Wondering if there is an easier way to import my supplier invoices into sage50.
We normaly have 300/400 invoices a day and currently I am having to match my Purchase Order to the Supplier Invoice and record their Invoice number if it all matches up.
The volume has grown and this process it taking a lot of my time up and it would make it a lot easier if ouc could tally things on excel and load it all up via a template into sage50.
You can import the supplier invoices into Sage, not sure whether it would match up PO numbers though.
If you open a batch invoice screen and look at the heading for each cell, that's a start to what's needed on excel. Here's an example of the titles that might appear in Row A, for each column:
Column A = Type - PI or PC
B = Nominal A/c
C = Tax code
D = Account Reference (supplier account code)
E = Reference (your file ref)
F = This could be the external ref (the suppliers invoice number)
G = Date
H = Gross amount
I = Tax Amount
J = Net Amount
These can be in any order, and you just need to play around. Maybe start doing one day at a time.
Take a back up ALWAYS
Sometimes there is a 1p rounding issue if you have the Gross (I have to start from the Gross, and let it calc the net and VAT, but you might not need it)
I used to do loads of importing to Sage, and had a journal voucher set up in Excel to enter any type of transaction, and a macro to generate a CSV file for importing. I used to do a lot manually through Excel too. A lot of the files were sent to clients to import, and it worked for them. The rule was always to do a backup first, and run Data Verification after! This was some years ago now, so I don't know if the latesest version of Sage does things any differently.
A spreadsheet to enter, or paste in the data, in a format that's easy for the user, with a formula to generate the data for each row of the CSV file might be a good option. A macro to create the CSV file would be straightforward for the user, but the CSV data could be copied and pasted into Notepad and saved as a CSV file. Maybe you could extract the PO data from Sage and have a lookup or links in the spreadsheet to match invoices and orders.
Are you using Purchase Order Processing in Sage? If so, I think you'd have to enter the invoices within Sage to mark the order as posted. As I said, I'm not familiar with the latest version, and I don't have my ancient version installed at the moment to check, so you probably need to wait for someone else to reply.
I'm not sure if I still have my template working. I went from Excel to OpenOffice years ago, and never needed to check if the macro still worked. It might need updating now anyway.
Sorry this isn't as helpful as the brilliant advice I could have given once upon a time. I'm not getting involved with Sage again unless I find clients who insist on it!
