Import nominal report categories

Find this screen

Open: Import Records > Nominal > Import Report Categories

How to

Create an import file for report categories

You can import report categories 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 file:

  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.
  4. Save your import file.

Validate your import file

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

  1. Select Validate and import records.

  2. Click OK.

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

    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.

  4. Check the validation reports to ensure that your records are complete and correct.

    Note: The reports are displayed as a preview, printed, or sent to the spooler. This depends on the Output mode you have set.

  5. Make any required corrections to the records in your import file.

    As part of this update remove the details of records that were successfully imported. This prevent erroneous errors the next time you import the file.

  6. Repeat this process to import those corrected records.

Useful info

About importing report categories

If you have a large number of report categories to add to the predefined set of report categories provided by Sage 200, you can import these into Sage 200 from a CSV file.

Each imported category must:

What are report categories for?

Report categories are used to create your financial statements. They divide your nominal accounts into groups, which are then used to create the Balance Sheet and the Profit and Loss.

Each report category determines how the value from each nominal account is reported on your financial statements. To do this, each report category has a:

  • Report Type: Determines whether the account balance is reported on the Profit and Loss or Balance Sheet.
  • Category Type: Determines the section the balance is included in; Asset or Liability for the Balance Sheet; Income or Expense for the Profit and Loss.

Report categories are used to create your financial statements and group your account balances for reporting purposes.

Each report category determines how the value from each nominal account is reported on your financial statements. To do this, each report category has a:

  • Report Type: Determines whether the account balance is reported on the Income and Expenditure reports (Profit and Loss) or Balance Sheet.
  • Category Type: Determines the section the balance is included in; Asset or Liability for the Balance Sheet; Income or Expense for the Profit and Loss.

When do I need to import report categories?

You only need to import these if you want to use your own report categories in addition to the ones we've provided. Importing is a quick way to do this.

You can't delete or amend the predefined report categories.

Code Name Type Category Type
001 Property Balance Sheet Asset
002 Plant / Machinery Balance Sheet Asset
003 Plant / Machinery Depreciation Balance Sheet Asset
004 Office Equipment Balance Sheet Asset
005 Office Equipment Depreciation Balance Sheet Asset
006 Furniture and Fixtures Balance Sheet Asset
007 Furniture and Fixtures Depreciation Balance Sheet Asset
008 Motor Vehicles Balance Sheet Asset
009 Motor Vehicles Depreciation Balance Sheet Asset
100 Stock Balance Sheet Asset
110 Debtors Balance Sheet Asset
120 Bank Account Balance Sheet Asset
130 Deposits and Cash Balance Sheet Asset
150 Credit Card (Debtors) Balance Sheet Asset
140 Credit Card (Creditors) Balance Sheet Liability
200 Creditors (Short Term) Balance Sheet Liability
210 VAT (Output) Balance Sheet Liability
220 VAT (Input) Balance Sheet Liability
230 VAT Liability Balance Sheet Liability
250 PAYE Balance Sheet Liability
260 NI Balance Sheet Liability
270 Net Wages Balance Sheet Liability
280 Pension Balance Sheet Liability
290 Creditors (Long term) Balance Sheet Liability
300 Share Capital Balance Sheet Liability
310 Reserves Balance Sheet Liability
320 P & L Account Balance Sheet Liability
400 Product Sales Profit and Loss Income
410 Export Sales Profit and Loss Income
420 Sales of Assets Profit and Loss Income
440 Credit Charges (Late Payments) Profit and Loss Income
490 Other Income Profit and Loss Income
500 Purchases Profit and Loss Expense
510 Purchase Charges Profit and Loss Expense
520 Stock Profit and Loss Expense
510 Labour Profit and Loss Expense
600 Commissions Profit and Loss Expense
620 Sales Promotion Profit and Loss Expense
690 Miscellaneous Expenses Profit and Loss Expense
700 Gross Wages Profit and Loss Expense
710 Rent and Rates Profit and Loss Expense
720 Heat and Light Profit and Loss Expense
730 Motor Expenses Profit and Loss Expense
740 Travelling and Entertainment Profit and Loss Expense
750 Printing and Stationery Profit and Loss Expense
760 Telephone and Computer Charges Profit and Loss Expense
770 Professional fees Profit and Loss Expense
780 Equipment Hire and Rental Profit and Loss Expense
790 Maintenance Profit and Loss Expense
800 Bank Charges and Interest Profit and Loss Expense
900 Depreciation Profit and Loss Expense
910 Bad Debts Profit and Loss Expense
920 General Expenses Profit and Loss Expense
930 Taxation Profit and Loss Expense
999 Suspense Profit and Loss Expense

For maintained schools, the predefined report categories represent your CFR codes and are based on current guidance from the Education Funding Agency. You shouldn't need to change these.

