Importing miscellaneous transactions from a text file into Sage 50-Canadian Edition

Importing miscellaneous transactions from a text file into Sage 50-Canadian Edition ?

Heenry Asked on December 10, 2017 in Sage 50.
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    Sage 50—Canadian Edition
    Description
    • How do I import miscellaneous (general journal) transactions into Sage 50-Canadian Edition?
    Resolution

    IMPORTANT: this articles describes how to import general journal entries only from a text file (CSV). Sage 50-Canadian Edition does not provide a text file method of importing actual transaction details such as invoices. If you have a third-party software developer, refer to the Sage 50-Canadian Edition SDK as there are some methods available to import transactions.

    The information below explains the ability to import general journal (miscellaneous) transactions from other programs, such as a spreadsheet.

    • To do this in Sage 50-Canadian Edition, the import file must be in text format.
    • If you are using the Premium, Quantum or the Accountants Edition you must be in Single-User Mode.
    • The data must be stored locally and not on a server.
      • If necessary, temporarily copy the data locally in order to do the import then copy the data back onto the server.
    • Make a backup of your file before you begin.
    • You must also follow the rules described in this section.

    Restrictions on Importing

    1. You can import only the types of transactions that you would normally record in the Miscellaneous Transactions window.
    2. The program cannot import transactions that affect the linked Accounts Receivable, Accounts Payable, Payroll Advances, Vacation Payable, or Inventory accounts if you have finished entering history.
    3. The program does not update any other modules after it imports transactions.

    Formatting the Import File

    The first line of every transaction must include the following:

    1. The date, in month-day-year order, separated by hyphens. For example, enter October 14, 2007, as 10-14-07. The date must be followed by a comma.
    2. The source of the transaction (usually a document number, such as a cheque number or invoice number). The source identification can be up to thirteen characters. It must be enclosed in straight quotation marks (” “) and followed by a comma.
    3. A comment, such as a customer or employee name or a description of the transaction. The comment can be up to 39 characters. It must be enclosed in straight quotation marks.
      • Example of Line 1:
        12-05-07,”1035-9315″,”Lionel Cardoz”

    The lines following the first line will include the debits and credits for the transaction. Use a separate line for each debit and credit. Enter debits as positive amounts, credits as negative amounts. The amount must contain a period and two decimal places. The Details of the transaction must include the following:

    1. The account number (four characters), followed by a comma
    2. The amount, followed by a carriage return. (Press Enter after you type the amount.) Each amount should be on a separate line and your debits should equal your credits.
      • Example of Line 2 – 5:
        1090,133.75
        4020,-97.50
        4060,-27.50
        2490,-8.75

    You can have as many detail lines as you need, but the amounts must balance. If they do not, the program does not allow the transactions to be imported. It asks you whether you want to check for more errors, but it will not record any transactions until the entire file is correct. This table identifies the parts of a valid import file that contains two transactions:

    • Line Type: Text entered in the import file:
      10-14-07,”338″,”Drafting Services for Ronald Black”
      1080,150.00
      4020,-150.00
      10-14-07,”339″,”Consulting Services for Acme Ltd.”
      1080,2250.00
      4040,-1250.00
      4060,-1000.00
    • Example of importing with departments Note the dash between the account number and the department
      4-30-15,”source”,”comment”
      1710-0100,133.75
      4020-0100,-97.50
      4080-0200,-27.50
      2460-0100,-8.75
      04-30-15,”1034-9315″,”1000 s111-04″
      1710-0100,234.75
      4020-0100,-97.50
      4080-0200,-27.50
      2460-0100,-109.75
      04-30-15,”1034-9315″,”1000 s111-04″
      1710-0100,134.75
      4020-0100,-197.50
      4080-0200,-127.50
      2460-0100,-9.75

    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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    Support Team Answered on December 10, 2017.
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