Run the program from either:
- The 'Import Invoices' button on the Sage Line 50 / Sage 50 Accounts Invoice module tool bar if you have Financial Controller / Accounts 50 Professional (as shown Above)
- Or, from the Windows Start Button > Programs Menu > Adept Tools > Import Invoices
Options Menu
The program has two options, which are set during installation.
If in doubt you should leave the boxes unticked.
- CSV files created on a UNIX computer usually use a single Line Feed to terminate each record whereas Windows computers will terminate each record with a Carriage Return Line Feed combination. If you tick the "UNIX Compatibility" box the program will be able to read CSV files in either format. However the multi-line option for Service Text will be disabled because this feature relies on being able to use a single Line Feed (Excel Alt-Enter) to indicate the end of a line within a field.
- If you tick the "Automatically Transfer BOM Assemblies" box the program will automatically do a Stock Transfer for any invoice product lines that refer to a BOM assembly.
The Main Program window:
- The window can be resized by dragging the corners or edges.
- The status bar at the bottom of the window will display a progress bar when the program is busy.
- When the program is idle, the contents of the current CSV file will be displayed.
| The columns in the CSV File Contents list are: |
| CSV File Contents |
The contents of the CSV file row. |
| Invoice |
The Invoice Number / Item Number. |
| Status |
The Customer's Name or an Error Message. |
Company Box
The Company Name from your Sage Line 50 data files will be displayed here.
CSV File Box
Enter the path and file name of the CSV file that contains the data that you want to import. Alternatively, you can press the Browse button to use the standard Windows file browser to help locate your CSV file.
Menu Button
Click this button to display the program's menu.
Exit Button
Click this button to close the program down. Alternatively you may press the button
Browse Button
Click this button to browse for the CSV file to be loaded.
Load Button
Click this button to import the CSV file into Sage Line 50. The program will check the CSV file and if any errors are found, appropriate error messages will be displayed in the Status column. If all is well, the following dialog will be displayed to allow you to confirm that you want to import the invoices.
Note, please backup your data before each import
If you click Yes on this dialog the program will import the Invoices and display the Invoice Numbers that have been allocated in the Invoice column.
Program Menu
To access the program's menu click the Menu button.
- Fields
- Options
- Sage Path
- User Name
- Licence
- About
- Help
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Fields Menu Option
Select this option to display information about the Product Field Names that are available to you in your version of Sage Line 50
- A small selection of the available fields are shown in the image above
- The character at the beginning of the Description indicates whether the field is a Header field or an Item Line field.
- To create a new template CSV file tick the boxes alongside the fields that you want to create columns for.
- When you close the Product Fields dialog you will be prompted to save your Template CSV file in a folder and with a name of your choice.
- Close the Product Fields dialog by clicking the
Sage Path Menu Option
This option displays the Path to your Sage Line 50 data as set during installation.
User Name Menu Option
Dialog to display the User Name and Password as set during installation
Licence Menu Option
Displays the Licence dialog, where you enter your registration keys and serial number.
About Menu Option
Select this option to display information about the program
Help Menu Option
Select this option to display the help document. The document viewer window may be resized by dragging it's edges or corners with the mouse. To print the document click on the Print button
CSV File Format
The first row of the CSV file must contain the Sage Line 50 Invoice file field names that the data is to be imported to.
Mandatory Columns
- You must have a column whose heading is ACCOUNT_REF
- You must have a column whose heading is either INVOICE_NUMBER or INVOICE_REF
- For a Product Invoice you must have a column whose heading is STOCK_CODE
- For a Service Invoice you must have columns whose headings are SERVICE_TEXT and SERVICE_AMOUNT
ACCOUNT_REF Column
The Customer's Account Reference
INVOICE_NUMBER Column
If this column is present the program will create the new Invoices using the Invoice Numbers in this column. If you want Sage to allocate the next available Invoice Numbers you should omit the INVOICE_NUMBER column
INVOICE_REF Column
The data in this column is only used to group together all the lines that belong to one invoice. It is not imported into the Sage Invoice File. When the import program encounters a change in the contents of this field it makes the assumption that a new invoice has started.