For academies, the predefined report categories represent categories used by most schools.

Code Description Type Category Type
BS01 Freehold Property Balance Sheet Asset
BS02 Freehold Property Depreciation Balance Sheet Asset
BS03 Leasehold Property Balance Sheet Asset
BS04 Leasehold Property Depreciation Balance Sheet Asset
BS05 Office Equipment Balance Sheet Asset
BS06 Office Equipment Depreciation Balance Sheet Asset
BS07 Furniture and Fixtures Balance Sheet Asset
BS08 Furniture and Fixtures Depreciation Balance Sheet Asset
BS09 Motor Vehicles Balance Sheet Asset
BS10 Motor Vehicles Depreciation Balance Sheet Asset
BS11 Computer Equipment and Software Balance Sheet Asset
BS12 Computer Equipment and Software Depreciation Balance Sheet Asset
BS13 Stock Balance Sheet Asset
BS14 Debtors Balance Sheet Asset
BS15 Bank Account Balance Sheet Asset
BS16 Deposits and Cash Balance Sheet Asset
BS17 Creditors: Short Term Balance Sheet Liability
BS18 VAT Liability Balance Sheet Liability
BS19 Taxation Balance Sheet Liability
BS20 Wages Balance Sheet Liability
BS21 Pension Balance Sheet Liability
BS22 Creditors: Long Term Balance Sheet Liability
BS23 Reserves Balance Sheet Liability
E01 Curriculum Supplies Profit and Loss Income
E02 Library Services Profit and Loss Expense
E03 Assessment & Examination Profit and Loss Expense
E04 School Fabric Profit and Loss Expense
E05 School Office Profit and Loss Expense
E06 ICT Expenditure Profit and Loss Expense
E07 School Trips Profit and Loss Expense
E08 Headteacher's Contingency Profit and Loss Expense
E09 Governors' Provisions Profit and Loss Expense
E10 Student Bursary Payments Profit and Loss Expense
E11 Exclusion Costs Profit and Loss Expense
E12 After-School Club Expenditure Profit and Loss Expense
E13 Purchases Profit and Loss Expense
E14 Charitable Donations Profit and Loss Expense
E15 Other Expenditure Profit and Loss Expense
E16 Building Projects Profit and Loss Expense
E17 PFI Profit and Loss Expense
E18 Building & Grounds Profit and Loss Expense
E19 Staffing Costs Profit and Loss Expense
E20 Catering Costs Profit and Loss Expense
E21 Heat, Light and Power Profit and Loss Expense
E22 Rent and Rates Profit and Loss Expense
E23 Professional Fees Profit and Loss Expense
E24 Travel Expenses Profit and Loss Expense
E25 Motor Expenses Profit and Loss Expense
E26 Bank Charges and Interest Profit and Loss Expense
E27 Depreciation Profit and Loss Expense
E28 Non-Reclaimable VAT Profit and Loss Expense
E29 Bad Debts Profit and Loss Expense
I01 General Annual Grant (GAG) Profit and Loss Income
I02 Other Grant Income Profit and Loss Income
I03 Income Generated Profit and Loss Income
I04 Donations Profit and Loss Income
I05 Other Income Profit and Loss Income
I06 Sale of Assets Profit and Loss Income
I07 Investments Profit and Loss Income
M01 Suspense Profit and Loss Expense
CFR codes for Income and Expenditure
Code Name Type Category Type
CE00 De minimis levels for capitalising expenditure Profit and Loss Expense
CE01 Acquisition of land and existing buildings Profit and Loss Expense
CE02 New construction, conversion and renovation Profit and Loss Expense
CE03 Vehicles, plant, equipment and machinery Profit and Loss Expense
CE04 Information and communication technology Profit and Loss Expense
CI01 Capital income Profit and Loss Income
CI03 Voluntary or private income Profit and Loss Income
CI04 Direct revenue financing Profit and Loss Income
E01

