Import and export supplier accounts

Find this screen

Open: Purchase Ledger > Utilities > Import and Export > Import Accounts

Open: Purchase Ledger > Utilities > Import and Export > Export Accounts

How to

Create an import file for supplier accounts

You can import supplier accounts using either a CSVComma Separated Value (CSV) file format. Sage 200 can import and export data in the CSV file format. or XMLExtensible Markup Language (XML) file format. Sage 200 can import and export data in the XML file format. file.

  1. Download the import information and example files:

  2. Create your import file in the format of the CSV or XML 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.

    • The required mandatory fields will depend on whether you are creating a new account or updating an existing account.
    • Some fields can only be set when you create a new account, and can't be updated.

      Note: The bank details for an existing supplier can't be updated by using an import. You can only use an import to set bank details for a new supplier account.

  4. Save your import file.

Validate your import file

Open: Purchase Ledger > Utilities > Import and Export > Import Accounts

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 200cloud.
    • The Update Report (Invalid): Shows the invalid records that would not be imported into Sage 200cloud. 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 supplier accounts

Open: Purchase Ledger > Utilities > Import and Export > Import Accounts

  1. Select Validate and import records.

  2. Choose whether you want to update existing accounts:

    • If your import file contains existing accounts that you want to update, select Update account if it exists.
    • If you don't want to update existing accounts, don't select Update account if it exists.

    This feature is only available from Sage 200cloud Professional Spring 2019 version onwards.

  3. Choose the defaults to apply when the following are not specified in the import file.

    Note: If you leave these values blank in the import file, the specified defaults you now specify are automatically applied to the imported account records for you. This can save you time when preparing the import file.

    Choose from:

    • The nominal account to which transactions will be posted.
    • The payment terms days and their starting point.
    • How long to keep transactions in the account history (Keep transactions for).
    • The country code that represents the country in which your suppliers (or the majority of them) are based.
    • If you use the automatic supplier payment feature, select the payment group to be assigned to supplier records.
  4. Choose what to do if accounts have new analysis codes or values that don't currently exist in Sage 200cloud.

    • To import accounts with new analysis codes or values, select Ignore Invalid Analysis Codes.

      This imports new values for any analysis codes set to Enter free text on the Analysis Codes screen.

    • If you don't select Ignore Invalid Analysis Codes and the analysis code or value doesn't exist in Sage 200cloud, the account isn't imported.
  5. Click OK.

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

    Sage 200cloud validates the contents of your import file, imports valid records and generates two reports:

    • A list of the valid records that were successfully imported.
    • A list of records that failed the validation checks so were not imported.

    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.

  7. Check both reports to ensure that your records have been successfully imported.

  8. Make required corrections to the records in your import file.

    As well as updating the records that were not imported we advise you to also remove those records that were successfully imported. Imported records will be reported as existing in subsequent imports and will clutter your Update Report (Invalid) report.

  9. Repeat this process to import your supplier accounts.

Export supplier accounts

This feature is only available from Sage 200cloud Professional Spring 2019 version onwards.

Use this to export supplier accounts to a file. You can then make changes to your accounts using an external tool (such as Excel), and then import your updated information back into Sage 200cloud.

Open: Purchase Ledger > Utilities > Import and Export > Export Accounts

  1. Select the supplier accounts that you want to export.
    • All supplier accounts: Export all supplier accounts.
    • Single supplier account: Select the account to export.
    • Analysis code: Export all supplier accounts that contain a particular analysis code name and/or value. For example:

      • To export accounts that match an analysis code, select both the name and value; e.g. accounts where Region has the value North.
      • To export all accounts that have a blank value for an analysis code, select the analysis code name but leave the value blank. This is useful if you want to find supplier accounts with missing analysis codes.
  2. If you also want to include supplier accounts that have a hidden status, select Include hidden supplier accounts.
  3. Click OK, then click Yes to proceed.
  4. Choose the filename and location, then click Save.

    If you have a large number of accounts, it might take a short while to export all the information.

    Note: The bank details for the supplier account will not be included in the export file.


