Import Errors in Sage 50 Accounts

Here we discuss various kinds of issues that arise when importing data into Sage 50. Learn how to troubleshoot import errors in Sage 50 accounts. Here are some of the most common errors that arise while importing data into Sage 50.

Tips to Resolve the Most Common Import Errors in Sage 50 Accounts

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 import errors in Sage 50 cloud accounts, 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.

Resolution

What this error message 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 unique reference and then proceed to attempt to try the import once again.

Resolution

• The user can easily fix this by entering a valid VAT number without the country code being entered as well.
• 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’.

Resolution

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.

Resolution

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.

This issue will occur in case the date field is populated with nil or 0 or in case the date is incorrectly entered, such as 31 April.

When an import occurs, the data directory’s Accdata folder and the Import Maps folder are both generated. The Import Maps folder has subfolders that are related to the import type being used, like Audit Trail Transactions. The mapped fields are stored in Options.ini, which is created in the subfolder. This document could be deleted.

• You have to click Help on the menu bar and then you have to click About and in the Program Details area, make a note of the Data Directory.
• Before ACCDATA from the data directory that is noted in step 1, you have to browse to the folder in Windows Explorer. For example, in case your Data Directory is c:\sagedata\ACCDATA, browse to c:\sagedata.
• After that, you have to open the Import Maps folder and for the type of import, you have to open the folder. For example- Open this folder if you imported Audit Trail Transactions.
• Then you have to right-click on Options.ini and then you have to click Delete and then click Yes.
• Again try to import the file.

Cause

When you try to import a transaction this message appears that includes a Country of VAT value but with a tax code that is not flagged to OSS/IOSS reporting.

Resolution

Edit the relevant line on the import file to fix this error as mentioned below and then import the file again.

• Remove the Country of VAT value if the transaction is not an OSS/IOSS transaction.
• Change the tax code to one that is properly identified for OSS/IOSS reporting if the transaction requires OSS/IOSS reporting.

When you try to import a transaction with a non-EU country code in the Country of VAT field, you will see this message.

Resolution

Change the appropriate line on the import file as shown below to correct this problem, then import the file again.

• Remove the Country of VAT value if the transaction is not an OSS/IOSS transaction.
• Change the Nation of VAT Value to the appropriate EU country code if the transaction is subject to OSS/IOSS reporting.

Cause

You can get a Disk or File access error message when importing data into Sage Accounts using the File import option.

Resolution

• When the import file is damaged and Sage Accounts is unable to read the data, this notice appears
• The import must be filed once more after creating the import file in a different location.

You can get a Disk or File error when importing data into Sage Accounts using the File import option.

Resolution

When the import file is corrupt and the information can’t be read by Sage Accounts, at that time this message appears. 

You should restore a backup before importing. Then again you must create the import file in a new location and then try to import.

Cause

When you try to import a bank transaction whose transaction type is inconsistent with the bank account type, this notice will display. Trying to import a cash payment into a Visa bank account is one example.

Remove this line from the import file or change the transaction type to match the bank account type, then import the file again to fix this error.

Resolution

If you want to check the bank account type, then on the navigation bar you have to click Bank accounts, then

• You have to double-click the relevant bank account and then check the A/C Type.

To use for each bank type the bank transactions are as follows:

• Cheque Account- Bank Receipt (BR) Bank Payment (BP)
• Cash Account- Cash Receipt (CR) Cash Payment (CP)
• Credit Card Account- Visa Receipt (VR) Visa Payment (VP)

Cause

For the following reason, this message may appear:

• When you are trying to import foreign banking transactions.

Resolution

Importing foreign currency bank transactions into Sage50cloud Accounts isn’t possible, right now. You have to post these transactions manually.

Cause

For the following reasons this message may appear:

• The import file’s nominal code is three digits or less.
• Characters other than numbers can be found in the nominal code on the import file.

Resolution

For the nominal code enter the leading zeros. For example, in case you enter 50 then change it to read 0050.

Reason

• The import file’s customer/supplier account reference is nine characters or longer.
• The import file’s customer/supplier account reference contains non-alpha-numeric characters.

Solution

• Change the reference to be no more than eight characters long. For example, joebloggs should be changed to joeblogg in your reference.
• Remove or swap out the problematic characters for purely alphanumeric versions.

Cause

One of the following file import errors may appear while importing data into Sage Accounts:

• Account Reference: Reference to Non-Existing Sales Ledger Account Error in Record X
• Account Reference Error: Reference to Invalid Purchase Ledger Account in Record X

When you try to import a record or transaction that refers to a non-existent customer or supplier account, this message appears.

