Import and export selling prices

Find this screen

Open: Price Book > Utilities > Import Prices.

Open: Price Book > Utilities > Export Prices.

How to

Create an import file for a universal price band

You can import prices for several Universal price bands including the standard price band, 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 files:

   • Price Band import format (XLS): Details of the information you need to include in the file.
   • Price Band example CSV file: Use this to import from CSV format.
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.

   • Each price must have a Stock item code, Stock item name, Product group name, Unit and Standard.

   • All price bands that need to be updated must be present in the import file, even those linked to the Standard price band.

     Prices for an item should be left blank, if its price for that price band is linked to the Standard price band.

   Note - warning

   Make sure that you change the column heading names in your CSV import file to match the names of your price bands.

4. Save your import file.

Create an import file for a limited price band

You can import prices for a Limited price band using a CSV Comma Separated Value (CSV) file format. Sage 200 can import and export data in the CSV file format. file.

• You must import prices separately for each price band.
• You can choose to link new stock items if you want to. If the CSV file contains prices for stock items not currently linked to the price band, the import process will create these links.

To import prices:

1. Download the import information and example files:

   • Limited Price Bands import format (XLS): Details of the information you need to include in the file.
   • Limited Price Bands example CSV file: Use this to import from CSV format.
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

Open: Price Book > Utilities > Import Prices.

When importing you can choose to the records in the correct format first. This just check the records and reports any errors. It doesn't import any information.

1. Select the Price Band Type, from Universal or Limited.

2. If you select Limited:

   • Select the Limited Price Band from the list.

   • If stock items in your import file are not currently in this price band, you can choose whether or not to add these to the price band.

     • Add the new stock items and update all prices.
     • Do not add the new stock items but import prices on existing stock items.
3. Select Validate records only and click OK.

4. Browse to the import file you created, select it and then click Open.

   Sage 200 checks the file and generates an error report for any records that can't be imported.

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

Import selling prices

Open: Price Book > Utilities > Import Prices.

1. Select the Price Band Type you want to import, from Universal or Limited.

2. If you select Limited:

   • Select the Limited Price Band from the list.

   • If stock items in your import file are not currently in this price band, you can choose whether or not to add these to the price band.

     • Add the new stock items and update all prices.
     • Do not add the new stock items but import prices on existing stock items.
3. Select Validate and import prices, then click OK.

4. Browse to the import file you created, select it and then click Open.

   Sage 200 checks the file and generates an error report for any records that can't be imported.

   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.

5. Make any required corrections to the records in your import file.
6. Repeat until all records are successfully imported.

Note: The import may take a long time to complete if you have a large number of items in the import file. For example, it might take 1 minute per 1,000 items in the import file. Therefore, it's a good idea to remove any unnecessary items from the import file. So if you're only updating 10 items in a file that has 10,000 items, then edit the import file so it only contains those 10 items.

Export selling prices

Open: Price Book > Utilities > Export Prices.

1. Choose whether to export Universal or Limited price bands.
2. If you select Limited, choose the price band to export.
3. Click OK.
4. Enter the file name, and set the file type to either CSV or XML.
5. Click Save.

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Useful info

About importing and exporting selling prices

Use import and export to quickly update or make global changes to the prices of your stock items. You can maintain your prices in a spreadsheet (using Excel for example), and import and export them using a CSV file.

Importing

You import selling prices according to the price band they belong to, so you must have created the price band in Sage 200 first. It's a good idea to keep the prices for each price as separate CSV files and them import them one at a time.

Exporting

You can send the stock selling prices stored in Sage 200 to a CSV or XML file. This is useful if you store your prices in a spreadsheet or something similar. It's also a quick way to update your prices as prices are exported in the same format as they're in imported.

Limited price bands are exported one at a time.

If you have prices in a Universal price band that are linked to the Standard selling price, these prices are only shown for Standard price band.

Note: You can't export prices for the Standard price band. If you do, the prices will be blank when exported.

Import rules

• The data must be in the correct format as outlined in the file structure.

• All price bands that need to be updated must be present in the import file, even price bands that are linked to the Standard price band.

• If you don't enter a value for a stock item in a price band (the value is left blank, and not zero), the stock item will be set to use the standard price for that price band (it will be set to Use Std).

• Prices for an item should be left blank, if its price for that price band is linked to the Standard price band. If you enter an item price in a price band that's linked to the Standard price band (the item's price is set to Use Std), then all prices for that stock item will be ignored by the import and will be detailed in the error log.

• Valid records are imported even if the a file contains some invalid records.
• Invalid records are shown on the invalid import report. You can then make the required changes and import again.

• The price will not be imported when:

  • A price isn't specified for an item.
  • The price is negative.
  • The stock item is duplicated in the import file.
  • The stock item doesn't exist in Sage 200.