Last updated: March 7th, 2024

Import Excel into Sage 50 Data

Importing Excel data into Sage 50 is a useful feature that can save a lot of time while migrating data from another accounting system. There are many ways through which a user can import data into Sage 50. However, most of these processes require manual work and can be time-consuming, making them less popular among users.

How to Import Excel Data to Sage 50?

Before importing Excel (or any data) into Sage 50, it is crucial to follow the correct order of importing. Certain data must be in the system before you are allowed to import other data. For example, before importing the Sales Receipt Journal, you must import the Customer List or Chart of Accounts into your system.

Please follow the below-mentioned instructions to import Excel transactions into Sage 50:

1. Open Sage 50
2. Go to the File menu
3. Click on Select Import/Export
4. The Select Import/Export window will appear on your screen
5. Select the Program area you want to use
6. Select the template to use
7. Now click on the Import button
8. The Window for the selected template will be displayed, along with the Fields tab
9. For each field included in your file to import, select the check box named Show
10. If any of the fields listed are not in the proper order, highlight the first field you wish to move, then select the Move button
11. Click below the row where you wish to move the field (this will move the field just above the clicked position, and the column numbers will adjust accordingly)
12. Click on the Options tab after you are done with Fields
13. If you want to be warned about duplicate receipt reference numbers or check numbers while importing, click on the check box named Warn if Duplicate Reference (this applies while importing receipts transactions, Payroll, or payments, and the existing record will be overwritten by the imported record)
14. By default, Sage 50 applies a default file name and path in the C drive (the file name will be the original Sage 50 file name with a .CSV extension). If you need to change the filename and/or path of the import file, click the arrow button and specify a different path, drive, or type over the default name
15. If the file you want to import includes column headings, click the checkbox named First Row Contains Headings (this will let Sage 50 ignore the first row in your data file)
16. Click on Save and then rename this new template (you are not allowed to use the default name in Sage 50, so enter a new and unique name)
17. After making the necessary selections, click on OK to start the import process

What Type of Information Can I Import into Sage 50?

When importing data into Sage 50, it's important to remember that the following types of information can be imported from various accounting software:

• De minimis items
• Routine items
• Non-routine items

However, certain items cannot be imported into Sage 50 (mentioned at the bottom of this page).

Things to Know Before Importing Data into Sage 50

Before importing data into Sage 50, there are a few things you need to do to avoid losing data or information:

1. Take a backup: Before importing a Sage 50 account into your CRM, take a backup of their system. If anything goes wrong during the import process, you can restore the Sage 50 accounting system using the backup.

2. Keep in mind:

   • To import a purchase or sales transaction using Sage 50, the 'Due Date' field must also be imported (Sage 50 cannot estimate the due date for the transaction)
   • Some data doesn't get imported, including:
     • G/L account links, custom field labels, shipping methods, payroll fields, etc.
     • Inventory beginning balances
     • Job beginning balances
     • Sales Tax information
     • Payroll Tax Formulas
     • Task Window Templates
   • Some fields, such as passwords and credit cards, are not easily imported (the definition list will provide an explanation for these types of fields)
   • The order of importing data is extremely important (e.g., you cannot import the vendor list before the employee list). The order to follow is:
     1. Chart of accounts
     2. Employee List
     3. Vendor List
     4. Customer List
     5. Inventory Item List
     6. Phase List
     7. Cost Code List
     8. Job List
   • When importing duplicate reference numbers, if the import process is blocked by any error, Sage 50 will require the user to manually enter those records (this may be necessary when you need more than one reference number to match an ID)
   • In some cases, Sage 50 allows duplicate reference numbers to be imported (e.g., payroll checks can have duplicate check numbers, and a warning will pop up, but it's not always prohibited)

By following the steps sequentially, you can successfully import an Excel file into Sage 50. If you experience any difficulties, you may speak to Sage 50 experts who can provide support and services whenever needed.

Frequently Asked Questions (FAQs)

1. Is it necessary to take a backup of the Sage 50 database?

Yes. Please ensure to take a proper backup of the Sage 50 database. If any mistake happens in the import process, you can easily restore your Sage 50 data from the backup.

2. While importing data from Excel to Sage 50, what should I import first, lists or transactions?

Please note that the order in which you import data is important for successfully importing any data. You should always import lists first and then proceed to import transactions.

3. While importing data, how important is it to maintain the number and order of the fields in the import file?

It is extremely important. It will ensure that the same fields are included in the import file. The import will not happen if the fields do not match, in order and number, with the fields you checked to show.

4. Can I import Excel transactions into Sage 50?

Yes, you can. By importing, you can update existing transactions.