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Import sales or purchase invoices as quick entries

Created on  | Last modified on 

Summary

A step-by-step guide on importing sales and purchase invoices quickly into Sage Accounting using quick entries.

Description

Use quick entries to make batch transactions. This is useful if you have another invoicing system. You can record existing invoicing values without creating a physical invoice or credit note.

 NOTE: You can't print quick entries. If you need printed invoices or credit notes, create individual sales or purchase invoices instead.

Resolution

To import a quick entry file, you must have:

  • Existing customer and supplier records in Accounting. Find out more about how to Create a new customer or supplier contact
  • An Accounts Start Date set and a VAT scheme. Find out more about how to Set up financial year, accounting dates and VAT
  • A separate file for each invoice type; don't mix sales and purchase entries in one file. To import both, use two separate files
  • The same column headings and formatting as in the CSV template file

 NOTE: You can't import foreign currency or cross-border invoices. Enter these manually as regular invoices. 

Step 1: Download the CSV template file

We suggest downloading the template file from Accounting, opening it in Excel, and adding your data. This helps avoid formatting problems that could interfere with importing your file.

  1. From the Sales or Purchases drop-down menu, select Quick entries.
  2. Next, click the drop-down arrow next to the New Quick Entry button.
  3. Select Import Quick Entries.
  4. Select the hyperlink to download the template CSV file.
  5. Go to the downloads folder on your computer to find the file.

Step 2: Prepare the quick entry file

If you already have a file, check it against the template to match the column headings and data format before importing your quick entries.

If you don't have a file, enter your data into the template. Keep the column headings the same. Replace the sample data with your information, making sure to maintain the format.

Find out more on the File format for sales quick entry.

Find out more on the File format for purchases quick entry.

Step 3: Import the quick entry file

  1. From the Sales or Purchases drop-down menu, select Quick entries.
  2. Click on the drop-down arrow next to the New Quick Entry button. 
  3. Select Import Quick Entries.
  4. Next, select Choose file. Browse to your CSV file then select Open.
  5. To finish, select Upload.

If you have errors appearing preventing your upload, refer to Common import errors.