Teaching staff -

Profit and Loss Expense
E02 Supply teaching staff Profit and Loss Expense
E03 Education support staff Profit and Loss Expense
E04 Premises staff Profit and Loss Expense
E05 Administrative and clerical staff Profit and Loss Expense
E06 Catering staff Profit and Loss Expense
E07 Cost of other staff Profit and Loss Expense
E08 Indirect employee expenses Profit and Loss Expense
E09 Staff development and training Profit and Loss Expense
E10 Supply teacher insurance Profit and Loss Expense
E11 Staff-related insurance Profit and Loss Expense
E12 Building maintenance and improvement Profit and Loss Expense
E13 Grounds maintenance and improvement Profit and Loss Expense
E14 Cleaning and caretaking Profit and Loss Expense
E15 Water and sewerage Profit and Loss Expense
E16 Energy Profit and Loss Expense
E17 Rates Profit and Loss Expense
E18 Other occupation costs Profit and Loss Expense
E19 Learning resources Profit and Loss Expense
E20 ICT learning resources Profit and Loss Expense
E21 Examination fees Profit and Loss Expense
E22 Administrative supplies Profit and Loss Expense
E23 Other insurance premiums Profit and Loss Expense
E24 Special facilities Profit and Loss Expense
E25 Catering supplies Profit and Loss Expense
E26 Agency supply teaching staff Profit and Loss Expense
E27 Bought-in professional services -curriculum Profit and Loss Expense
E28 Bought-in professional services - other Profit and Loss Expense
E29 Loan interest Profit and Loss Expense
E30 Direct revenue financing (revenue contributions to capital) Profit and Loss Expense
E31 Community-focused school staff Profit and Loss Expense
E32 Community-focused school costs Profit and Loss Expense
I01 Funds delegated by the local authority Profit and Loss Income
I02 Funding for sixth form students Profit and Loss Income
I03 High needs top-up funding Profit and Loss Income
I04 Funding for minority ethnic pupils Profit and Loss Income
I05 Pupil premium Profit and Loss Income
I06 Other government grants Profit and Loss Income
I07 Other grants and payments received Profit and Loss Income
I08 Income from facilities and services Profit and Loss Income
I09 Income from catering Profit and Loss Income
I10 Receipts from supply teacher insurance claims Profit and Loss Income
I11 Receipts from other insurance claims Profit and Loss Income
I12 Income from contributions to visits Profit and Loss Income
I13 Donations and/or voluntary funds Profit and Loss Income
I15 Pupil-focused extended school funding and or grants Profit and Loss Income
I16 Community focused school funding and or grants Profit and Loss Income
I17 Community-focused school facilities income Profit and Loss Income
I18 Additional grant for schools Profit and Loss Income
Additional report categories for the Balance Sheet and control accounts
Code Name Type Category Type
BS01 Property Balance Sheet Asset
BS02 Office Equipment Balance Sheet Asset
BS03 Furniture and Fixtures Balance Sheet Asset
BS04 Motor Vehicles Balance Sheet Asset
BS05 Stock Balance Sheet Asset
BS06 Debtors Balance Sheet Asset
BS07 Deposits and Cash Balance Sheet Asset
BS08 Creditors (Short Term) Balance Sheet Liability
BS09 VAT Liability Balance Sheet Liability
BS10 Taxation Balance Sheet Liability
BS11 Wages Balance Sheet Liability
BS12 Creditors (Long term) Balance Sheet Liability
BS13 P & L Account Balance Sheet Liability
M01 Bad Debt Profit and Loss Expense
M02 Suspense Profit and Loss Expense

What if I import new report categories?

When you add a new report category, you need to consider the following:

  • Make sure that the new category has the correct Report Types and Category Type so that it's included on the correct financial statement and in the right place.

  • To make grouping accounts easier when creating financial statements, consider creating report categories in groups with similar codes.

    For example, if you have more than one report category related to sales, they all have start with the same number, such as 400, 401, 402, etc.

    For example, your next income report category could be I07.

  • Make sure that you link the relevant nominal accounts to the new report category, to make sure the balances are included correctly on your financial reports.

  • Make sure you add the new report category to the layouts for your financial reports.

    If you don't do this, the balance of any nominal accounts using the new category won't be included on the report. You need to do this for your printed reports (Financial Statement Layouts) and Excel reports (Financial Statement Designer).

When should I import SOFA categories?

You'll only need to do this if the report requirements have changed. The predefined set of SOFA categories in are based on the requirements for the SOFA report from SORP 2015.

If you do you add a SOFA category, you need to consider the following:

  • Make sure that the new category has the correct Report Types and Category Type so that it's included on the correct section of the SOFA report.

  • Make sure that you link the relevant nominal accounts to the new SOFA category, to make sure these funds are included on the SOFA report.

  • Add the new SOFA category to the SOFA report layout.

Fix it

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.

Note: Don't forget to link the new report categories to your nominal accounts.

See also

Related information

Import, export and update information

Other useful information

Creating your chart of accounts

Report categories