Importing miscellaneous General Journal entries from a text file

Sage 50 Accounting doesn’t provide a text file method for importing actual transaction details such as invoices. You can import using other programs such as a spreadsheet or If you have a third-party software developer, refer to the Sage 50-Canadian Edition SDK

Important information before you begin

• Make a backup of your file before you begin
• The import file must be in text format
• If you’re using the Premium, Quantum, or the Accountants Edition you must be in Single-User Mode
• Store the data locally and not on a server
  • When necessary, copy the data locally to perform the import, then copy the data back onto the server
• Follow the rules described in the resolution section

Restrictions on Importing

1. Import only the types of transactions that you normally record in the Miscellaneous Transactions window.
2. The program can't import transactions for the following linked accounts if you've finished entering the history.
   • Accounts Receivable
   • Accounts Payable
   • Payroll Advances
   • Vacation Payable
   • Inventory accounts
3. The program doesn't update any other modules after it imports transactions.

Formatting the Import File

The first line of every transaction must include the following:

1. Separate the date in month-day-year order my hyphens. For example, enter October 14, 2024 as 10-17-24. A comma must follow the date.
2. The source of the transaction (usually a document number, such as a cheque number or invoice number).
   • The source identification can be up to 13 characters, enclosed in quotation marks (" "), and followed by a comma
3. A comment, such as a customer or employee name or a description of the transaction.
   • The comment can be up to 39 characters. Enclose in straight quotation marks.

Example 

Line 1

12-05-07,"1035-9315","Lionel Cardoz"

• Lines 2-5 include the debits and credits for the transaction\
• Use a separate line for each debit and credit
• Enter debits as positive amounts, and credits as negative amounts
• The amount must contain a period and two decimal places
• The Details of the transaction must include the account number (four characters), followed by a comma. Press Enter after you type the amount
• Each amount must be on a separate line and your debits must equal your credits

Line 2-5

1090,133.75
4020,-97.50
4060,-27.50
2490,-8.75

• You can have as many detail lines as you need, but the amounts must balance
• If they don’t, the transactions won't import. It won’t record any transactions until the entire file is correct
• This table identifies the parts of a valid import file that contains two transactions

Line Type: Text entered in the import file

10-14-07,"338","Drafting Services for Ronald Black"
1080,150.00
4020,-150.00
10-14-07,"339","Consulting Services for Acme Ltd."
1080,2250.00
4040,-1250.00
4060,-1000.00

Example of importing with departments Note the dash between the account number and the department

4-30-15,"source","comment"
1710-0100,133.75
4020-0100,-97.50
4080-0200,-27.50
2460-0100,-8.75
04-30-15,"1034-9315","1000 s111-04"
1710-0100,234.75
4020-0100,-97.50
4080-0200,-27.50
2460-0100,-109.75
04-30-15,"1034-9315","1000 s111-04"
1710-0100,134.75
4020-0100,-197.50
4080-0200,-127.50
2460-0100,-9.75

Importing the journal entries

1. Go to File, Import/Export, Import Transactions.
2. Select Import general journal entries into Sage 50, then click Next.
3. Create a backup before by clicking Back Up.
4. Click Next when your backup is complete.
5. Select the Browse button to locate your import file, then click Next.  
    CAUTION: Ensure you've select the correct file as the import begins as soon as you click Next.  
6. You'll receive an Import Record Summary with the results of your import.
7. Click OK, then Finish.