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Easy switch guide - QuickBooks to Sage 50 Accounts

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Summary

Thank you for choosing Sage 50 Accounts. In this article you can find all the information you need to help you move your accounts data from QuickBooks into Sage 50 Accounts - we've broken it down into 5 easy steps.

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Contents

Preparing to switch

Before you start moving your data to Sage, you need to make sure you've finished processing in QuickBooks. You can choose when you want to make the switch but you may want to move after your month end, year end or at the end of a VAT period.

We also recommend that you print the following reports, which provide you with information that you need to enter into Sage 50 Accounts.

TIP: You can open these options from the menu bar at the top of the QuickBooks window.

Required ReportLocation in QuickBooks
Trial BalanceReports > Accountant & Taxes > Trial Balance
Customer outstanding balancesReports > Customers & Receivables > Open Invoices
Supplier balancesReports > Suppliers & Payables > Unpaid Bills Detail

Exporting your data

Although you need to manually enter some of your details into Sage 50 Accounts, you can save a lot of time by exporting your basic customer, supplier and product records from QuickBooks and then importing them into Sage 50 Accounts.

Export your data

TIP: You can open these options from the menu bar at the top of the QuickBooks window.

InformationSteps in QuickBooks
Customer records
  1. Customers > Customer Centre > Excel > Export Customer List > Advanced.
  2. Clear the following check boxes:
    • Space between columns
    • Include QuickBooks Export Guide worksheet with helpful advice
  3. Click OK.
  4. Create new worksheet > in new workbook > Export.
Supplier records
  1. Suppliers > Supplier Centre > Excel > Export Supplier List > Advanced.
  2. Clear the following check boxes:
    • Space between columns
    • Include QuickBooks Export Guide worksheet with helpful advice
  3. Click OK.
  4. Create new worksheet > in new workbook > Export.
Product records
  1. Reports > List > Item Listing > Excel > Create New Worksheet > Advanced.
  2. Clear the following check boxes:
    • Space between columns
    • Include QuickBooks Export Guide worksheet with helpful advice
  3. Click OK.
  4. Create new worksheet > in new workbook > Export.

TIP: We recommend that you save the files to your Windows desktop or a named folder that you know you can locate easily.


You've now exported your customer, supplier and product records, you should now edit the files so they are ready to import into Sage 50 Accounts.

Preparing your data for import

To successfully import your records into Sage 50 Accounts you need to amend the files you've exported and, using Excel, add in some column headings.

Amend your customers

Locate and open the Customer List that you exported in step 2.

  1. Delete Column A. To do this, right-click the column heading and choose Delete.
  2. Check the Customer column, and if required, edit the references. For import into Sage 50 Accounts, the references in this column must be in the following format:
    • A maximum of eight characters
    • Contains letters and / or numbers
    • Does not contain any non-alphanumeric characters such as apostrophes or spaces
    • Example: SMITH001
  3. Check the Bill to columns. These columns contain address information and if required the content should be edited to match the table below:
    QuickBooks item nameSage equivalent
    Bill to 1Street 1
    Bill to 2Street 2
    Bill to 3Town
    Bill to 4County
    Bill to 5Post Code
  4. In any available column, add the heading Country Code and enter the two character country code for each customer record. The country code list is based on theInternational Organisation for Standardisation (ISO) list.

    If all of your customers are based in the UK, this column is not required.
  5. The customer contact is spread over two columns in the export file, you need to merge these into one column to import into Sage 50 Accounts.
  6. Save your changes.


Amend your supplier records

  1. Locate and open the Supplier List that you exported in step 2.
  2. Delete Column A. To do this, right-click the column heading and choose Delete.
  3. Check the Supplier column and, if required, edit the references. For import into Sage 50 Accounts, the references in this column must be in the following format:
    • A maximum of eight characters
    • Contains letters and / or numbers
    • Does not contain any non-alphanumeric characters such as apostrophes or spaces
    • Example: SMITH001
  4. Check the Bill from columns. These columns contain address information and if required the content should be edited to match the table below:
    QuickBooks item nameSage equivalent
    Bill from 1Street 1
    Bill from 2Street 2
    Bill from 3Town
    Bill from 4County
    Bill from 5Post Code
  5. In any available column, add the heading Country Code and enter the two character country code for each customer record. The country code list is based on the International Organisation for Standardisation (ISO) list.

    If all of your suppliers are based in the UK, this column is not required.

  6. The supplier contact is spread over two columns in the export file, you need to merge these into one column to import into Sage 50 Accounts.
  7. Save your changes.


Amend your product records

Each of your product records in Sage 50 Accounts must be defined as either a stock, non-stock or service item. Service items are only available in Sage 50 Accounts Professional.

