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.
Solution Properties
- Solution ID
- 240304191549370
- Last Modified Date
- Wed May 28 13:49:13 UTC 2025
- Views
- 0