How to import basic invoices?

SOLVED

Hi all,

I just want to do something very basic, that is, to import a simple invoice into SAGE50!  I cannot find anything on how to do it (unless I missed something)

Lets assume I have an invoice (date, description, amount, accounting code #)

- How do I do this?

- Which fields (or columns) should my source have?

  • +1
    verified answer

    Hi

    in order to import invoices, you set up a .imp file.

    Here is the template:

    https://support.na.sage.com/selfservice/viewContent.do?externalId=41370&sliceId=1

    I created a simple macro in Excel to set up each line since I start from a csv file from another system.

    It works fine for me. If you need further help, get in touch with me!

    Regards,

    Danielle

  • 0 in reply to Danielle_LPC

    Thank you SO much Danielle.  I will look into it.

    Are you located in Quebec?

    Benoit

  • 0 in reply to Danielle_LPC

    Hi Danielle,

    Could get in touch with me at [email protected] ?

    Thanks

    Benoit

  • 0

    Hi Danielle and Adjoint. I'm having the same issue where I just want to import simple invoices from excel in csv or imp but I keep getting an error where it says version information is incomplete. If you could please help out in anyway even by providing a rough excel template you use that would be much appreciated. I can also be reached at [email protected]

    Sunny

  • 0 in reply to Sunny Arora

    Sunny

    The article that Danielle included in their first message as a Verified Answer has the information in it that you are looking for, including the country and sample layout format.  If that didn't work for you, it is better to show us what your file looks like rather than guess at a possible answer.  Include which version of the program you are using as well (eg. Sage 50 Canadian 2023.2).

  • 0 in reply to Richard S. Ridings

    Hi Richard,

    I'm using Sage 50 Canadian 2023.2 which in the properties says version (30.1.0.1). I've tried using both with and without the "." and  even removing the quotations from the header and nothing works. So my file currently looks like:

    "30101","1",
    "No. of Details","A.E Smith",
    "Invoice No.","99999",
    "Entry Date","08-29-2023",
    "Paid by Type","0",
    "Freight Amount","0.00",
    "Tax Included" ,"1",
    "Tax Refundable","0",
    "Tax Rate","0.13",
    "Tax Amount","13",
    "Item Number","0",
    "Amount","100.00",
  • 0 in reply to Sunny Arora

    What happened when you used what the article above indicated should be used?

    For example:

    "12001", "1"

    instead of

    "30101","1",

    note also you have a trailing comma at the end that the article didn't indicate.

    Yes, if you work out the logic of the numbers, this means the version code from 18 years ago still works but this year doesn't.  I haven't tested every year but there are many that don't work.  I always use 12001 but I have not tested the current version for invoice imports, I've only tested General Journal entry imports.

    If that is all you change, you should no longer get country error but you will still get a lot of other errors.  For one, AE Smith is not a number of details.

    See the following image.

    This is the format for the header information.  It is the yellow highlighted line in the sample in the article under Final Entry below.

    There are 2 line items (C1020, H1020), no order number, no invoice number (it will be assigned when imported), invoice date, Paid By option is Credit card, the credit card on the drop down in the file is VISA, the total invoice is 67.84 including all taxes and there is no freight.  Because there is no freight on the invoice, there is no freight Sales tax.

    This image is the format of the line items for an invoice.  This is the first four fields of the lines that start with C1020 and H1020.  You can see the four fields clearly in the H1020 in a white background before the red highlight.

    The purple line is the entire row if there are sales taxes applicable to the item.

    The tax fields are highlighted in red.  in the sample, the first tax is GST, not included, is refundable at the rate of 7% for a total of $3.50. and PST not included, not refundable calculated at 7% for a total of $3.50.  Because you are likely in Ontario, you don't need the part that starts with PST and only need the first 5 fields for sales tax starting with GST and ending with the 3.50 to the left of PST.  That "3.50" is the end of the line for your uses if you are selling to Ontario.

    In your example above, you have $13 of sales tax included in the total of the invoice of $100, you just have the fields oriented wrong.

    Final Entry

    Hopefully that will help you build your file.