Update Account File

This option is only to be used with 3rd party applications.

Adding data to these tables requires technical knowledge to prepare the external data (which may have been generated from an external source) into a suitable format to write it into Sage 200.

If you use a 3rd party application to add customer, supplier or nominal accounts to Sage 200, the data can be added to three holding tables: SLPendCustomerAccount, PLPendSupplierAccount, NLPendNominalAccount.

You then use the Update Account File option to validate the data held in these tables and move it to the main account tables. This uses the same validation rules as importing via a CSV file.

Customer accounts

AccountNumber, AccountName, and CurrencyISOCode are mandatory.

If you are creating a euro duplicate account for the customer, the EuroAccountNumberCopiedFromTo is also mandatory.

  • CountryCode, MonthsToKeepTransactionsFor, DefaultNominalAccountNumber, PaymentTermsInDays, SYSPaymentTermsBasis must all hold values in order for Sage 200 to create accounts.
    • Customer and supplier accounts

    AccountNumber, AccountName, and CurrencyISOCode are mandatory.

    If you are creating a euro duplicate account for the supplier, the EuroAccountNumberCopiedFromTo is also mandatory.

    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.

    • CountryCode, MonthsToKeepTransactionsFor, DefaultNominalAccountNumber, PaymentTermsInDays, SYSPaymentTermsBasis and PLPaymentGroup must all hold values in order for Sage 200 to create accounts.
    Nominal accounts AccountNumber is mandatory. AccountReportCategory is also mandatory if NominalAccountType is not G - Group Account.

    Note: You can't use this to add information to existing customer, supplier or nominal accounts.

    • Customer, supplier or nominal accounts are created from the information in the tables. Depending on the information added, it may be necessary to modify each account individually.

    To use update account file

    Open: Sales Ledger > Utilities > Import > Update Account File or

    Open: Purchase Ledger > Utilities > Import > Update Account File or

    Open: Nominal Ledger > Utilities > Import > Update Account File

    1. Choose whether you want to:
      • Validate records only, to just check the data.
      • Validate and update records, to check the data and update the account tables.

    2. Click OK. You'll see a message indicating that the update was successful or an error log if not successful.

      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.

    See also

    Reference

    Import and export nominal account information

    Import and export customer accounts

    Import and export supplier accounts