Useful info

Mandatory information

Mandatory information when creating new accounts (not updating existing accounts):

  • AccountNumber: This is the code for the account
  • AccountName
  • CurrencyISOCode: The currency must already exist in Sage 200cloud. Enter the ISO symbol, e.g. GBP not £.
  • The EuroAccountNumberCopiedFromTo is mandatory if you are creating a euro duplicate account for the supplier.

Other identifiers can be mandatory if other identifier values are set:

  • If PLPaymentGroup = 2 (e-Banking), then banking codes are also mandatory.

    Note: You cannot pay foreign suppliers electronically, so ensure payment groups for foreign suppliers do not have e-Banking selected for their payment group.

  • These fields must all have values for Sage 200cloud to create accounts: CountryCode, MonthsToKeepTransactionsFor, DefaultNominalAccountNumber, PaymentTermsInDays, SYSPaymentTermsBasis, PLPaymentGroup .

    You have the option to enter values individually for these in the import file, but you can also enter or select default values to fill in this information when you run the Import Accounts options. This can save some time when preparing import files.

Analysis codes

Importing analysis codes

When you import accounts, you can include analysis code values for each customer.

You can import new values for existing analysis codes. To do this:

  1. Make sure the relevant analysis codes are set to Enter Free text.

  2. Enter the new values in the import file.

    Tip: Be careful, if you mistype a value in the import file, that mistyped value will added to the record.

  3. Choose Ignore Invalid analysis codes when you import the file.

When the customer account is created, the analysis code value is added to account as a free text value. The new value is not added to the list of values on the Analysis Codes screen.

Invalid Analysis Codes

Select Ignore Invalid Analysis Code to import analysis codes and values that do not exist in Sage 200cloud. The codes will be imported in one of the following ways:

  • If the value does not exist in Sage 200cloud, and the analysis code allows free text, then the value is imported.
  • If the value does not exist in Sage 200cloud, the analysis code does not allow free text and the code is mandatory, the default value is used on the account.
  • If the value does not exist in Sage 200cloud, the analysis code does not allow free text and the code is not mandatory, a blank value is used on the account.

Clear this option to report invalid analysis codes and values on the error log. The analysis codes and values will be imported in one of the following ways:

  • If the analysis code does not exist in Sage 200cloud, it is not imported.
  • If the value does not exist in Sage 200cloud, the value will be imported if the code allows free text.
  • If the value does not exist in Sage 200cloud and the code does not allow free text, the value will not be imported.

Exporting and updating information

Some information can be exported to a CSV file, which can make updating the information easier if you need to make a lot of changes.

The information is exported to a CSV file in the same format used for an import. This means you can export information and make changes to it using an external tool (such as Excel), and then import your updated information back into Sage 200cloud.

For details of which records you can export and update, see What can I import, export and update?

Updating information

This feature is only available from Sage 200cloud Professional Spring 2019 version onwards.

  • An import file can include information for both new records and existing records that you want to update. You can choose whether or not to update existing records, by selecting Update account if it exists when you import.

  • Check the import format spreadsheet (XLS/XSLX file) for details about each import format.
  • Not all fields need to be included in the import file. You only need to include the mandatory fields.

    • If you do not want to include a field for a particular record, just leave that field blank.
    • If you do not want to include a field for any of the records in your import file, then you can remove the field altogether (including the heading).

Note: For security purposes, you can’t update the bank details for supplier using an import file. You can set the bank details when you first import a supplier account, but you can't use the import to update the bank details for an existing supplier.


FAQs

I have invalid records when I import

  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 the import file format (XLS file) and add the mandatory field to your record.
    • If a field is incorrectly formatted: refer to the import file format (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, so they aren't imported again.
  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 200cloud checks for the following:

  • Whether any of the records already exist in Sage 200cloud.

  • Each record contains all mandatory fields.
  • All fields are correctly formatted.

Two reports are produced as part of the validation process:

  • One lists those records that passed the checks and can be imported.
  • The other lists records that failed validation and would not be imported into Sage 200cloud. For each record a single failure reason is provided.

What happens when I import the file?

  1. The import file is validated.
  2. All valid records are imported. Any invalid records are ignored.
  3. A report listing the imported records is produced.

  4. If any records haven't been imported, these are shown on a second report.

Tip: Can't see the report? Check the spooler or your printer.