Import and export supplier accounts

Find this screen

Open: Import Records > Suppliers > Import Supplier Accounts

Open: Export Records > Suppliers > Export Supplier Accounts

How to

Create an import file for supplier accounts

You can import supplier accounts using either a CSV Comma Separated Value (CSV) file format. Sage 200 can import and export data in the CSV file format. or XML Extensible 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: Import Records > Suppliers > Import Supplier Accounts

You can choose to validate the import file, which checks that the records are in the correct format before you import. Doing this doesn't import any information.

  1. Select Validate records only and click OK.

  2. Browse to the import file and click Open.

    Sage 200 checks the file and generates two reports; one lists the imported records, the other lists the invalid records. If there are invalid records, the reason for the failure is shown in the report.

    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 corrections required to the records in your import file.
  5. To re-validate your import file, repeat this process.

Import supplier accounts

Open: Import Records > Suppliers > Import Supplier 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.

  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.
    • 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 200.

    • 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.

      Note: Make sure the relevant analysis codes are set to Enter Free text before you import. See Import new analysis code values.

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

  5. Click OK.

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

    Sage 200 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

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 200.

Open: Export Records > Suppliers > Export Supplier 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

Importing supplier records

To speed up the supplier account creation process you can import their details, in bulk, into Sage 200.

Each record can contain:

  • General account information such as the company name, the country in which it is based and the currency in which it operates.
  • Your credit limit with them, business terms and any credit reference details.
  • VAT and information.
  • Contact information.

Much of this information is not mandatory. Refer to the supporting information below for details of what information must be provided.

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 200. 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 200 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

Analysis codes are extra pieces of information that you can use as custom fields, to improve your reporting and to compare different areas of your business.

You can have 20 analysis codes for each area.

An analysis code has two parts:

  • Code or Name - this a label and represents how you want to group your data.

  • Value - this can be a set of predefined values or free text. This is how you want to break down the data for each group.

On each account, you can choose the value that you want to associate with each code. For example, if you want to group accounts by location, for a supplier located in Birmingham, you would choose Midlands as the value for a Region analysis code.

You can then report on your data by all supplier in the Midlands region.

Import new analysis code values

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.

    This is required because 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 defined Values on the Analysis Codes screen.

  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.

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 200.

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 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.

Questions

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 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

Related information

Import supplier transactions

Import, export and update information

Other useful information

Introduction to purchases and suppliers

Supplier accounts

Pay suppliers automatically with payment processing