codes, then:

  1. Click Bank accounts then click New/edit.
  2. In A/C Ref enter the required nominal code and press Enter.
  3. When the message 'A nominal account with this reference already exists - do you wish to convert it to a bank account?' appears, click Yes.
  4. Click Save then click Close.

Customer records

Yes

You can't import customer delivery addresses.

Fixed asset records

Yes

None

Invoice and credits

No

You can't import into the Invoices and credit module.

You can import sales invoice (SI) and sales credit (SC) transactions as audit trail transactions.

Alternatively, there are add-ons available that can do this, please call or email us to enquire. info@4glconcepts.com / +350 200 40316

Nominal accounts and standard budgets

Yes

You can't import advanced budget information.

You can check if you use the standard or advanced budgeting method in Settings, Company Preferences on the Budgeting tab.

Price lists

See exceptions.

You must import price lists from within the price list record.

Product records

Yes

You can't import the following:

  • Bill of materials (BOM) information.
  • Quantity in stock - Instead you can import an adjustment in (AI) stock transaction for the required quantity.
  • Sage 50cloud Accounts v28.0 and below:  Intrastat duty code - the 2-digit field after commodity code.

Project records

Yes

None

Project-only transactions

Yes

None

Purchase orders

No

You can't import into the Purchase order module.

Alternatively, there are add-ons available that can do this, please call or email us to enquire. info@4glconcepts.com / +350 200 40316

Sales orders

No

You can't import into the Sales order module.

Alternatively, there are add-ons available that can do this, please call or email us to enquire. info@4glconcepts.com / +350 200 40316

Quotations

No

You can't import into the Quotations module.

Alternatively, there are add-ons available that can do this, please call or email us to enquire. info@4glconcepts.com / +350 200 40316

Stock take

Yes

None

Stock transactions

Yes

You can't import the following:

  • Movement out (MO) - Instead, import as an adjustment out (AO).
  • Movement in (MI) - Instead, import as an adjustment in (AI).

Subcontractors records

No

You can't import CIS information into supplier records to create subcontractors.

Instead, import the supplier record, and then enter the CIS information manually.

CIS subcontractor transaction

No

You can't import CIS subcontractor transactional information.

Supplier records

Yes

You can't import supplier delivery addresses.

 

2. Prepare your import file

Before importing into Sage 50cloud Accounts, you must prepare your data in a Microsoft Excel file (*.xls or *.xlsx) or a Comma Separated Values file (.csv). There are three ways to do this:

  • Use the file import templates (Recommended) - These are Excel files in the correct format for import and are attached to this article.
  • Create a new file 
  • Export your data - If you want to amend multiple fields in your records, in some modules you can export your current data, amend the required fields and then re-import the data.

3. Import your data

  1. On the menu bar click File then click Import.
  2. If required, click Backup, then once complete, click Next.
  3. In the Data type window, select the type of data you want to import then click Next.
  4. In the Data source window, select the format of the data you're importing.
    • The Excel worksheet (*.xls;*.xlsx) option is only enabled if you have a compatible version of Microsoft Excel installed.
  5. If the first row of your data contains headings, select the First row contains headings check box.
  6. Click Browse, locate and select the file to import, then click Open.
  7. If your import file contains multiple worksheets, choose the required worksheet from the drop-down list.
  8. Click Next. To link the imported data to the correct fields in Sage 50cloud Accounts, complete the Imported Field column as required, choosing the relevant field from the drop-down list. Compulsory fields display an asterisk.
    • If required, you can use the Load Map and Save Map options to import the default or previously saved mappings.
  9. Once you've mapped all of the required fields, click Next, check the summary information is correct, then click Import or Finish.

If the import is successful, a list of transactions imported appears in the Record Imported pane. Click Close.

4. Correct any import errors

If the Data Import wizard validation checks identify any issues with your data, for example, values with an invalid format, none of the data imports and a message appears advising you where in your file the issue is.

You should edit the data in your import file to correct the issue, close the file, then run the Data Import wizard again.

TIP: We recommend you ensure that you've closed the editing program (Excel etc.) you've used to create your CSV/XLS file before trying to import it as upload errors can occur when the file is still in use on your computer by another program.