Quick entry import

If you record invoices and credits in other software, for example Microsoft Excel, you can save time by importing the information using Quick Entry Import.

You can import your transactions using comma separated value (CSV) files. CSV files are files held in a standard windows format that other software can use. They’re therefore often used to transfer information between different software such as Sage and Microsoft Excel.

The Quick Entry Import option is not available until you have set up your VAT scheme. To choose your VAT scheme, or to choose Not registered, click the Settings tab > Financial Year & VAT > VAT scheme.

After importing credits, if required, they can be allocated to invoices.

To help you import your transactions, we’ve created CSV templates which you can download as part of the import routine. If you want to know more about the CSV file format, please see the sections below.

To save an Excel file as CSV, from within the workbook, open the File menu > Save As > Save as type > CSV (Comma delimited)(*.csv).

For an import to work correctly, the CSV file must include the customer or supplier reference from the contact record.

Sales quick entry import format – For a VAT registered business

To import invoice or credit information, the CSV file must include a header row and be in the following format:

Column Field name Type Notes
A* Type Text Enter Inv or Crn
B* Customer Reference Alphanumeric text Customer account reference. No more than 10 characters.
Note: The customer contact should already exist in your contacts list.
C* Date DD-MM-YYYY Transaction date
D Customer name Alphabetic Text No more than 50 characters.
E* Reference Alphanumeric text No more than 25 characters.
F* Ledger Account Numeric text No more than 8 digits.
G Details Alphanumeric text No more than 255 characters. You can enter more characters, however only the first 25 are imported.
H* Net Numeric text No more than 8 digits plus 2 decimal places, for example, 99999999.99
I* VAT Rate Alphabetic text Standard, Zero Rated, Lower Rate, Exempt or No VAT
J* VAT Numeric text No more than 8 digits plus 2 decimal places, for example, 99999999.99
K* Total Numeric text No more than 8 digits plus 2 decimal places, for example, 99999999.99
L Analysis Type 1 Alphanumeric text No more than 50 characters.This should be the analysis type name you entered in Settings > Analysis Types > then the relevant section. for example, a department name.
M Analysis Type 2 Alphanumeric text No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types.
N Analysis Type 3 Alphanumeric text No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types.
*compulsory field

Sales quick entry import format – For a non-VAT registered business

To import invoice or credit information, the CSV file must include a header row and be in the following format:

Column Field name Type Notes
A* Type Text Enter Inv or Crn
B* Customer Reference Alphanumeric text Customer account reference. No more than 10 characters.
Note: The customer contact should already exist in your contacts list.
C* Date DD-MM-YYYY Transaction date
D Customer name Alphabetic Text No more than 50 characters.
E* Reference Alphanumeric text No more than 25 characters.
F* Ledger Account Numeric text No more than 8 digits.
G Details Alphanumeric text No more than 255 characters. You can enter more characters, however only the first 25 are imported.
H* Total Numeric text No more than 8 digits plus 2 decimal places, for example, 99999999.99
I Analysis Type 1 Alphanumeric text No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types > then the relevant section. for example, a department name.
J Analysis Type 2 Alphanumeric text No more than 50 characters.This should be the analysis type name you entered in Settings > Analysis Types.
K Analysis Type 3 Alphanumeric text No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types.
*compulsory field

Purchases quick entry import format – For a VAT registered business

To import invoice or credit information, the CSV file must include a header row and be in the following format:

Column Field name Type Notes
A* Type Text Enter Inv or Crn.
B* Supplier Reference Alphanumeric text Supplier account reference. No more than 10 characters.
Note: The supplier contact should already exist in your contacts list.
C* Date DD-MM-YYYY Transaction date.
D Supplier Name Alphabetic Text No more than 50 characters.
E* Reference Alphanumeric text No more than 25 characters.
F* Ledger Account Numeric text No more than 8 digits.
G Details Alphanumeric text No more than 255 characters. You can enter more characters, however only the first 25 are imported.
H* Net Numeric text No more than 8 digits plus 2 decimal places, for example, 99999999.99
I* VAT Rate Alphabetic text Standard, Zero Rated, Lower Rate, Exempt or No VAT
J* VAT Numeric text No more than 8 digits plus 2 decimal places, for example, 99999999.99
K* Total Numeric text No more than 8 digits plus 2 decimal places, for example, 99999999.99
L Analysis Type 1 Alphanumeric text No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types > then the relevant section. for example, a department name.
M Analysis Type 2 Alphanumeric text No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types.
N Analysis Type 3 Alphanumeric text No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types.
*compulsory field

Purchases quick entry import format – For a non- VAT registered business

To import invoice or credit information, the CSV file must include a header row and be in the following format:

Column Field name Type Notes
A* Type Text Enter Inv or Crn
B* Supplier Reference Alphanumeric text Supplier account reference. No more than 10 characters.
Note: The supplier contact should already exist in your contacts list.
C* Date DD-MM-YYYY Transaction date
D Supplier Name Alphabetic Text No more than 50 characters.
E* Reference Alphanumeric text No more than 25 characters.
F* Ledger Account Numeric text No more than 8 digits.
G Details Alphanumeric text No more than 255 characters. You can enter more characters, however only the first 25 are imported.
H* Total Numeric text No more than 8 digits plus 2 decimal places, for example, 99999999.99
I Analysis Type 1 Alphanumeric text No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types > then the relevant section. for example, a department name.
J Analysis Type 2 Alphanumeric text No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types.
K Analysis Type 3 Alphanumeric text No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types.
*compulsory field

To import your sales or purchase quick entries

  • 1. Sales or Purchases > Quick Entries > Import Quick Entries.
  • 2. If required, to download the template > click the download a template csv file here link.

Depending on your Internet browser, one of the following happens:

  • The file opens in Microsoft Excel.
  • The file downloads automatically to your Downloads folder > browse to your Downloads folder and open the file.

You’re prompted to open or save the file > Open.

If you’ve already created a CSV file without using the template, you should download the example sales import template or purchase import template and check your file is in the correct format. If it’s not, the import can fail. If your file isn’t in the right format, before continuing, you should amend it so it matches the template then proceed to step 6.

  • 3. Enter the required information.

The template shows examples of what you should enter. You should delete these example lines before importing your records into Sage One. Don’t amend the column headings.

  • 4. File > Save As > browse to the location in which you want to save your file, for example your Windows desktop.
  • 5. Save as type > CSV (Comma delimited)(*CSV) > Save > close the file.
  • 6. From within Sage One > Browse or Choose File > browse to your CSV file > Open > Upload.

You can’t use Sage One while the data is uploading.

If for any reason the upload fails, a message appears advising why it’s failed. You should fix the errors then try uploading the CSV file again.

  • 7. Click OK.

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