How to import data
IMPORTANT: The order in which you import data is very important, as some files contain data that must exist in the system before certain other data can be imported; for example, you cannot import the Sales Receipt Journal if you have not imported the Chart of Accounts or Customer List (or if the maintenance records used on the import file are not present in the company already).
Note: It is highly recommended to export the type of file you wish to import from Sage 50 prior to attempting import, and use the exported file as a template; your file must match the column structure and data format to successfully import.
- Select File, then Select Import/Export.
- In the Select Import/Export window select the area and then the template to use.
- Select the Import button.
- The program displays the window for the template you selected with the Fields tab in front.
- Select the Show check box for each field that is included in your import file.
- To ensure that you select the same fields that are included in your import file, make sure that you select the same number of fields and place them in the same order as they appear in the import file.
- The import will fail if the fields in the file you are importing do not exactly match the order and number of the fields checked show on.
- Not all of the fields listed in a template can be imported.
- With the exception of the Customer List, if you view the original template, all the fields that are marked as Show (by default) can be imported, while the fields that are unchecked are export-only.
- On the Customer List, the Ship To addresses (2-9) are not checked by default, but they can be imported.
- If you have several “Ship To” addresses that you want to import, make sure you select these options in the template before importing.
- If any fields listed are not in the correct order, then:
- Highlight the first field you want to move
- Select the Move button.
- Select the row just beneath where you want to move the field.
- This will place the field you moved just above where you clicked.
- The column numbers adjust accordingly.
- When you are finished with the Fields tab, select the Options tab.
- Select the Warn if Duplicate Reference check box if you want to be warned of duplicate check numbers or receipt reference numbers during the import process. (This only applies if you are importing Payments, Payroll, or Receipts transactions.)
- To specify the path and/or the filename of the import file:
- Click the arrow button, if necessary.
- Sage 50 supplies a default path and file name consisting of C:\, the original filename in Sage 50, and the extension .CSV.
- You can type over the default if you like.
- You can also specify a path or the drive letter and directory from which you want to import the file.
- If the file your import contains headings:
- Select the First Row Contains Headings check box.
- This tells Sage 50 to interpret and ignore the first row in the data file as a heading or name of a field.
- To save the changes you have made to this template so you can use them later:
- Select the Save button
- Provide a filename for the new template.
- You must enter a unique name.
- You can’t use the Sage 50 default name.
- When you have finished making selections, select OK to begin the import process:
- Sage 50 searches for the file in the location you specified, imports the file information, and translates as much as possible to the Sage 50 format.
- If there is a problem with the data in the file, Sage 50 informs you of the problem and the line number of the file in which it occurred.
- You can edit the data file directly using a line editor, spreadsheet, or word-processing program. You can also try changing the way you exported the file from the original program.
Source: Sage Community forums.
Disclaimer: Sage Accounting Solution is an independent provider of Sage Related services and is not affiliated with Sage.
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