Sales Journal Fields (Import/Export)

Customer ID

Y

Y

Alphanumeric - Customer ID for the transaction.

Customer Name

N

<N/A>

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

Invoice/CM #

Y

N

Alphanumeric - Invoice or credit memo number for the transaction.

Apply to Invoice Number

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.

Ship By

Y

N

Date - Date by which the sales order should ship. Must be in ##/##/## (month/day/yr) format.

Quote

Y

N

Boolean - Quote check box, valid choices are [True] or [False], where True=a quote and False=a regular transaction. Note that if you exclude this field, then it will be imported as a regular transaction.

Quote #

Y

N

Alphanumeric - Quote # for the transaction. Used only if the Quote field is True.

Quote Good Thru Date

Y

N

Date - The Good Thru date for a quote type transaction. Used only if the Quote field is True. Must be in ##/##/## (month/day/yr) format.

Drop Ship

Y

N

Boolean - If used, then set to TRUE.

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.

Customer PO

Y

N

Alphanumeric – Customer P.O. for the transaction.

Ship Via

Y

N

Alphanumeric - Ship via for the transaction.

Ship Date

Y

N

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

Date Due

Y

Y

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

Discount Amount

Y

N

Numeric (Real) – Discount amount for the transaction.

Discount Date

Y

N

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

Displayed Terms

Y

N

Alphanumeric – Displayed terms for the transaction.

Sales Representative ID

Y

N

Alphanumeric - Sales representative ID for the transaction.

Accounts Receivable Account

Y

Y

Alphanumeric – Accounts receivable account number for the transaction.

Accounts Receivable Amount

N

<N/A>

Numeric (Real) - Net accounts receivable 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.

Sales Tax ID

Y

N

Alphanumeric - Sales tax ID for the transaction.

Invoice Note

Y

N

Alphanumeric - Invoice (printed) note for the transaction.

Note Prints After Line Items

Y

N

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

Statement Note

Y

N

Alphanumeric - Statement (printed) note for the transaction.

Stmt Note Prints Before Ref

Y

N

Boolean – Whether to print the statement note before or after invoice reference field, valid choices are [True] or [False], where True=before invoice reference and False=after invoice reference.

Internal Note

Y

N

Alphanumeric - Invoice (internal) note for the transaction.

Beginning Balance Transaction

Y

N

Boolean - Indicates the transaction is a beginning balance for a customer. 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.

AR Date Cleared in Bank Rec

N

N

Date - If the transaction used a cash account on a receipt 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.

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 is 1.

Invoice/CM Distribution

Y

Maybe

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

Note: The Sales Tax and Freight Amt lines must=0.

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.

Note: The Sales Tax and Freight Amt lines must=65535.

Apply to Sales Order

Y

N

Boolean - If distribution is applied to sales order, then TRUE, otherwise FALSE.

Apply to Proposal

Y

N

Boolean - If distribution is applied to a proposal, then TRUE, otherwise FALSE.

Quantity

Y

N

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

Stocking Quantity

N

N

Numeric (Real) - The actual quantity used for costing.

SO/Proposal Number

Y

N

Alphanumeric – S.O. or Proposal number must match a valid S.O. or Proposal number in the Sales Order Journal.

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 sell in different quantities for an item.

U/M No. of Stocking Units

Y

Maybe

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

SO/Proposal Distribution

Y

N

Real Number - This is a required field when saving a distribution to a Sales Order or Proposal.

Description

Y

N

Alphanumeric – Description for a line of distribution. If the distribution is a freight charge, the value for this field will be freight charge.

G/L Account

Y

Y

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

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

Y

N

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

Stocking Unit Price

N

N

Numeric (Real) - The actual price used for costing.

Tax Type

Y

Y

Numeric (Whole) – The tax type for a line of distribution, valid numbers are 0 to 27. If the distribution is a freight charge, the export value is 27. 0 is used for a tax distribution.

Tax Type 27 is used for Retainage Withheld and you must include a Job ID on the line item, and you must include a value other than zero on the Retain Percent field.

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.

Inventory Account

N

<N/A>

Alphanumeric - Inventory account number for a line of distribution retrieved from the Inventory item list during the import process. This field is used for exporting only.

Inv Acnt Date Cleared in Bank Rec

N

N

Date - If the transaction used an inventory account 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.

Cost of Sales Account

N

<N/A>

Alphanumeric - Cost of sales account number for a line of distribution retrieved from the Inventory item list during the import process. This field is used for exporting only.

COS Acnt Date Cleared in Bank Rec

N

N

Date - If the cost of sales account for a given line-item distribution was cleared in account reconciliation, then this is the date it cleared. Otherwise, leave blank or exclude this field. Must be in ##/##/## (month/day/yr) format.

Cost of Sales Amount

N

<N/A>

Numeric (Real) - Cost of sales amount for a line of distribution calculated during the import process. This field is used for exporting only.

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).

Sales Tax Agency

Y

Y

Alphanumeric - Sales taxagency for a line of distribution.

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.

Receipt Number

Y

N

Alphanumeric - Receipt number for the transaction.

Return Authorization

Y

N

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

Credit Memo

Y

N

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

Progress Billing Invoice

Y

N

Boolean - Whether or not the transaction is a progress billing invoice, valid choices are [True], [False], or [Blank], where Blank=False.

Retain Percent

Y

N

Numeric (whole) - Valid values are 0-100.

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.