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Importing invoices into Sage 50
Importing invoices 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 work stacks let you export invoice 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 stack e.g. Outstanding Invoices

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

2. Click "Export Sage 50" button

3. Save the spreadsheet with a useful name

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

Click Next after selecting your file.

5. Select "Audit Trail transactions"

Then click Next.

6. Select the data source

Select the file you saved before. Make sure that the First row contains headings box is ticked, otherwise the row headers will be uploaded as an invoice. Click Next.

7. Map the fields

In The Field Mappings screen, map up the fields from your import file to the available Sage Fields. You must ensure that the excel import file is closed before attempting to map it.

8. 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"

Click Next.

9. Perform the import

10. 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 note, Sage doesn’t support the import of zero balance transactions. Any present in the data source will not be imported, so it is up to you if you want to remove them from your spreadsheet.

Sage will allow you to duplicate import data so please be vigilant when importing your data. If you have any issues with duplication, please contact Sage support for assistance.

You may wish to check a customer record to verify the transaction.

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