How to Import Excel into Sage 50 (Importing Excel) – An Easy Way

Import Excel into Sage 50 data is a useful feature incorporated in sage 50. You can save a lot of time while migrating data from another accounting system. There are many ways through which a user can get their “import data into Sage 50”. However, all of those processes require manual work to be done by the user and are more time consuming and more intensive. By considering these methods too time-consuming, they aren’t first choice for most people.

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How to Import Excel Data to Sage 50?

Please note that while you import excel (or any data, for that matter) to Sage 50, the order of importing is very important. You can read the topic if your Sage 50 failed to connect to excel while transfer data. Certain data contained in some files must be in the system before you are allowed to import some 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 that can help you to import Excel transactions into Sage 50:

  • Open Sage 50
  • Go to the File menu
  • Click on Select Import/Export
  • The Select Import/Export window will appear on your screen
  • Select the Program area you want to use
  • Select the template to use
  • Now click on the Import button
  • The Window for the selected template will be displayed, along with the Fields tab
  • For each field included in your file to import, select the check box named Show
  • If any of the fields listed are not found to be in proper order, highlight the first of the fields you wish to move. Then, select the Move button.
  • Click below the row to where you wish to move the field. This will move the field to the place just above the position where you clicked. The column numbers would adjust accordingly.
  • Click on the Options tab, after you are done with Fields
  • While importing, if you want to be warned about duplicate receipt reference numbers or check numbers, click on the check box named Warn if Duplicate Reference. This will be applicable while importing receipts transactions, Payroll or payments. The existing record will be overwritten by the imported record.
  • By default, Sage 50 applies a default file name and path in C drive. The file name will be the original Sage 50 file name, with .CSV extension. If you need to change the filename and/or the path of the import file, click the arrow button. You can specify a different path or different drive and type over and above the default name.
  • If the file you want to import includes column headings, click the checkbox named First Row Contains Headings. It will let Sage 50 ignore the first row in your data file.
  • Click on Save and then rename this new template. You are not allowed to use the default name in Sage 50. You should enter a new and unique name.
  • After you are done with 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, routine and non-routine items. As for exceptions, we have mentions of items that cannot be imported into Sage 50 at the bottom of this page.

Some things to know before importing your data into Sage 50

Before you start importing data into Sage 50, there are a few things you need to do. If you fail to adhere to these guidelines, you may lose some data or information.

The first thing you’ll want to do before importing a Sage 50 account into your CRM is to take a backup of their system. If anything goes wrong during the import process, the Sage 50 accounting system can be restored by using the backup right off the bat.

After you’ve successfully imported your data into Sage 50, there are a few additional points that need to be kept in mind. Some of the tips and pointers mentioned below are extremely helpful.

  • Using Sage 50 to import a purchase or sales transaction requires the ‘Due Date’ field to also be imported. It is not capable of estimating 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. For these types of fields, the definition list will provide an explanation.
  • The order in which the user imports data is extremely important. For example, the user cannot import the vendor list before the employee list. There is a certain order that needs to be followed, which is: Chart of accounts -> Employee List -> Vendor List -> Customer List -> Inventory Item List -> Phase List -> Cost Code List -> Job List.
  • When importing the duplicate reference number, in the case that the import process is blocked by any sort of error, Sage 50 will require the user to manually enter those records. In some cases where you have a need for more than one reference number to match an ID, this would be necessary.
  • Sometimes, Sage 50 does allow duplicate reference numbers to be imported. For instance, payroll checks can have duplicate check numbers. A warning will pop up concerning the same but that doesn’t mean it’s always prohibited.

You just need to follow the steps sequentially to import excel file into Sage 50. If you experience any difficulties in carrying out the above-mentioned steps, you may speak to our Sage 50 experts. We have an extremely skilled team, and our Sage 50 LIVE CHAT team will be able to provide all the support and services, whenever you contact us. 

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 a 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 successful importing of any data. You should always import lists first and then only should proceed for importing transactions.

  3. While importing data, how important is it to maintain the number and order of the fields of 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 that of 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. 

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