How to Import Data into Sage 50

Import Data into Sage 50

There are many ways through which a user can get their “import data into Sage 50” from other accounting software, but all of those processes require manual work to be done by the user and are more time and effort-consuming, making them not the first option anyone would want to choose.

Data can simply be imported into Sage 50 from another accounting software automatically, which will be discussed in-depth in this article.

What type of Information can I Import into Sage 50

There are so many things that a user can import data into Sage 50, which makes things a lot easier for any user who is trying to import data in Sage 50 from another accounting software. Following are the types of information that a user can import data into Sage 50, with exceptions of items that cannot be imported mentioned as well.

Exceptions include Foreign Bank Transactions, Sales Receipt, Purchase Payment, Sales Discount, Purchase Discount, CIS deductions/payments, and Transactions with a fund reference (only relevant for Sage 50cloud Accounts v28.0 and below).

They must be first imported as nominal records, and then the user can proceed to convert them into bank accounts manually.

The delivery addresses of the customers cannot be imported, but the rest of their records are imported.

Data cannot be imported into the Invoices and Credit Module. That being said, Sales Invoices and Sales Credit transactions can be imported if they are imported as audit trail transactions.

Advanced Budget Information cannot be imported.

Bill of Materials and quantity in stock cannot be imported

Importing into the Purchase Order Module is not possible.

Importing into the Sales Order Module is not possible.

Importing into the Quotations Module is not possible.

Movement-in and Movement-out cannot be imported.

The delivery address of the suppliers cannot be imported.

CIS Subcontractor Transaction information cannot be imported.

CIS information cannot be imported into supplier records in order to create subcontractors.

Prepare your Data Before Importing into Sage 50

There are a few things that the user needs to take care of before they can start import data into Sage 50. Failure to adhere to the following things may result in a loss of data or information.

The first thing that needs to be kept in mind before the user can start the import process is to take a backup of their Sage 50 database. If there happens a mistake during the import process, the Sage 50 accounting system can easily be restored from a backup.

In addition to this, there are a few additional pointers that need to be kept in mind for a smooth import data into Sage 50. Some of these extremely helpful tips/pointers are mentioned below.

  • Sage 50 requires the ‘Due Date’ field of an imported sales/purchase transaction to be imported as well. It is not capable of calculating the due date for the transaction.
  • Some other data does not get imported:
    • G/L account links, custom field labels, shipping methods, payroll fields, etc.
    • Inventory beginning balances.
    • Job beginning balances.
    • Sales Tax information.
    • Payroll Tax Formulas.
    • Task Window Templates.
  • Some fields also have specific values and information about whether they can be imported or not. Users should look at the field definition list for more information.
  • The order in which the user imports the data is also extremely important. For example, the user cannot import the vendor list before the employee list, and so on. There is a certain order that needs to be followed, which is: Chart of accounts -> Employee List -> Vendor List -> Customer List -> Inventory Item List -> Phase List -> Cost Code List -> Job List.
  • In some situations, Sage 50 does not allow duplicate reference numbers to be imported. For instance, there cannot be a duplicate invoice number for the same customer ID. In such a scenario, the user must enter those duplicate records manually.
  • In some situations, Sage 50 does, in fact, allow duplicate reference numbers to be imported. For instance, payroll checks can have duplicate check numbers. A warning will show up regarding the same, but that does not imply that doing so is forbidden.

How to Import your Data into Sage 50

Now that the user has taken care of all the things that need to be kept in mind while preparing their data for the import into Sage 50, we can actually begin the process to start the import in a smooth fashion. To import data into Sage 50, the user needs to just follow these steps, and their data will be imported hassle-free.

