Import nominal report categories

Find this screen

Open: Nominal Ledger > Utilities > Import > Import Report Categories.

How to

Create an import file for nominal report categories

You can import report categories using a CSV Comma Separated Value (CSV) file format. Sage 200 can import and export data in the CSV file format. file.

  1. Download the import information and example file:

  2. Create your import file in the format of the CSV example file.

  3. Read the information in the import format file (XLS), and make sure your information is correct and all mandatory fields are included.

    • All fields are mandatory.
  4. Save your import file.

Validate your import file

You can validate the file to make sure all the records are in the correct format and have the required mandatory fields. No records are imported

  1. Select Validate records only and click OK.

  2. Browse to your import file, select it and then click Open.

    The file is checked and two reports are generated:

    • The Update Report: Shows the valid records that would be successfully imported into Sage 200.
    • The Update Report (Invalid): Shows the invalid records that would not be imported into Sage 200. The reason for the failure is shown in the report, and there may be more than one reason for the failure.

    Note: The reports are displayed as a preview, printed, or sent to the spooler. This depends on the Output mode you have set.

    Note: If you get a message "Unable to process the specified file", make sure your import file is closed and isn't open in any applications.

  3. Check both reports to ensure that your records are complete and correct.

  4. Make any required corrections to the records in your import file.
  5. To revalidate your import file, repeat this process.

Import report categories

  1. Select Validate and import records.

  2. Click OK.

  3. Browse to your import file, select it and click Open.

    Note: If you get a message "Unable to process the specified file", make sure your import file is closed and isn't open in any applications.

  4. Check the validation reports to ensure that your records are complete and correct.

    Note: The reports are displayed as a preview, printed, or sent to the spooler. This depends on the Output mode you have set.

  5. Make any required corrections to the records in your import file.

    As part of this update remove the details of records that were successfully imported. This prevent erroneous errors the next time you import the file.

  6. Repeat this process to import those corrected records.

Useful info

What are report categories for?

Report categories are used to create your financial statements. They divide your nominal accounts into groups, which are then used to create the Balance Sheet and the Profit and Loss.

Each report category determines how the value from each nominal account is reported on your financial statements. To do this, each report category has a:

  • Report Type: Determines whether the account balance is reported on the Profit and Loss or Balance Sheet.
  • Category Type: Determines the section the balance is included in; Asset or Liability for the Balance Sheet; Income or Expense for the Profit and Loss.

When do I need to import report categories?

You only need to import these if you want to use your own report categories in addition to the ones we've provided. Importing is a quick way to do this.

You can't delete or amend the predefined report categories.

What if I import new report categories?

When you add a new report category, you need to consider the following:

  • Make sure that the new category has the correct Report Types and Category Type so that it's included on the correct financial statement and in the right place.

  • To make grouping accounts easier when creating financial statements, consider creating report categories in groups with similar codes.

    For example, if you have more than one report category related to sales, they all have start with the same number, such as 400, 401, 402, etc.

  • Make sure that you link the relevant nominal accounts to the new report category, to make sure the balances are included correctly on your financial reports.

  • Make sure you add the new report category to the layouts for your financial reports.

    If you don't do this, the balance of any nominal accounts using the new category won't be included on the report. You need to do this for your printed reports and Excel reports.

Questions

Some of my records are invalid

  1. Check the reason the import failed on the report and take the appropriate action:

    • If the record already exists: remove the record from your file.
    • If a mandatory field is missing: refer to file structure XLS file and add the mandatory field to your record.
    • If a field is incorrectly formatted: refer to file structure XLS file and amend the field so it adheres to the required format.
  2. Remove those records that were successfully imported from your import file. As they're now existing records, they'll be reported as invalid when you re-import the file.
  3. After addressing all issues, import the file again.

What happens when

What happens when I validate the file?

When you validate an import file, Sage 200 checks for the following:

  • Whether an item already exists.

  • All items contain the required mandatory fields.

  • All fields are correctly formatted.

The result of the validation is provided by reports.

  • A report lists the items that are valid and can be imported.

  • A separate report is produced to list any items that are invalid and can't be imported. The report will tell you why individual items are invalid.

Note: Depending on your selected output mode, the reports are displayed as a preview, sent to the spooler, or sent to the printer.

What happens when I import the file?

  1. The import file is validated.

  2. The import file is processed.

    All valid items are imported, and any invalid items are ignored.

  3. The result of the import is provided by reports.

    • A report lists the valid items that were successfully imported.

    • A separate report is produced to list any items that were invalid and could not be imported.

    Note: Depending on your selected output mode, the reports are displayed as a preview, sent to the spooler, or sent to the printer.

See also

Reference

Import, export and update information

Maintain Report Categories