Payments Journal Fields (Import/Export)

Vendor ID

Y

Maybe

Alphanumeric - Vendor ID for the transaction. Required only if distribution is applied to an invoice.

Vendor Name

Y

Maybe

Alphanumeric - Vendor name for the transaction. Required only if the Vendor ID field is not in the import file and none of the distributions are applied to an invoice.

Check Name

Y

N

Alphanumeric - Check name for the transaction.

Check Address-Line One

Y

N

Alphanumeric - Check address line one for the transaction.

Check Address-Line Two

Y

N

Alphanumeric - Check address line two for the transaction.

Check City

Y

N

Alphanumeric - Check city for the transaction.

Check State

Y

N

Alphanumeric - Check state for the transaction.

Check Zipcode

Y

N

Alphanumeric - Check ZIP Code for the transaction.

Check Country

Y

N

Alphanumeric - Check country for the transaction.

Check Number

Y

N

Alphanumeric - Check number for the transaction.

Date

Y

Y

Date - Date of the transaction. Must be in ##/##/## (month/day/yr) format.

Electronic Payment

(Sage 50 Premium Accounting and higher)

Y

N

Boolean - Indicates the transaction is an electronic payment; valid choices are [True] or [False], where True=electronic payment & False=regular transaction.

Date Sent (Sage 50 Premium Accounting and higher)

Y

N

Date - Date electronic payment was transmitted. Must be in ##/##/## (month/day/yr) format.

Electronic ID (Sage 50 Premium Accounting and higher)(

Y

N

Alphanumeric - Unique identifier transmitted along with the payment to identify it for processing.

Funding Account Name (Sage 50 Premium Accounting and higher)

Y

N

Alphanumeric - Name of the funding account used to cover the electronic payment.

Memo

Y

N

Alphanumeric - Memo for the transaction.

Cash Account

Y

Y

Alphanumeric - Cash account number for the transaction.

Cash Amount

N

<N/A>

Numeric (Real) - Net cash amount for the transaction calculated during the import process. A positive amount denotes a debit, while a negative amount denotes a credit. This field is used for exporting only.

Total Paid on Invoice(s)

Y

Maybe

Numeric (Real) - The total amount of all the invoices paid if any of the distributions were applied to invoices. Required only if a distribution is applied to an invoice.

Discount Account

Y

Maybe

Alphanumeric - Discount account number for the transaction. Required only if a distribution is applied to an invoice.

Prepayment

Y

N

Boolean - Indicates the transaction is a prepayment; valid choices are [True] or [False], where True=prepayment & False=regular transaction.

Customer Payment

Y

N

Boolean - True only if payment is from customer, otherwise, it's false.

AP Date Cleared in Bank Rec

Y

N

Date - If the transaction used a cash account for vendor payments and was cleared in bank reconciliation, then this is the date it cleared. Otherwise, leave blank or exclude this field. Must be in ##/##/## (month/day/yr) format.

Detailed Payment

Y

Y

Boolean: - 'Yes' if payment entered in the Payments window, otherwise, 'No' (payment entered in the Write Checks window.

Number of Distributions

Y

Y

Numeric (Whole) - Number of distributions in the transaction; valid numbers are 1 to 147.

Invoice Paid

Y

Y

Alphanumeric – Invoice number that is being paid for a line of distribution.

Discount Amount

See Description Column

See Description Column

Alphanumeric – Discount amount for the invoice that is being paid for a line of distribution. For Apply to Invoices transactions, this field is available but not required. For Apply to Expenses transactions, this field is not available.

Disc Date Cleared in Bank Rec

Y

N

Date - If the transaction included a discount date and was cleared in bank reconciliation, then this is the date it cleared. Otherwise, leave blank or exclude this field. Must be in ##/##/## (month/day/yr) format.

Quantity

See Description Column

See Description Column

Numeric (Real) - Quantity for a line of distribution. For Apply to Invoices transactions, this field is not available; for Apply to Expenses, this field is available but not required.

Stocking Quantity

N

N

Numeric (Real) - The actual quantity used for costing. Ignored on import if present.

Item ID

See Description Column

See Description Column

Alphanumeric - Inventory item ID for a line of distribution. For Apply to Invoices transactions, this field is not available; for Apply to Expenses, this field is available but not required.

Serial Number

Y

Y

Alphanumeric - Serial number for a line of distribution. Note: Each serial number will be listed on a separate line.

U/M ID

Y

Maybe

Alphanumeric - Used (and required) instead of Item ID if you buy in different quantities for an item.

U/M No. of Stocking Units

Y

Maybe

Numeric (Real) - Required if you buy in different quantities for an item.

Description

Y

N

Alphanumeric - Description for a line of distribution.

G/L Account

See Description Column

See Description Column

Alphanumeric - G/L account number for a line of distribution. For Apply to Invoices transactions, this field is not available; for Apply to Expenses, this field is available and required.

GL Date Cleared in Bank Rec

Y

N

Date - If the General Ledger account used on a chosen distribution was cleared in bank reconciliation, then this is the date it cleared. Otherwise, leave blank or exclude this field. Must be in ##/##/## (month/day/yr) format.

Unit Price

See Description Column

See Description Column

Numeric (Real) - Unit price for a line of distribution. For Apply to Invoices transactions, this field is not available; for Apply to Expenses, this field is available but not required.

Stocking Unit Price

N

N

Numeric (Real) - The actual price used for costing. Ignored during import if present.

UPC/SKU

N

N

Alphanumeric

Weight

N

N

Numeric - The weight of the item in the selected unit of measure.

Amount

Y

Y

Numeric (Real) - Amount for a line of distribution. A positive amount denotes a debit, while a negative amount denotes a credit.

Job ID

See Description Column

See Description Column

Alphanumeric - Job ID for a line of distribution. For Apply to Invoices transactions, this field is not available; for Apply to Expenses, this field is available but not required.

Note: When importing any combination of jobs, phases, or cost codes, you must separate the items with commas and enclose the entire string with quotes. For example: "jobid,phase,costcode". (Sage 50 Premium Accounting and higher)

Used for Reimbursable Expense

See Description Column

See Description Column

Boolean - Used for reimbursable expenses on Sales/Invoicing task, valid choices are [True] or [False]. For Apply to Invoices transactions, this field is not available; for Apply to Expenses, this field is available but not required.

Transaction Period

N

<N/A>

Numeric (Whole) - Period number for the transaction. Used in conjunction with the transaction number to identify where a transaction (which is composed of several lines of distribution) begins and ends.

Transaction Number

N

<N/A>

Numeric (Whole) - Transaction number for the transaction. Used in conjunction with the period number to identify where a transaction (which is composed of several lines of distribution) begins and ends.

Voided by Transaction

Y

Y

This field holds the reference number of the transaction that voided the record.

Recur Number

Y

Y

This field identifies the recurring entry and the group it belongs to. 0 value indicates it is not a recurring entry. Recurring entry values are >0.

Recur Frequency

Y

Y

This field identifies how often the entry recurs. Valid numbers are:

0=Does not recur

1=Weekly

2=Bi-weekly

3=Monthly

4=Per period

5=Quarterly

6=Yearly

7=Every four weeks

8=Twice a year