Advice for importing journal entries


To import data into Sage Active, review the following instructions and information.

  1. Respect the file structure.
    Do not delete the first three lines of the CSV file:

      • Line 1: This header line contains the titles of the data that needs to be included.
      • Line 2: This line contains the translations from line 1 in square brackets.
        Asterisks indicate that it is mandatory to include this data in the file.
      • Line 3: This line displays examples of entries in the CSV file.
  2. Copy or enter your data starting at line 4.
    • If mandatory data is missing or incorrect, the journal entry will not be imported.
    • If data exceeds the maximum length, it will be imported and truncated to the maximum length.
    • If you are modifying exported data from an accounting or business management application through Excel, do not use a comma as a decimal separator because this can not not be imported. You will need to use a period for the decimal separator to be correctly imported.

The data that you can include in an import is presented below. To navigate between sections of this page more efficiently, follow the links in the What is on this page section on the right hand side of the page.

Journal code

Title: Journal

Mandatory: Yes

Format / max. length: 20 alphanumeric characters

Journal name

Title: Journal name

Mandatory: No

Format / max. length: 20 alphanumeric characters

Journal entry line

Title: Accounting line

Mandatory: Yes

This number makes it possible to distinguish the entries during import. It is not included but replaced by sequential numbering in Sage Active.

Entry date

Title: Accounting entry date

Mandatory: Yes

Format / max. length: DD/MM/YYYY

Ledger account code

Title: Account

Mandatory: Yes

Format / max. length: 4 alphanumeric characters

If the account does not yet exist in Sage Active, it is created using the data entered in the Account value and where possible the Account name from the import file.

Account name

Title: Account name

Mandatory: No

Format / max. length: 100 alphanumeric characters

Third-party ID

Title: Third party Id

Mandatory: No

If the Third party Id is not present in the import file, a new third party will be created from the data entered in the Account value and the Account name.

Third-party name

Title: Third party name

Mandatory: No

Format / max. length: 50 alphanumeric characters

If the Third party name is not present in the import file, a new third party will be created from the data entered in the Account value and the Account name.

Country

Title: Country

Mandatory: No

Format / max. length: 2 alphabetical characters (ISO Alpha-2 code)

By default, Sage Active sets the value to the ISO Alpha-2 code of the country whose legislation you are working under.

Identification type

Title: Identification type

Mandatory: No

Format / max. length: 1 numeric character

Values

The values are optional and depend on the legislation.

Type Legislation Corresponding value
Spanish tax identification number (NIF)
European tax identification number (NIF)
Passport
Official document issued by the country of residence
Residence certificate
Other supporting document
Only for Spain


Only for Spain
Only for Spain
Only for Spain
1
2
3
4
5
6

Identification number

Title: Identification number

Mandatory depending on legislation:

  • France: No
  • Germany: No
  • Spain: Yes

 

Format / max. length: Alphanumeric

EU VAT number

Title: EU VAT number

Mandatory: No

Format / max. length: 25 alphanumeric characters

Document number

Title: Document number

Mandatory: No

Format / max. length: 50 alphanumeric characters

Fulfillment date

Title: Operation date

Mandatory depending on legislation:

  • France: No
  • Germany: Yes
  • Spain: No

 

Format / max. length: DD/MM/YYYY

The date the product or service is performed or delivered. By default, this is the same date as the entry.

Journal entry description

Title: Accounting entry description

Mandatory: No

Format / max. length: 200 alphanumeric characters

Debit

Title: Debit

Mandatory: No

The debit amount of the ledger account.

Credit

Title: Credit

Mandatory: No

The credit amount of the ledger account.

Was this content helpful to you?

No votes yet.
Please wait...

Would you like to add some helpful comment here?

All the fields of this form are mandatory.

   
 

Check our other resources