  • First, the user needs to navigate to the ‘File’ option, which can be found in the menu bar.
  • In the ‘File’ menu, the user then needs to choose ‘Select Import/Export.
  • The user then needs to select the program area and the template that they want to use.
  • After that has been done, the user needs to then press the ‘Import’ button.
  • Sage 50 will then display the window for the template that the user selected. It will also be showing the ‘Fields’ tab.
  • Now, the user will need to select the ‘Show’ checkbox for every field that is included in the import file.
  • If the order of the fields listed in front of the user is not correct, the user must select the first field they wish to relocate, and then press the ‘Move’ button. They then need to select the row beneath the row to which they want to move the selected field too.
  • Next, the user needs to go to the ‘Options’ tab. They need to then select the ‘Warn if Duplicate Reference’ check box, provided that they want Sage 50 to tell them every time a duplicate check number or receipt reference appears during the import process.
  • Next, the user needs to specify the path of the import file. What this means is that they need to tell Sage 50 where the import file is stored on their computer. If it is stored on an external storage device, the user needs to open that device’s folder and give the import file to Sage 50.
  • If the import file contains headings, the user needs to select ‘First Row Contains Headings’. This will help Sage 50 to ignore the first row and not confuse it with the rest of the data that is present in the file.
  • The user can then save these changes to the template in order to use them later simply by pressing ‘Save’ and providing a name for the template. It must be kept in mind that the name of the template should be unique, the Sage 50 default name cannot be used.
  • When all of the aforementioned steps have been completed, the user can simply select ’OK’, and the import process will commence at this point.

If your Data Import wizard validation getting any issues with your data, need to edit the data in your import file to correct the issue.

  • First, close the file
  • After that again run the Data Import wizard.

How to Fix the File Import Errors in Sage 50

Here we discuss various kinds of errors that arise when importing data into Sage 50 and how any user can resolve them through some very easy-to-follow steps.

Here are some of the most common errors that arise while importing data into Sage 50.

The first thing that could go wrong and might seem a bit tricky at first is that the import file that the user is trying to use is itself corrupt. To fix this, the user just needs to copy and paste the data of that import file into a new template file of type CSV which can be downloaded from the relevant import page.

What this error message basically means is that the reference cell that has been provided by the user might not be unique. Duplicate references could be present in the import file. It could also imply that there is another record present in the file that is also using this as a reference. To fix this, the user just needs to enter a reference that is unique and then proceed to attempt to try the import once again.

This error message shines a light on the fact that the VAT number for the customer in question is not a valid VAT number. The user can easily fix this by entering a valid VAT number without the country code being entered as well. The country code is at the start of the code and before the VAT number.

Another thing that needs to be kept in mind when working with VAT numbers is that if the VAT number begins with a 0, the CSV file does not remove the zero. If by chance the zero is removed, the user needs to right-click on the cell in question and click ‘Format Cells’. After that, the user needs to select ‘Text’ from the ‘Category’ option list and then hit ‘OK’.

This error message means that the user needs to enable their foreign currency transactions if they wish to import foreign currencies. To enable their foreign currency transactions, the user needs to.

  • First, the user needs to go to ‘Settings’. 
  • Under Settings, they need to go to ‘Business Settings. In the Financial Settings, the user needs to click on ‘Currencies’.
  • Then the user needs to select ‘Enable Foreign Currencies’.
  • To enable up-to-date currency exchange rates, the user can select ‘Use Live Exchange Rates.
  • To add a new currency, the user can simply select a new currency that they wish to add from the dropdown list that contains the names of all the currencies. 
  • The user can then hit ‘Save’ and foreign currency transactions would have been enabled successfully at this point.

If the user has already enabled foreign currency transactions, the user can import the currencies of their contacts. The only thing that needs to be kept in mind is that if the currency column has been left blank, the software will import it as the user’s default currency. So the currency should be correct with respect to the country that the user is working with. For example, for American transactions, the currency should be USD and nothing else.

If the user has specified a default nominal ledger account in the import file, the account has to have already been present in the user’s service. To fix this error, the user needs to either create a nominal ledger account or change the account in the CSV to an already existing account.

When the user is importing customer or supplier opening balances, they need to make sure that the reference for that customer or supplier in the CSV file matches the reference in Accounting. If the contact already exists, the user needs to enter the correct reference in the CSV file. If the user has not created the contact, they must do so before the opening balance for that customer or supplier can be imported.

The correct date format that is accepted is dd/mm/yy. All the dates should be in this format before the file can be imported. If the format gets changed in Excel, the user needs to right-click on the cell in question and click ‘Format Cells’. After that, the user needs to select ‘Text’ from the ‘Category’ option list and then hit ‘OK’.

If the user gets this error message, they should first check the file that they are trying to import. What this means is that they should make sure that they are importing the correct file.

The contact CSV file has a size limit of 0.5MB, and the file cannot occupy more space than this. The user needs to make sure that the file size is within the permitted range before they import the file. One way around having too large files is to split the file into two smaller-sized files and then import them separately. The imports will not be overwritten by any subsequent imports.

You can also find help with click on resolving data import errors.

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