ITEM_NUMBER Column
This column is optional. If it is present the numbers must start at 1 for each new invoice and be consecutive for all the lines of an invoice.
INVOICE_TYPE Column
The INVOICE_TYPE column controls the type of Invoice document and must contain one of the following.
IP = Product Invoice
IS = Service Invoice
CP = Product Credit Note
CS = Service Credit Note
PP = Product Proforma
PS = Service Proforma
QP = Product Quotation
QS = Service Quotation
Invoice = Product Invoice (same as IP)
Credit = Product Credit Note (same as CP)
IP is the default If the INVOICE_TYPE column is omitted.
INVOICE_DATE Column
The INVOICE_DATE column holds the Invoice Date in dd/mm/yyyy format. If this column is omitted, the sytem date will be used for the invoice.
STOCK_CODE Column
The STOCK_CODE column contains the Sage Product Code. The Special Product Codes may be used as follows:
M = Message Line. The message should be placed in the DESCRIPTION column.
S1 = Special Product (Standard VAT)
S2 = Special Product (Zero Rate VAT)
S3 = Service Item Line. Use SERVICE_TEXT and SERVICE_AMOUNT columns as described below.
QTY_ORDER Column
The QTY_ORDER column contains the Quantity. If this column is omitted the Quantity will default to 1.
UNIT_PRICE Column
The UNIT_PRICE is only used for Product Item Lines and contains the Unit Price of the product.
SERVICE_TEXT Column
The SERVICE_TEXT column is only used for Service Item Lines and contains the Description of the service. This description can contain many lines of text. To create a multi line Service Text in Excel you should hold down the Alt key while you press Enter at the end of each line.
SERVICE_AMOUNT Column
The SERVICE_AMOUNT column is only used for Service Item Lines and contains the Unit Price of the service.
TEXT Column
The TEXT column is only used for Product Item Lines where the Product is a "Service Product". This column can contain many lines of service text. To create multi line text in Excel you should hold down the Alt key while you press Enter at the end of each line.
If this column is empty or not present for a "Service Product" item line the program will examine the Product's Memo field for the text "InvoiceTextStart". If this is found, the subsequent text in the memo is used as the service text. If required you can use "InvoiceTextEnd" to terminate the invoice service text held in the Memo.
Example (the field names would be on the 1st line and not wrapped onto two)
ACCOUNT_REF,INVOICE_TYPE,INVOICE_NUMBER,INVOICE_DATE,
ITEM_NUMBER,STOCK_CODE,QTY_ORDER,UNIT_PRICE
ABC,IP,20003,08/05/2006,1,1054,5,21.00
ABC,IP,20003,08/05/2006,2,1068,7,16.00
ABC,IP,20003,08/05/2006,3,1087,9,23.00
ABD,IP,20004,09/05/2006,1,1055,4,24.00
ABD,IP,20004,09/05/2006,2,1046,8,25.00
Simple and Straightforward
Installation of theSage 50 Invoice CSV Import Addon is simple and straightforward and should take no more than a few minutes. Comprehensive step-by-step instructions are provided.
Prior to installation you will need to:
- Ensure that you have installed all the appropriate patches and updates from the Sage update site for your version of Sage (comprehensive notes are provided with the download)
- Obtain from Sage a Serial and Activation key to enable '3rd Party Integration'.
Notes and telephone numbers are provided with the download but Sage will want to know the main serial number for your copy of Sage and the version number - found by going to Sage 50,'s HELP / ABOUT menu option.
N.B. The same 3rd Party Integration keys can be used for all addons that require them
- A fully functional 30 day free trial of Sage 50 Invoice CSV Import is available.
- The trial can be unlocked by purchasing a full licence - you will not loose any settings
- Still got questions? Checkout the FAQ section
| S50-014 |
Sage 50
Invoice CSV Import Addon |
£99.00
(£113.85 inc VAT) |
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