Advice for importing ledger accounts

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.
       Asterisks indicate that it is mandatory to include this data in the file.
   • • Line 2: This line contains the translations from line 1 in square brackets.
     • 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 ledger account 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.

Ledger account code

Title: Code

Mandatory: Yes

Format / max. length depending on legislation:

• France: Up to 13 alphanumeric characters
• Germany: Exactly 4 numeric characters
• Spain: Up to 13 alphanumeric characters

 

Ledger account name

Title: Name

Mandatory: Yes

Format / max. length: 100 alphanumeric characters

Ledger account level

Title: Level

Mandatory: No

Format / max. length: 1 numeric character

Values 

The values depend on the legislation.

French legislation

Level	Corresponding value	Example
Subaccount Total	5 6	For a subaccount, enter 5.

 

German legislation

Level	Corresponding value	Example
Subaccount	5	For a subaccount, enter 5

Spanish legislation

Level	Corresponding value	Example
Group Subgroup Account Breakdown Subaccount	1 2 3 4 5	For a group account, enter 1.

 

Ledger account category

Title: Category

Mandatory: Yes, for German legislation

Format / max. length: 1 numeric character

Values 

The values depend on the legislation.

French legislation

Category	Corresponding value	Example
Balance sheet Profit and loss Special accounts	1 2 3	For a ledger account with the category balance sheet, enter 1.

 

German legislation

Category	Corresponding value	Example
Balance sheet Profit and loss	1 2	For a ledger account with the category balance sheet, enter 1.

Spanish legislation

Category	Corresponding value	Example
Balance sheet Profit and loss Statement of changes in equity	1 2 4	For a ledger account with the category balance sheet, enter 1.

Ledger account nature

Title: Nature

Mandatory: Yes, for German legislation

Format / max. length: 2 numeric characters

Values 

The values depend on the legislation.

French legislation

Nature	Corresponding value	Example
None Customer Supplier Bank Cash Charge Revenue Capital Fixed assets Management result Depreciation/Provision Stock Result balance sheet Employee Title Other balance sheet account Customer prepayment tax included Supplier prepayment tax included Input tax Output tax Packaging returnable to suppliers Packaging returnable by customers	0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 26 33 34 35 36 37 38	For a Supplier account, enter 2.

 

If the Category and Level values are left empty, they are determined as follows:

Level

The Level will be set as:

• Subaccount if the length of the code is equal to or more than 5 characters.
• Total if the length of the code is between 1 and 4 characters.

Category

The Category will be set as:

• Balance sheet if the code starts with 1, 2, 3, 4 or 5.
• Profit and loss if the code starts with 6 or 7.
• Special accounts if the code starts with 8.

German legislation

Nature	Corresponding value	Example
None Customer Supplier Bank Cash Charge Revenue Capital Fixed assets Management result Employee Current assets Borrowed capital Costs Reduction in expenses Neutral revenue Neutral expenses Sales deduction Exchange rate income Exchange rate expense Balance carried forward Aggregate carried forward Other balance sheet account Statistical (balance) Statistical (consumption) Input tax – Current assets Output tax – Borrowed capital Customer prepayment Supplier prepayment	0 1 2 3 4 5 6 7 8 9 13 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32	For a charge account, enter 17.

 

If the Category and Level values are left empty, they are determined as follows:

Level

The Level will be set as:

• Subaccount if the length of the code is equal to 4 characters.

Category

The Category will be set as:

• Balance sheet if the code starts with 0, 1, 7 or 9.
• Profit and loss if the code starts with 2, 4, 5, 6 or 8.
• Undefined if the code starts with 3.

Spanish legislation

Nature	Value	Example
None Customer Supplier Bank Cash Charge Revenue Capital Fixed assets Employee Other balance sheet account Customer prepayment Supplier prepayment Input tax Output tax Packaging returnable to suppliers Packaging returnable by customers	0 1 2 3 4 5 6 7 8 13 26 31 32 35 36 37 38	For a supplier account, enter 2.

 

If the Category and Level values are left empty, they are determined as follows:

Level

The Level will be set as:

• Group if the length of the code is equal to 1 character.
• Subgroup if the length of the code is equal to 2 characters.
• Account if the length of the code is equal to 3 characters
• Breakdown if the length of the code is equal to 4 characters.
• Subaccount if the length of the code is between 5 and 13 characters.

Category

The Category will be set as:

• Balance sheet if the code starts with 1, 2, 3, 4 or 5.
• Profit and loss if the code starts with 6 or 7.
• Statement of changes in equity if the code starts with 8 or 9.

Tax code

Title: TaxCode

Mandatory: No
You can only use tax codes that are present in Sage Active.

DATEV automatic account

Title: DatevAutomaticAccount

Mandatory: No

Values 

ON or OFF.

Inactive

Title: Deactivated

Mandatory: No

Values 

ON or OFF.