Creating your file for import

Open your invoice payment stack. This may be named differently, based on your business' preferences, but it is typically stored in the Stock or Finance module.

Click the Sage Payments Export button.

This will look something like the below.

Review your export to ensure that the date range is filtered correctly for import.

To do this, select the filter icon in the Date column, select Date Filters and after.

This should be the day after the date of the last payment import.

Add a column named Nominal and add the relevant bank account that the transactions should be imported to. If you have multiple accounts, use the details tab to confirm the customer method of payment.

Save a copy of the file to your chosen location and provide an easy to identify name, such as 011221_071221_SalesPayments_Sage_ML.

We’ve used this naming convention to identify the date range applied (1st December – 7th December and also the transaction type (SA – Sales Payment on Account).

Importing the file

Open Sage 50 and select File and then Import:

Select Audit Trail Transactions and click Next:

Browse, and select the file you saved earlier:

In The Field Mappings screen, map the fields from your import file to the available Sage Fields.

Please note that if you change the name of the column header in your spreadsheet you will need to map this to the correct Sage Field name.

The first time you import your file, it is important to save the mappings. Click Save Map and name the mapping file as Sales Payments - The Layer.

You're now ready to import your files. Click on Import.

If there are any issues with your data, you’ll see an error prompt that highlights the cell with the issue (don’t forget to exclude the header column in the count). You can then edit the changes and save the file before trying again.

If all has gone well you’ll see an import results file, which can be printed if required.

Please be vigilant when importing data, as Sage will allow you to duplicate import data. It is key that strict date ranges are referenced during the import stage. If you have any issues with duplication of import, please contact Sage support for assistance.

Viewing the data

In the customer record, you can now filter by transaction number or Type to view all sales payments on account (SA). By importing the invoice reference linked to the payment, you are able to match up sales payments to sales invoice (SI).

Bank Accounts View

You will see all imported transactions in the bank account view.

To reconcile the bank payments against the invoice, go to Bank Accounts and then select Customer Receipt using the original file, work through the customer accounts and either automatically apply the payments or manually use Pay in full to attach the payment on accounts to the specific invoices.

The reference field contains the invoice number to make reconciling easier. It is also possible to reference the order number in External Reference / Details.

Once completed, we recommend that you click on the Activity tab, highlight your date range and then select To Excel to store a copy of the transactions you’ve made. You can then reference this before filtering your next import file.

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