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Importing invoice payments into Sage 50
Importing invoice payments into Sage 50

Use stack exports to create a file that can be uploaded to Sage 50

Written by Raymond Carrel
Updated over a week ago

Invoice payment work stacks let you export invoice payment details to a spreadsheet. In addition to the standard export, you also have the option to export in a format that is suitable for uploading to Sage 50.

Invoice or payment-level exports

By default, Sage 50 exports will be created at invoice-level, with a nominal code assigned per-invoice.

Administrators can enable invoice line-level exports in Settings - Company Setup - Customisations:

This will also mean that your invoice records will show nominal codes per line instead of at invoice level.

Creating the file for upload

1. Open your invoice payments stack

This will be named based on your business' preferences and is typically accessible from the Stock or Finance tabs.

2. Click "Sage 50" button

Example output (with line-level setting enabled):

3. Review file

Check your export to ensure that your date range for import is filtered correctly. To do this, select the filter icon in the Date column), select Date Filters and after. Enter the day after the date of the last payment import.

Invoice-level export users only

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.

4. Save your file

Save a copy of your file to your chosen location, and give it 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 2021 – 7th December 2021) and also the transaction type (SA – Sales Payment on Account).

5. Open Sage 50, and from the File menu, select Import.

6. Select Audit Trail transactions.

7. Select the data source

Select the file you saved before, then click Next.

8. Map the fields

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

The fields show in this example may differ:

*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.

9. Save the mapping file

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.

10. Finalise the import

Click on Import.

11. Check results

If there are any issues with your data, you’ll see an error prompt which highlights the cell that has 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. As such, 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.

Customer record view

In a 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.

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