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How do I import transactions into Sage 50 using a .IMP file format?

Created on  | Last modified on 

Summary

Working with the .IMP format.

Resolution

Notes:

 

File Layout:

  • The import file consists of two parts: the header information and one or more transactions. Each part is enclosed in a pair of tags <>

Header Information:

  1. The header section is enclosed between two tags: and consists of the version number of the import file version, and the country code.
  2. For the version, please enter 12001 (version 2005).
  3. Country Code based on the status of your version of Sage 50 data file:
    • Canada Country Code = 1
    • USA Country Code = 2
    • French Country Code = 3
    • Australia Country Code = 5
    • International Country Code = 7
  4. For example:

    "12001", "1"
    "

Transactions:

  1. The supported transaction types are as follows:
    • Purchase invoice
    • Sales Invoice
    • Sales Order
    • Purchase Quote
    • Adding a Vendor
    • Adding a Customer
  2. Each transaction is wrapped in a pair of case-insensitive tags. The detail lines within the tags are comma-separated, and strings must be in ""
  3. For all transactions other than adding customers and vendors, the first line contains the vendor's or customer's information. The second line contains transaction options followed by a list of one or more detail lines.
  4. All lines beginning with

Adding Customers or Vendors:

  1. To add customers and vendors, use the and transaction types.
  2. This consists of one or more customer/vendor lines.

 

Field

Format

Comments

Name Max 52 Chars Compulsory
OneTimeFlag 1 = one-time Customer or vendor, 0= Existing customer or vendor Optional
Contact Name Max 30 chars Optional
Street 1 Max 50 chars Optional
Street 2 Max 50 chars Optional
City Max 35 chars Optional
Province/State Max 20 chars Optional
Country Max 9 chars - unformatted Optional
Phone 1 Max 30 chars Optional
Phone 2 Max 25 chars - unformatted Optional
Fax Max 25 chars - unformatted Optional
Email Max 50 chars Optional
  • For example:

    "Customer A", "0", "Contact", "A Street", "More Street Info", "A City", "A Prov", "V3M7Q3", "A Country", "6045558471", "", "6045559132", "[email protected]"

Adding Purchase Invoices and Purchase Quotes

  1. To add a purchase invoice, use the transaction type.
  2. To add a purchase quote, use the transaction type.
  3. Within the tags, there is one vendor line, one transaction option line, and one or more detail lines.
    • Purchase Invoice/Quote Transaction Options:

      Field

      Format

      Comments

      No. of Details

      Must be >= 0

      Compulsory

      Order/Quote No.

      Max 20 chars

      Compulsory for Quote

      Invoice No.

      Max 20 chars

      Invoice only

      Entry Date

      mm-dd-yyyy

      Compulsory

      Ship Date

      mm-dd-yyyy

      Quote only

      Total Amount

      2 decimals

       

      Discount Rate

      0.0 - 99.99 (2 dec.)

       

      Discount Days

      0 - 999

       

      Net Days

      0 - 99

       

      Freight Amount

      2 decimals

      Compulsory

      Tax Information

      See Tax Information table

       

    • Purchase Invoice/Quote Detail Lines:

      Field

      Format

      Comments

      Item Number Max 52 chars Compulsory
      Quantity 4 decimals  
      Price 4 decimals  
      Amount 2 decimals  
      Tax Information See TaxInformation table  

Sales Invoices

  1. To add a sales invoice, use the transaction type.
  2. This consists of one customer line, one transaction option line, and one or more detail lines
    • Sales Invoice Transaction Options:

      Field

      Format

      Comments

      No. of Details Must be >= 0 Compulsory
      Order No. Max 20 chars  
      Invoice No. Max 20 chars If blank, the next invoice number will be used
      Entry Date mm-dd-yyyy Compulsory
      Paid by Type 0 - 3 0 - Pay later ; 1 - Cash ; 2 - Cheque 3 - Credit Card
      Paid by Source Max 20 chars Blank - pay later and cash Cheque number or Credit Card Name
      Total Amount 2 decimals  
      Freight Amount 2 decimals Compulsory
      Tax Information See TaxInformation table  
    • Sales Invoice Detail Lines:

      Field

      Format

      Comments

      Item Number Max 52 chars Compulsory
      Quantity 4 decimals  
      Price 4 decimals  
      Amount 2 decimals  
      Tax Information See tax information table  

Sales Orders

  1. To add a sales order, use the transaction type.
  2. This consists of one customer line, one transaction option line, and one or more detail lines.
    • Sales Order Transaction Options:

