Summary
How to import sales and purchase quick entries into Sage Accounting.
Resolution
Importing is useful when invoices and credit notes have been printed from another system.
Quick entries are invoices and credit notes that don't need to be printed.
Before you start
Check the following:
- Make sure you have already entered customers or suppliers
- Ensure that the customer and supplier names in the CSV file use the same spelling as in Accounting
- Use a separate CSV file for sales and purchases. If you import both, you will need two separate files
- Make sure that the column headings and cell format in the CSV file match the template
Step 1: Download the CSV template file
Step 2: Prepare the quick entries file
If you already have a file, compare it to the template file before importing your entries. The column headings and data format in your file must match the template.
If you don't have a file, you can add your entries to the template file. Leave the column headings as-is and then replace the sample data with your entries, using the same format.
NOTE: The maximum file size you can import is 0.5MB. If your file is larger, split it into another file.
When preparing your file, use the appropriate tables below to ensure that your file format is correct. Remember that the header row in your CSV file must use the same headings as shown in the Field name column below.
Sales quick entry file format - VAT registered
| Column | Field name | Type | Notes |
| A* | Type | Text | Enter Invoice or Cr Note. |
| B* | Customer Reference | Alphanumeric text | Customer account reference. No more than 10 characters. Note: The customer contact should already exist in your contacts list. |
| C* | Date | DD-MM-YYYY | Transaction date |
| D | Customer name | Alphabetic Text | No more than 50 characters. |
| E* | Reference | Alphanumeric text | No more than 25 characters. |
| F* | Ledger Account | Numeric text | No more than 8 digits. |
| G | Details | Alphanumeric text | No more than 255 characters. You can enter more characters, however only the first 25 are imported. |
| H* | Net | Numeric text | No more than 8 digits plus 2 decimal places, for example, 99999999.99 |
| I* | VAT Rate | Alphabetic text | Standard, Zero Rated, Lower Rate, Exempt or No VAT |
| J* | VAT | Numeric text | No more than 8 digits plus 2 decimal places, for example, 99999999.99 |
| K* | Total | Numeric text | No more than 8 digits plus 2 decimal places, for example, 99999999.99 |
| L | Analysis Type 1 | Alphanumeric text | No more than 50 characters.This should be the analysis type name you entered in Settings > Analysis Types > then the relevant section. for example, a department name. |
| M | Analysis Type 2 | Alphanumeric text | No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types. |
| N | Analysis Type 3 | Alphanumeric text | No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types. |
Sales quick entry - Non-VAT registered
| Column | Field name | Type | Notes |
| A* | Type | Text | Enter Invoice or Cr Note. |
| B* | Customer Reference | Alphanumeric text | Customer account reference. No more than 10 characters. Note: The customer contact should already exist in your contacts list. |
| C* | Date | DD-MM-YYYY | Transaction date |
| D | Customer name | Alphabetic Text | No more than 50 characters. |
| E* | Reference | Alphanumeric text | No more than 25 characters. |
| F* | Ledger Account | Numeric text | No more than 8 digits. |
| G | Details | Alphanumeric text | No more than 255 characters. You can enter more characters, however only the first 25 are imported. |
| H* | Total | Numeric text | No more than 8 digits plus 2 decimal places, for example, 99999999.99 |
| I | Analysis Type 1 | Alphanumeric text | No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types > then the relevant section. for example, a department name. |
| J | Analysis Type 2 | Alphanumeric text | No more than 50 characters.This should be the analysis type name you entered in Settings > Analysis Types. |
| K | Analysis Type 3 | Alphanumeric text | No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types. |
Purchase quick entry file format - VAT registered
| Column | Field name | Type | Notes |
| A* | Type | Text | Enter Invoice or Cr Note. |
| B* | Supplier Reference | Alphanumeric text | Supplier account reference. No more than 10 characters. Note: The supplier contact should already exist in your contacts list. |
| C* | Date | DD-MM-YYYY | Transaction date. |
| D | Supplier Name | Alphabetic Text | No more than 50 characters. |
| E* | Reference | Alphanumeric text | No more than 25 characters. |
| F* | Ledger Account | Numeric text | No more than 8 digits. |
| G | Details | Alphanumeric text | No more than 255 characters. You can enter more characters, however only the first 25 are imported. |
| H* | Net | Numeric text | No more than 8 digits plus 2 decimal places, for example, 99999999.99 |
| I* | VAT Rate | Alphabetic text | Standard, Zero Rated, Lower Rate, Exempt or No VAT |
| J* | VAT | Numeric text | No more than 8 digits plus 2 decimal places, for example, 99999999.99 |
| K* | Total | Numeric text | No more than 8 digits plus 2 decimal places, for example, 99999999.99 |
| L | Analysis Type 1 | Alphanumeric text | No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types > then the relevant section. for example, a department name. |
| M | Analysis Type 2 | Alphanumeric text | No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types. |
| N | Analysis Type 3 | Alphanumeric text | No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types. |
Purchase quick entry file format - Non-VAT registered
| Column | Field name | Type | Notes |
| A* | Type | Text | Enter Invoice or Cr Note |
| B* | Supplier Reference | Alphanumeric text | Supplier account reference. No more than 10 characters. Note: The supplier contact should already exist in your contacts list. |
| C* | Date | DD-MM-YYYY | Transaction date |
| D | Supplier Name | Alphabetic Text | No more than 50 characters. |
| E* | Reference | Alphanumeric text | No more than 25 characters. |
| F* | Ledger Account | Numeric text | No more than 8 digits. |
| G | Details | Alphanumeric text | No more than 255 characters. You can enter more characters, however only the first 25 are imported. |
| H* | Total | Numeric text | No more than 8 digits plus 2 decimal places, for example, 99999999.99 |
| I | Analysis Type 1 | Alphanumeric text | No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types > then the relevant section. for example, a department name. |
| J | Analysis Type 2 | Alphanumeric text | No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types. |
| K | Analysis Type 3 | Alphanumeric text | No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types. |
Step 3: Import the entry file
Common import errors
Read more on how to deal with common import errors
Africa
Asia
Australia
Canada
France
Ireland
Kenya
Nigeria
South Africa
Spain
United Arab Emirates
United States