Importing and Exporting Transactions
A sales invoice or sales quote from a vendor is imported into Sage 50 Accounting as a purchase invoice or quote. A purchase order from a customer is imported as a sales order.
Therefore, as a customer, you can import purchase quotes and invoices, and export purchase orders. As a vendor, you can export sales quotes and invoices, and import sales orders.
You can only import and export transactions if your vendors and customers have the following prerequisites:
- They are Sage 50 Accounting users.
- They use email with Sage 50 Accounting.
- They do not use foreign currencies.
- They have prepared your record in their Sage 50 Accounting program to import and export transactions.
To prepare a customer or vendor record to import and export transactions
You need to set up your vendor record or customer record to be able to successfully import or export transactions.
These settings include:
- Adding the customer or vendor's email address to their record in your Sage 50 Accounting company file.
- Identifying the customer or vendor as a Sage 50 Accounting user in your company file.
- Your vendor or customer must identify you in their records as a Sage 50 Accounting user in their Sage 50 Accounting company file.
- (Optional) If you want to email transactions regularly to a vendor or customer, set up email as this customer's or vendor's transaction preference.
- If your customer or vendor uses different item numbers to refer to goods or services, you must match their item or service numbers with the item numbers or accounts you use in your records. You only need to set this up once for each item.
Exporting a transaction
Exporting a transaction is as simple as emailing the transaction to your customer or vendor. When they receive this email and open the attached import file, Sage 50 Accounting automatically imports this file into your company record.
Note: Vendors and customers using an older version of Sage 50 Accounting may not be able to import transactions from you.
If you are using departments,
any amounts you import go to the account and department you specified in your linked accounts.