Resolution

Remove this line from the import file or make a record for the customer or supplier within the business, then import the file again to fix this error.

You can encounter the following issue when importing data into Sage 50cloud Accounts v28.1.

Resolution

The issue can be resolved in the latest version of Sage 50cloud Accounts. By using the download and install guide you can upgrade this.

Follow the below workaround to resolve this.

Import files that include a zero-value transaction will not be imported when you are importing transactions into Sage 50cloud Accounts v28.1.

Before you import into Sage 50cloud Accounts you will need to remove zero-value transactions from the file to solve this issue.

Journal transactions in Sage 50cloud Accounts must have a matching debit and credit net amount, and all transaction elements must be posted on the same day.

Reasons

• You are trying to import an unbalanced journal transaction. You might import a journal credit but not a journal debit, for example.
• The journals in the import file are not grouped even though you are attempting to import a journal that balances.
• In the journal, you are attempting to import balances, but you are using the tax amount field to do it.
• In a journal, one line will have a different date than the others.

Solution

• In case the journal doesn’t balance, you must either:
  • Change the affected transaction’s transaction type. Use BP or BR, for example, if you are trying to enter a bank transaction.
  • Then delete the affected transaction
  • Use the opposing journal type to enter the balance. If you’ve already submitted a journal debit for 100.00, for example, enter a journal credit for 100.00 on the same day.
• On the import file, all related journal transactions must be grouped. Verify the file to make sure all relevant journal debits and credits are in one place and are not separated by other transactions.
• The net amount values for a journal import must be equal. Move the value to the net column if you are using the tax amount to make up a portion of the balance.

For example, you have a journal credit of 120.00 and a journal debit of 100.00 with a tax amount of 20.00. You should change the journal debit to a net sum of 120.00 since the import only imports the net amount.

• You must change the dates to match if the journal transaction is balanced by another transaction on a different date.

Cause

One of the following file import errors may appear while importing data into Sage Accounts: Cost Code in error in record x Reference to a project cost code that doesn’t exist

When you try to import a record or transaction that refers to an invalid project cost code, this message will be displayed.

Resolution

To fix this error, either you have to:

• From the import file, delete this line.
• On the import file, change the project cost code.
• You have to create the project cost code.
• Try and import the file again once completed.

Resolution

When the date of the transaction is invalid this error appears. Use the correct date format of DD/MM/YYYY to fix the error.

Reason

• Sage Accounts does not have the nominal code listed on the import file.
• Nominal codes are absent from the import file and are not set as defaults in the Customer, Supplier, or Product Defaults fields.

Solution

• Update the nominal code and then import the file once more.
• Click Settings, followed by Customer, Supplier, or Product Defaults, on the menu bar, and then type the necessary nominal code.

You can get the following error when importing data into Sage Accounts: Error in record x: Exchange Rate Importing foreign currency is an illegal transaction type.

Resolution

This message shows when you are trying to import an incorrect transaction in a foreign currency.

You can’t import the following foreign currency transaction types:

• SA, PA, SP, PR, SD, PD, JD, and JC. BP, BR, VP, VR, CP, CR, and SR.

Only transactions with the SI, SC, PI, and PC codes can be imported in a foreign currency.

• Remove the invalid transaction from the import file to fix the error.

If you accidentally referenced a charity fund in your import file or are using Sage 50cloud Essentials, which does not include a charity feature, you should remove the reference from the file to fix the error. Simply activate the Charity/Non-Profit choices in your company preferences as an option.

• First, you have to click Settings and then you have to click Company Preferences.
• Then you have to click Parameters and then you have to select the Enable Charity/Non-Profit options check box in the Others section.
• Lastly, you have to click OK.
• Now, you can try to import again.

Receiving this message means when you are trying to import an IntraStat Duty that contains characters that aren’t numbers.

Resolution

To fix this error you have to make sure the IntraStat duty codes you are trying to import are one or two digits long and only contain numbers or remove this line from the import file.

Resolution

When you import a stock take and the data has a negative value in the Actual field, this notice will occur. Before importing the file again you can make the necessary changes or remove the problematic information.

Cause

When you try to import stock transactions to a product that is classified as a service or non-stock item, you will receive this message.

Solution

If you want to fix this error then you have to remove the information that refers to non-stock items or services.

Resolution

When you attempt to import a product that doesn’t exist this message will display on your screen. Remove this line from the import file or create the stock code within the company, then import the file again to fix this error.