Import a batch of sales or expense entries

Summary

How to import a batch of sales or expense entries in Sage Accounting.

Resolution

If you have a file of entries from another application, you can use Quick Entry Import to add them to Accounting.

To import an entries file, you must:

Enter customers or vendors
Ensure that the file contains only sales or expenses
- To import both, you need 2 separate files
Ensure that the customer and vendor names in the file use the same spelling as in Accounting
Save the file in CSV format
Ensure that the file uses the same column headings and formatting as in the quick entries CSV template file

Step 1: Download the CSV template file

Go to Sales, Quick Entries or Expenses, Quick Entries.
Select New Quick Entry, Import Quick Entries.
Click the hyperlink to download the template CSV file.
Go to the downloads folder on your computer to find the file.

Step 2: Prepare the quick entries file

If you already have a file, compare it to the template file before importing your entries. The column headings and data format in your file must match the template.

If you don't have a file, use the template. Keep the column headings and replace the sample data with your entries in the same format.

NOTE: The maximum file size you can import is 0.5MB. If your file is larger, split it into another file.

Ensure your file format matches the tables below. Use the same headings in your CSV file's header row as shown in the Field name column.

Sales quick entry file format

Column	Field Name	Type	Required	Notes
A	Type	Alpha	Yes	Select Bill or Cr Note
B	Customer Reference	Alphanumeric text	Yes	Customer account reference
C	Date	Numeric	Yes	Transaction date (MM-DD-YYYY)
D	Customer Name	Alphanumeric Text	No	Enter the customer's name as it appears on their record.
E	Reference	Alphanumeric text	Yes	Enter a reference of your choice, for example an invoice number.
F	Ledger Account	Alphanumeric text	No	Enter the ledger account you want to post the transaction amount to.
G	Details	Alphanumeric text	No	If required, enter any additional details up to a maximum of 25 characters.
H	Net	Numeric text	Yes	Enter the amount of the transaction excluding sales tax.
I	Tax Rate	Alphanumeric	Yes	The sales tax rate displays the name as it appears in Settings.
J	Tax	Numeric	Yes	The tax amount applied to the transaction.
K	Total	Numeric	Yes	Enter the amount of the transaction including tax.
L	Analysis Type 1	Alphanumeric	No	Analysis types
M	Analysis Type 2	Alphanumeric	No	Analysis types
N	Analysis Type 3	Alphanumeric	No	Analysis types

Expense quick entry file format

Column	Field Name	Type	Required	Notes
A	Type	Alpha	Yes	Select Bill or Cr Note
B	Vendor Reference	Alphanumeric	Yes	Vendor account reference
C	Date	Numeric	Yes	Transaction date (MM-DD-YYYY)
D	Business Name	Alphanumeric	No	Enter the vendor's business name as it appears on their record.
E	Reference	Alphanumeric	Yes	Enter a reference of your choice, for example, an invoice number.
F	Ledger Account	Alphanumeric	No	Enter the ledger account you want to post the transaction amount to.
G	Details	Alphanumeric	No	If required, enter any additional details up to a maximum of 25 characters.
H	Net	Numeric	Yes	Enter the amount of the transaction including tax.
I	Tax Rate	Alphanumeric	Yes	The sales tax rate displays the name as it appears in Settings.
J	GST Amount	Numeric	Yes	GST tax amount applied to the transaction.
K	PST Amount	Numeric	Yes	PST tax amount applied to the transaction.
L	Tax	Numeric	Yes	The tax amount applied to the transaction.
M	Total	Numeric	Yes	Enter the amount of the transaction including tax.
N	Analysis Type 1	Alphanumeric	No	Analysis types
O	Analysis Type 2	Alphanumeric	No	Analysis types
P	Analysis Type 3	Alphanumeric	No	Analysis types

Step 3: Import the entry file

Go to Sales or Expenses and then select Quick Entries.
Select New Quick Entry, Import Quick Entries.
Select Choose File. Browse to your opening balances CSV file and then click Open.
Click Upload.

After importing credit transactions, you can then allocate them to invoices as needed.