      Field

      Format

      Comments

      No. of Details Must be >= 0 Compulsory
      Order No. Max 20 chars Compulsory
      Entry Date mm-dd-yyyy Compulsory
      Ship Date mm-dd-yyyy Compulsory
      Total Amount 2 decimals  
      Freight Amount 2 decimals Compulsory
      Tax Information See TaxInformation table  
    • Sales Order Detail Lines:

      Field

      Format

      Comments

      Item Number Max 52 chars Compulsory
      Quantity 4 decimals  
      Price 4 decimals  
      Amount 2 decimals  
      Tax Information See TaxInformation table  

Tax Information

    • For each tax authority in the tax code:

      Field

      Format

      Comments

      Tax Name Max 20 chars Compulsory
      Tax Included 1 = Yes, 0 = No Compulsory
      Tax Refundable 1 = Yes, 0 = No Compulsory
      Tax Rate 3 decimals Compulsory
      Tax Amount 2 decimals Compulsory

Timeslips

  1. To add a timeslip, use the transaction type.
  2. This consists of one employee line, one transaction option line and one or more detail lines.
    • Employee Line:

      Field

      Format

      Comments

      Employee Name Max 52 chars Compulsory
    • Time Slip Transaction Options:

      Field

      Format

      Comments

      No. of Details Must be >= 0 Compulsory
      Time Slip No. Max 20 chars If blank, the next time slip number will be used
      Entry Date mm-dd-yyyy compulsory
    • Time Slip Detail Lines:

      Field

      Format

      Comments

      Customer Name Max 52 chars Compulsory
      Item Number Max 52 chars Compulsory
      Time hh:mm:ss Compulsory

Sample Import File:

<Version>
"12001", "1"
</Version>

<customers>
"name", "0", "Contact", "street", "street2", "city", "prov", "postal", "country", "phone", "phone2", "fax", "[email protected]"
"name2", "0", "Contact", "street", "street2", "city", "prov", "postal", "country", "phone", "phone2", "fax", "[email protected]"
</customers>

<vendors>
"name", "0", "Contact", "street", "street2", "city", "prov", "postal", "country", "phone", "phone2", "fax", "[email protected]"
"name2", "0", "Contact", "street", "street2", "city", "prov", "postal", "country", "phone", "phone2", "fax", "[email protected]"
</vendors>

<PurQuote>
<! This is the vendor line "name"
"UNIVERSAL CONSTRUCTION"
<! This is an option line
<! "no. of details", "quote no.", "entry date", "ship date", "total amount", "disount rate",
<! "discount days", "net days", "freight amt", "tax information"
"1","203","3-15-2000", ,"69.98","2.00","30","60","10.00","GST","0","1","7.00","0.70"
<! This is a detail line
<! "item no.", "quantity", "price", "amt", "tax information"
"C1020","20.0000","2.6000","52.00","GST","0","1","7.00","3.64","PST Charged","0","0","7.00","3.64"
</PurQuote>

<SalInvoice>
"UNIVERSAL CONSTRUCTION", , ,"102-3701 East Hastings St.", ,"Vancouver","British Columbia","V5C2H6", , , , ,
"2", ,"","3-15-2001", "3", "VISA", "67.84","0.00"
"C1020","2.0000","4.7500","9.50","GST","0","1","7.00","0.67","PST","0","0","7.00","0.67"
"H1020","2.0000","25.0000","50.00","GST","0","1","7.00","3.50","PST","0","0","7.00","3.50"
</SalInvoice>

<Timeslip>
“Sianos, Janice”
“2”,”1242”,”3-15-2001”
“Customer5”,”C1020”,”02:00:00”
“Customer6”,”C1020”,”02:00:00”
</Timeslip>

To import the .IMP file into Sage 50, use one of the following methods:

Method 1: Import transactions from within Sage 50

  1. Click on File, Import / Export, Import Transactions.
  2. Choose Import purchase invoices, purchase quotes, sales invoices, sales orders or time slips.
  3. Click on Next, create a Backup and click on Next one more time.
  4. Browse to the location of your .IMP file and click on Open.
    • ​​​​​​​If your file is with a .CSV extension, you will need to rename the file with a .IMP file extension.

Method 2: Import transactions using an executable

  1. Navigate to the location where Sage 50 is installed (The default location is C:\Program Files (x86)\Sage 50 Edition) and invoke Sage_SA_import.exe
    • Sage_SA_import.exe is an application that is installed with Sage 50 and handles the actual import into the data files.
  2. Browse to the location of your Sage 50 database file and click on Open.
  3. Click on OK to select your .IMP import file and click on Open.
    • If at least one of these filenames is missing, a dialog will show up to prompt for the appropriate information
    • The syntax is as follows:
      • sage_sa_import.exe xxx.imp xxx.sai
      • where the first parameter is the import filename and path, and the second is the Sage 50 company .SAI file. No quotation marks are necessary.
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