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Import transactions

About importing transactions

Use Import Transactions to import customer and supplier transactions.

You cannot add information to existing transactions.

No check is made to see whether the transactions already exist in the Sales or Purchase Ledgers.

You can import the following transactions in base and foreign currency:

• Invoices.
• Credit Notes.
• Payments.
• Receipts.

Imported transactions are always posted to the Nominal Ledger and Sales or Purchase Ledger. You can choose to post the transactions to the Cash Book. If you import foreign currency payments and receipts, you must Update the Cash Book.

Outcomes

• Transactions are imported into Sage 200.
• Transactions are posted to the Sales or Purchase Ledger.

• Transactions are posted to the Nominal Ledger.

  If you have chosen to Update the Nominal Ledger immediately in Accounting System Manager System Settings Operational settings tab, current transactions are posted to the relevant nominal ledger accounts. All future transactions are posted to the Waiting postings file.

  If you have not chosen to update the nominal ledger immediately, all transactions are posted to the Waiting postings file.

• Transactions are posted to the Cash Book, if you select Update the Cash Book.
• A URNThe unique reference number assigned to a complete transaction to assist in tracing the progress of the transaction through Sage 200. This number is 12 digits long and comprises of: 3 digits for the user number, 2 digits for the source module in which the transaction was created, and a 7 digit sequential reference number. is added to the transaction if the UNIQUE-REFERENCE-NO identifier for the transaction is blank.
• Two reports are generated, either in sales or purchase ledger:

• Update Pending Transactions Report.

  This shows all the transactions that have been imported.

  Import of transactions with Cost Centre and Department combinations that do not exist in Sage 200 are not validated. Postings for such transactions will go to the Suspense account.

• Update Pending Transactions Report (Invalid).

  This shows all the invalid transactions and the reason why they cannot be imported.

Before you begin

To import using Import Transactions, you must:

• Prepare the import file.

To use import transactions

Within Sales or Purchase Ledger: 

Open: Utilities > Import > Import Transactions.

1. Choose to:

   Validate records only	Select this to check the import file is correctly prepared. This checks the database identifiers to make sure the transactions being imported are compatible with existing data in your system's database. The Update Pending Transactions reports are printed showing the valid and invalid transactions. No transactions are imported.
   Validate and import records	Select this to check the import file and import all valid transactions. All the valid transactions are imported. The invalid transactions are ignored. The Update Pending Transactions reports are printed, showing the valid and invalid transactions. Import of transactions with Cost Centre and Department combinations that do not exist in Sage 200 are not validated. Postings for such transactions will go to the Suspense account.
   Update Cash Book	Select this to: Post the imported transactions to the Cash Book. If the Cash Book account is not specified on a transaction, the transaction posts to the nominal account specified for the default bank account. It does not update the Cash Book. Import foreign currency payments and receipts. If this option is not selected, any payments or receipts in a foreign currency are not imported.

2. Click OK.
3. Specify the path of the file that contains the transactions and click Open.