Do you want to know how to import your sales invoices and credit notes from Excel or other software into Sage Business Cloud Accounting? You can import them as “Quick Entries” from a CSV (Comma Separated Values) file. The invoices/credit notes can be imported into Sage Business Cloud Accounting from any software that can export them as a CSV file e.g. other accounting software. You will then need to manipulate the exported file into the format required by Sage Business Cloud Accounting using Excel or another spreadsheet app.
Excel can save files in CSV format from the File->Save As menu option. When the Save As dialog box pops up, change the “Save As type:” to “CSV (Comma delimited) (*.csv)” from the dropdown of file types.
Sage have produced a CSV template file as a starting point. You can download it here:
After downloading it, I recommend you save a copy with a different name because you will need to refer back to it.
Further down on the same web page, Sage have dropdowns that, when clicked, show the field names (columns) and formats required to import the data. Be warned however, that I have found some of those definitions to be out of date. The examples in the downloadable CSV template seem to be more up to date, so I recommend you follow the examples in there. For example, use “Inv” or “Crn” in the Type field, not “Invoice” or “Cr Note” as described on the web page.
Points to note when creating the CSV file
The Reference number (Customer Reference) must already exist in Sage Business Cloud Accounting before you import the file, else the import will fail. Ensure all the customers and their References have been added to Sage Business Cloud Accounting before you import the file and that the References exactly match those in your CSV file.
- The Ledger Account number must also match one that already exists in Sage Business Cloud Accounting.
- For customers who are not VAT registered, omit the Net, VAT Rate and VAT columns entirely from the CSV file i.e. the Details column should be immediately before the Total column.
- The Analysis Type 1, 2, and 3 columns can be left empty.
- Delete any rows with a Total value of zero as Sage Business Cloud Accounting cannot import them.
- I have found that Sage Business Cloud Accounting doesn’t like any blanks at the end of the CSV file, so make sure you delete any blank rows after your last row of data in the file.
How to do the import
Sage have included instructions on how to import the CSV file on the above-mentioned web page. In summary:
- Click Sales-> New Quick Entry->Import Quick Entries.
- Click File and then browse to your CSV file to import.
- Click Upload. If the upload fails, Sage Business Cloud Accounting will show a message indicating why it has failed. I have found failures are usually caused by:
- References not already existing in Sage Business Cloud Accounting.
- Zero in the Total column.
- Blank lines at the end of the CSV file.
Fix your CSV file and then try importing again.
4. Sage Business Cloud Accounting will display “Upload Successful” and the number of records uploaded when the import has worked.
How to Import Purchase Invoices
You can also import purchase invoices into Sage Business Cloud Accounting. The instructions and template are on the same web page as above.
Cornwall Bookkeeping And Accounts are certified Sage Business Cloud Accounting advisors.