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How do I import data?

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Summary

How to import data into Sage 50 Accounts.

Description

If you have a large amount of data to enter into Sage 50 Accounts, or you want to make changes to multiple records, you can save lots of time by importing the information. This brings all the data into your software in one go, rather than manually entering each individual item.

 TIP: Importing data doesn't overwrite any previously entered information. 

Resolution

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1. Check what you can import

The first step is to check that it's possible to import the information you want to import.

You can import most record and transaction types but there are some exceptions, so to get started check our guide on What type of information can I import into Sage 50 Accounts?.

2. Prepare your import file

Before importing into Sage 50 Accounts, you must prepare your data in a Microsoft Excel file (*.xls or *.xlsx) or a Comma Separated Values file (.csv). There are three ways to do this:

  • Use the file import templates (Recommended) - These are Excel files in the correct format for import. Use our Import file format rules guide
  • Create a new file - For details of what this file should look like. Use our Import file format rules guide
  • Export your data - If you want to amend multiple fields in your records, in some modules you can export your current data, amend the required fields and then re-import the data. Use our How do I export data? guide

     NOTE: If you have issues importing from an XLS file, please follow the steps in our Sage crashes when I try to import data guide. 

3. Import your data

  1. On the menu bar click File then click Import.
  2. If required, click Backup to Back up your data, then once complete, click Next.
     NOTE: You can't reverse an import, instead you must restore a backup taken beforehand.
  3. In the Data type window, select the type of data you want to import then click Next.
  4. In the Data source window, select the format of the data you're importing.
  5. If the first row of your data contains headings, select the First row contains headings check box.
  6. Click Browse, locate and select the file to import, then click Open.
  7. If your import file contains multiple worksheets, choose the required worksheet from the drop-down list.
  8. Click Next. To link the imported data to the correct fields in Sage 50 Accounts, complete the Imported Field column as required, choosing the relevant field from the drop-down list. Compulsory fields display an asterisk.
    • If required, you can use the Load Map and Save Map options to import the default or previously saved mappings
  9. Once you've mapped all of the required fields, click Next, check the summary information is correct, then click Import or Finish.

If the import is successful, a list of transactions imported appears in the Record Imported pane. Click Close.

4. Correct any import errors

If the Data Import wizard validation checks identify any issues with your data, for example, values with an invalid format, none of the data imports and a message appears advising you where in your file the issue is.

You should edit the data in your import file to correct the issue, close the file, then run the Data Import wizard again.

You can find help with resolving data import errors in the following guides:

TIP: We recommend you ensure that you've closed the editing program (Excel etc.) you've used to create your CSV/XLS file before trying to import it as upload errors can occur when the file is still in use on your computer by another program.