File format for supplier opening balances

Summary

How to format the supplier opening balances file based on your VAT scheme in Sage Accounting.

Description

Prepare the supplier opening balances file

When getting your file ready, use the tables below to make sure your format is correct. Pick the table that matches your VAT scheme. Don't forget, the header row in your CSV file needs to use the same headings as shown in the Field name column.

TIP: The maximum file size you can import is 0.5mb. If your file is larger, split it into another file.

Not VAT registered, Standard VAT and Flat Rate Invoice Based

Invoice Basis

Column	Field name	Type	Compulsory	Notes
A	Type	Text	Yes	When dealing with invoices, enter "Invoice"; for credit notes, input "Cr Note." Use "Cr Note" for outstanding payments on account, You can allocate them later.
B	Date	Numbers	Yes	Must be in the format dd/mm/yyyy.
C	Customer Name	Text	Yes	Enter the supplier’s name as it appears on their record.
D	Customer Reference	Text and numbers	Yes	Enter the supplier’s unique reference as it appears in their record.
E	Reference	Text and numbers	Yes	Enter a reference of your choice, for example, an invoice number.
F	Details	Text and numbers	No	If required, enter any additional details up to a maximum of 25 characters.
G	Total	Number plus two decimal places	No	Enter the gross value of the transaction.

Once your file is ready, you can import the data. More on how to Import customer or supplier opening balances.

VAT Cash Accounting and Flat Rate Cash Based

Cash Basis

Column	Field name	Type	Compulsory	Notes
A	Type	Text	Yes	When dealing with invoices, enter "Invoice"; for credit notes, input "Cr Note." Use "Cr Note" for outstanding payments on account, you can allocate them later.
B	Date	Numbers	Yes	Must be in the format dd/mm/yyyy.
C	Customer Name	Text	Yes	Enter the supplier’s name as it appears on their record.
D	Customer Reference	Text and numbers	Yes	Enter the supplier’s unique reference as it appears in their record.
E	Reference	Text and numbers	Yes	Enter a reference of your choice, for example, an invoice number.
F	Details	Text and numbers	No	If required, enter any additional details up to a maximum of 25 characters.
G	Net	Number plus two decimal places	No	Enter the net value of the transaction.
H	VAT Rate	Text	No	Enter one of the following VAT rates: Standard Reduced rate Second reduced rate Zero rated Exempt No VAT For VAT-registered EU suppliers and non-EU suppliers, enter "No VAT" and input the gross value in the Net and Total columns. This process is necessary because you account for VAT on these transactions when creating the invoice, not when receiving or making the payment. If you haven’t accounted for the VAT in your previous system, manually adjust your next VAT return to include the necessary values.
I	VAT	Number plus two decimal places	No	Enter the VAT element of the transaction.
J	Total	Number plus two decimal places	No	Enter the total gross value of the transaction. The net and VAT amounts must equal the total value otherwise the import will fail.

Once your file is ready, you can import the data. More on how to Import customer or supplier opening balances.

Solution Properties

Solution ID: 240701140708357
Last Modified Date: Fri Aug 16 14:03:57 UTC 2024
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