Purchases Journal Fields (Import/Export)

Vendor ID

Y

Y

Alphanumeric - Vendor ID for the transaction.

Vendor Name

N

<N/A>

Alphanumeric - Vendor name for the transaction. This field is used for exporting only.

Invoice #

Y

Maybe

Alphanumeric - Invoice number for the transaction.

Apply to Invoice #

Y

N

Alphanumeric - Invoice number to apply the credit memo to.

Date

Y

Y

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

Drop Ship

Y

N

Boolean - If used then set to TRUE.

Customer SO #

Y

N

Alphanumeric - Used for reference.

Waiting on Bill

Y

N

Boolean - TRUE if Waiting on Bill from vendor is checked. Otherwise, FALSE.

Customer ID

Y

N

DataIDType - must match one of the valid customer IDs in the customer list.

Ship to Invoice #

Y

N

Alphanumeric

Ship to Name

Y

N

Alphanumeric - Ship to name for the transaction.

Ship to Address-Line One

Y

N

Alphanumeric - Ship to address line one for the transaction.

Ship to Address-Line Two

Y

N

Alphanumeric - Ship to address line two for the transaction.

Ship to City

Y

N

Alphanumeric - Ship to city for the transaction.

Ship to State

Y

N

Alphanumeric - Ship to state for the transaction.

Ship to Zipcode

Y

N

Alphanumeric - Ship to ZIP Code for the transaction.

Ship to Country

Y

N

Alphanumeric - Ship to country for the transaction.

Date Due

Y

Y

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

Discount Date

Y

N

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

Discount Amount

Y

N

Numeric (Real) - Discount amount for the transaction.

Accounts Payable Account

Y

Y

Alphanumeric - Accounts payable account number for the transaction.

Accounts Payable Amount

N

<N/A>

Numeric (Real) - Net accounts payable 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.

Ship Via

Y

N

Alphanumeric - Ship via for the transaction.

PO Note

Y

N

Alphanumeric – P.O. note for the transaction.

Note Prints After Line Items

Y

N

Boolean - Whether to print the P.O. Note after or before line items, valid choices are [True] or [False], where True=after line items and False=before line items.

Beginning Balance Transaction

Y

N

Boolean - Indicates the transaction is a beginning balance for a vendor. Valid choices are [True] or [False], where True=beginning bal. & False=regular transaction. Note that BB transactions have only 1 line of distribution in addition to the 1st line.

AP Date Cleared in Bank Rec

N

N

Date - If the transaction used a cash account on a vendor payment 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.

Applied to Purchase Order

Y

N

Boolean - TRUE if distribution is applied to a purchase order. Otherwise, it's FALSE.

Number of Distributions

Y

Y

Numeric (Whole) - Number of distributions in the transaction; valid numbers are 1 to 147. The number of distributions for a beginning balance transaction will be 1.

Invoice/CM Distribution

Y

N

Numeric - Indicates the distribution line number of the individual lines for the credit memo or invoice being added.

Apply to Invoice Distribution

Y

N, except Y if applying credit memo to an invoice line

Numeric - Indicates which distribution of the invoice the credit memo line applies to.

PO Number

Y

N

Alphanumeric - Must match a valid purchase order in the Purchase Order Journal.

PO Distribution

Y

N

Real Number - corresponds with the row distribution number.

Quantity

Y

N

Numeric (Real) - Quantity for a line of distribution.

Stocking Quantity

N

N

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

Item ID

Y

N

Alphanumeric - Inventory item ID for a line of distribution.

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

Description

Y

N

Alphanumeric - Description for a line of distribution.

G/L Account

Y

Y

Alphanumeric - G/L account number for a line of distribution.

GL Date Cleared in Bank Rec

N

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

Y

N

Numeric (Real) - Unit price for a line of distribution.

Stocking Unit Price

N

N

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

UPC/SKU

N

N

Alphanumeric

Weight

N

N

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

Note: Will be the weight from the Item Multi-Packs window if you chose to sell in different quantities for the item.

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

Y

N

Alphanumeric - Job ID for a line of distribution.

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

Y

N

Boolean - Used for reimbursable expenses on Sales/Invoicing task, valid choices are [True] or [False].

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.

Displayed Terms

Y

N

Alphanumeric -

The payment terms associated with the selected customer or vendor.

Return Authorization

Y

N

Alphanumeric - Used to include the return authorization code number on the credit memo.

Row Type

Y

N

Set this field to 11 if the line item is a retainage withheld. You must include a Job ID with the line item if you use this value.

Credit Memo

Y

N

Boolean - Whether or not the transaction is a credit memo, valid choices are [True] or [False].

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.