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. Data importing 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.

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 importing 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 is 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 smooth data import 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 allow duplicate reference numbers to be imported. For instance, payroll checks can have duplicate check numbers.

Guide to Information or Import Data into Sage 50 Accounts

Now that the user has taken care of all the things that need to be kept in mind while preparing their data for import into Sage 50, we can begin the process to start the import smoothly. 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.
  • 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 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 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.

What Type of Data or Information You Can Import or Can’t Import into Sage 50 Accounts?

There are so many things that a user can import data or can’t import data into Sage 50.

Type of data you can import

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.

  • You can import Audit trail transactions but can’t import foreign bank transactions, sales receipts, purchase payments, sales discounts, purchase discounts, CIS, etc.
  • You can import Bank accounts as nominal records.
  • You can import Customer records but can’t import customer delivery addresses.
  • You can import fixed asset records.
  • You can import Nominal accounts and standard budgets but can’t import advanced budget information.
  • You can import Price lists from within the price list record.
  • You can import Product records but can’t import Bills of materials and Quantity in stock.
  • You can import Project records.
  • You can import Project-only transactions.
  • You can import Stock take.
  • You can import Stock transactions but can’t import Movement out and Movement in.
  • You can import Supplier records but can’t import supplier delivery addresses.

Type of data or Information you can’t import

There are so many things that a user can’t import data or information into Sage 50. Following are the types of information that a user can not import data into Sage 50 accounts software.

  • You can’t import the Invoice and credits module.
  • You can’t import the Purchase orders module.
  • You can’t import Sales orders.
  • You can’t import Quotations.
  • You can’t import Subcontractors’ records.
  • You can’t import CIS subcontractor transactions.