Import, export and update information

To help you set up and create your records, you can:

  • Use an import file to create or update account records and transactions Sage 200cloud.
  • Export accounts to a file, so you can update them in an external tool such as Excel, and then reimport back to Sage 200cloud.

Using an import file is useful when you want to create or update a large number of records in one go, as it's much quicker than entering the records manually in Sage 200cloud.

What can I import, export and update?

Area Import Export Update
Nominal        

Nominal accounts

Yes Yes Yes

Import and export nominal account information

Nominal transactions

Yes    

Import and export nominal account information

Nominal budget values

Yes    

Import and export nominal account information

Cost centres (funds)

Yes    

Import cost centres

Departments

Yes    

Import departments

Nominal report categories

Yes    

Import nominal report categories

Fixed assets

Yes    

Import fixed asset records

Customers        

Customer accounts

Yes Yes Yes

Import and export customer accounts

Customer transactions

Yes    

Import customer transactions

Customer delivery addresses

Yes    

Import customer delivery addresses

Suppliers        

Supplier accounts

Yes Yes Yes

Import and export supplier accounts

Supplier transactions

Yes    

Import supplier transactions

Stock and Prices      

Stock items

Yes Yes Yes

Import and export stock items

Product groups

Yes     Import product groups

Stock opening balances

Yes    

Import stock opening balances

Cross-selling stock items

Yes    

Import cross-selling stock items

Alternative stock items

Yes    

Import alternative stock items

Stock item selling prices

Yes Yes Yes

Import and export selling prices

Stock item supplier prices

Yes    

Import supplier price lists

Bill of Materials        

Bill of Materials components

Yes

 

 

Import Bill of Materials

Importing information

All information is imported using either CSV or XML files. Example import files are provided for each type of import.

  • CSV files can be used to import most information, and these files can easily be created and edited in a text editor or Microsoft Excel.
  • XML files can be used to import some types of information, as an alternative to using CSV.
  • An import format spreadsheet (XLS/XSLX file) is provided with details about each import format. Read this before you create your import file, to help you create the file in the correct format.

To download import files, see What can I import, export and update?

When to import

You can import data at any time.

  • If you're just starting with Sage 200cloud, then you can import nominal accounts data as part of the initial configuration.
  • If you're migrating data from another product, you can use the Import wizard to help you through the import process.

    You can find the import wizard from the menu: Import records > Import wizard.

  • If you're importing other records, you can use the appropriate import screen located in the Import Records section of the menu.

Import rules

  • Data can only be imported once. If you try to import the same records again, the records will show as Invalid on the report.
  • The data must be in the correct format as outlined in the file structure.
  • Some imports have mandatory fields. These fields must be complete for all records.
  • Some imports rely on other records already existing in Sage 200cloud. For example, if you're using cost centres and departments, these must be set up in Sage 200cloud before you can import nominal accounts. In the same way, product groups must exist before you can import stock records.
  • 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 correct order to import records

When importing records you need to make sure that you import in a specific order due to the dependencies between some of the records. You must import account and records before importing transactions, for example.

Validation reports

It's good idea when importing records to make sure all the records in your import file meet the rules. To do this you can choose to Validate your records before importing them. This checks the records in the files and produces two reports:

  • The Update Report details the records successfully validated or imported.
  • The Update Report (Invalid) details the records that failed and were not imported. For each failure a single failure reason is displayed.

Use them to identify and correct any records that were not 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

  • 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).

What do you want to import and export?

Import customer accounts

Import customer transactions

Import price lists

Import customer delivery addresses

Import supplier accounts

Import supplier transactions

Import Nominal accounts, transactions and budgets

Import report categories

Import cost centres

Import departments

Import fixed assets

Import product groups

Import and export stock items

Import stock opening balances

Import cross-selling stock items

Import alternative stock items

Import Bill of Materials

Import supplier price lists

Import and export selling prices