  1. Locate and open the Item Listing that you exported in step 2.
  2. Delete Column A. To do this, right-click the column heading and choose Delete.
  3. Delete any rows with an Item Type of VAT Item or VAT Group.
  4. Check the Item column and, if required, edit the references. For import into Sage 50 Accounts, the references in this column must be in the following format:
    • A maximum of 30 characters with no spaces
    • Example: PROD001

  5. In the Type column for each line, enter a number as defined in the table below:
    QuickBooks TerminologySage TerminologyItem Type
    Stock PartStock Item0
    Non Stock PartNon Stock1
    ServiceService Item2

    Service items are only available in Sage 50 Accounts Professional. If you are using Sage 50 Accounts or Sage 50 Accounts plus, enter 1 - Non Stock.
    Other ChargeNo equivalent, reclassify as one of the other three options.N/A
  6. In the VAT Code column, edit each line, enter a tax code as defined in the table below:
    QuickBooks
    Sage
    Description
    ZT0Zero-Rated 0%
    ST1Standard 20%
    ET2Exempt
    OT9Outside the Scope
    NT9Not registered
    EGST4Sales of goods to VAT registered customers in EC
    EGZT4Sales of goods to VAT registered customers in EC
    EGZT7Zero rated purchases of goods from suppliers in the EC
    EGST8Standard Rated purchases of goods from suppliers in the EC
    ESZT22Sales of services to VAT registered customers in the EC
    ESZT23Zero rated purchases of services from suppliers in the EC
    ESST24Standard Rated purchases of services from suppliers in the EC
    RCT20Reverse Charge
    RT5Reduced 5%
  7. Save your changes.


Setting up Sage 50 Accounts

Once you've got your records ready to import, you can start setting up Sage 50 Accounts. First, if you need any help installing it and creating your company, refer to your Getting Started guide that arrived with the software, or the support information at www.sage.co.uk/welcome

Import your records

When you've set up your company, you can import your records. This process creates a record for each customer, supplier and product in Sage 50 Accounts so you don't have to set everything up manually.

  1. In Sage 50 Accounts click File then Import then click Yes to close any open windows.
  2. We recommend that you take a backup at this point. To do this, click Back up and follow the on-screen instructions.
  3. After taking a backup, to continue with the wizard click Next.
  4. From the Data type list, select the type of data you want to import, then click Next.
  5. From the Data source window, select the format of the data you are importing. If your data does not have a row of headings, clear the First row contains headings check box.
  6. To browse to the file for import, click Browse. Locate and select the file for import, then click Open.
  7. To continue with the import , click Next.
  8. Use the Field mappings window to link the imported data to the correct fields in Sage 50 Accounts.

    To save your mappings so they are available to use again in the future, you can click Save Map.
    More information about mapping is available in the tables below.

    Complete the Imported Field column as required, choosing the relevant field from the drop-down list. If you need to remove your selections and start again, click Clear Map.

    Compulsory fields are marked with an asterisk. Every compulsory field must have a corresponding Imported Field.

  9. Once all of the required fields have been mapped, to continue with the import click Next.
  10. If the summary information is correct, to begin importing data click Import.
  11. To close the Import Results window and return to your Sage 50 Accounts desktop, click Close.

 TIP: You can view the import templates here: C:\Program Files (x86)\Sage\Accounts vXX\Import Templates where XX is the version number of the software.


Customer record mappings

Imported fieldSage field
CustomerAccount Reference
Company nameCompany
Bill to 1Street 1
Bill to 2Street 2
Bill to 3Town
Bill to 4County
Bill to 5Post Code
Primary ContactContact Name
Main PhoneTelephone Number
FaxFax Number
VAT Registration NumberVAT Reg No
Country CodeCountry Code

Supplier record mappings

Imported FieldSage field
SupplierAccount Reference
Company nameAccount Name
Bill from 1Street 1
Bill from 2Street 2
Bill from 3Town
Bill from 4County
Bill from 5Post Code
Primary ContactContact Name
Main PhoneTelephone Number
FaxFax Number
Country CodeCountry Code

Product record mappings

Imported fieldSage field
ItemStock Code
DescriptionDescription
PriceSales Price
CostCost Price
VAT CodeTax Code
Item TypeItem Type

Enter your opening balances

You should now enter your opening balances based on the reports you ran at the start of this process. 

More information

We know that there are a few differences between QuickBooks and Sage terminology, so to help you find your way around Sage 50 Accounts, use the following guide.

Accounts terms

In the table below, we've noted the different terms used in QuickBooks and Sage.

Area
QuickBooks
Sage
CustomersEstimateQuote
JobsProjects
Receive PaymentCustomer Receipt
Statement ChargesCredit Charges
SuppliersEnter BillsSupplier Invoice
Pay Bills / Bill PaymentSupplier Payment
OtherItemsProducts
Transfer FundsBank Transfer
Accounts PayableAged Creditors
Accounts receivableAged Debtors


Tax Codes

QuickBooks
Sage
Meaning
ZT0Zero-Rated 0%
ST1Standard 20%
ET2Exempt
OT9Outside the Scope
NT9Not registered
EGST4Sales of goods to VAT registered customers in EC
EGZT4Sales of goods to VAT registered customers in EC
EGZT7Zero rated purchases of goods from suppliers in the EC
EGST8Standard Rated purchases of goods from suppliers in the EC
ESZT22Sales of services to VAT registered customers in the EC
ESZT23Zero rated purchases of services from suppliers in the EC
ESST24Standard Rated purchases of services from suppliers in the EC
RCT20Reverse Charge
RT5Reduced 5%


Upgrading your licence

Need a little more room? To add extra companies, users, employees or more to your software licence, leave your details and we'll be in touch.

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