To import data into Sage Active, review the following instructions and information.
- 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 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.
- Line 3: This line displays examples of entries in the CSV file.
-
- Copy or enter your data starting at line 4.
- If mandatory data is missing or incorrect, the third party 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.
Third-party type
Title: Third Party Type
Mandatory: Yes
Format / max. length: Numeric
Values
| Type | Corresponding value | Example |
| Customer Supplier Employee |
1 2 3 |
For a customer, enter 1. |
Third-party code
Title: Code
Mandatory: Yes
Format / max. length: 17 alphanumeric characters
Business name
Title: Business name
Mandatory: Yes
Format / max. length: 70 alphanumeric characters
Trade name
Title: Trade name
Mandatory: Yes
Format / max. length: 70 alphanumeric characters
Country
Title: Country
Mandatory: No
Format / max. length: 2 alphabetical characters (ISO Alpha-2 code)
Identification type
Title: Identification Type
Mandatory: Yes for Spanish legislation
Format / max. length: 1 numeric
Values
The values are optional and depend on legislation.
Spanish legislation
| Type | Corresponding value | Example |
| NIF/DNI/NIE NIF/IVA Passport Official document issued by the country of residence Residence certificate Other supporting documents |
1 2 3 4 5 6 |
For passport, enter 3. |
The identification type will be filled in automatically according to the rules below:
- If the country code is ES → IDType = NIF/DNI/NIE
- If the country code is a VIES code → IDType = NIF/IVA
- If the country code is different from a VIES code or ES code → IDType = Documento oficial emitido por el país de residencia, Certificado de residencia or Otro documento probatorio. The default value is Otro documento probatorio.
The EU VAT number will be added to the system only if the identification type is NIF/DNI/NIE (1). The rules for adding the data to this field are as follows:
- If IdType = NIF/DNI/NIE: Editable; on creation: does not show a message if changed; when editing (leaving the field): shows the confirmation message. This field does not have a concatenation of Country + IdNum. It’s a free text.
- If IdType = NIF/IVA → Country + Identification number
- If IdType = Pasaporte, Documento oficial emitido por el país de residencia, Certificado de residencia or Otro documento probatorio → No value is inserted.
French legislation
| Type | Corresponding value |
| SIRET NIF/IVA Other supporting documents |
1 2 6 |
The identification type will be filled in automatically according to the rules below:
- If the country code is FR → IDType = SIRET
- If the country code is a VIES code → IDType = EU VAT number
- If the country code is different from a VIES code or FR code → IDType = Another supporting document
The EU VAT number will be added to the system only if the identification type is SIRET. If the identification type is SIRET, the EU intra-community VAT number will be imported. The rules for adding data to this field are as follows:
- If IdType = SIRET → Value from the csv file, if provided. If the type of identification is a SIRET and the EU VAT number is not filled in the file, no value will be inserted.
- If IdType = EU VAT number → Country + Identification number.
- If IdType = Another supporting document → No value will be inserted.
German legislation
| Type | Corresponding value |
| Steuer-IdN USt-IdNr Other supporting documents |
1 2 6 |
The identification type will be filled in automatically according to the rules below:
- If the country code is DE → IDType = Steuer-IdN
- If the country code is a VIES code → IDType = USt-IdNr
- If the country code is different from a VIES code or DE code → IDType = Other supporting document
If the identification type is Steuer-IdNr, the EU VAT number is imported into Sage Active. The rules for adding data to this field are as follows:
- If IdType = Steuer-IdNr → The value from the csv file, if provided. If the identification type is Steuernummer and the EU VAT number is not provided in the file, no value will be inserted.
- If IdType = USt-IdNr → Country + Identification number.
- If IdType = Another supporting document → No value will be inserted.
Identification number
Title: Identification number
Mandatory depending on legislation:
-
- France: No
- Germany: No
- Spain: Yes
Format / max. length: Alphanumeric
Ledger account
Title: Ledger account
Mandatory: No
Format / max. length: Alphanumeric
Purchase account
Title: Purchase account
Mandatory: No
Format / max. length: Alphanumeric
Tax treatment
Title: Tax treatment
Mandatory: No
Format / max. length: 1 numeric
Values
This field is only used for the Spanish legislation. Informing a value here automatically activates Personal income tax.
| Type | Corresponding value |
|---|---|
| General Profesional de nuevo inicio Arrendamiento o subarrendamento de bienes inmuebles urbanos |
1 2 3 |
EU VAT number
Title: EU VAT Number
Mandatory: Yes for Spanish and German legislation as well as for third parties from EU countries.
Format / max. length: 25 alphanumeric characters
Economic activity code
Title: NAF or APE code
The names of the economic activity code are different depending on the legislation:
- France: NAF or APE code
- Germany: Industry sector
- Spain: CNAE code
Mandatory: No
Format / max. length: 50 alphanumeric characters
Cash VAT
Title: Cash VAT
Mandatory: No
Only applicable to suppliers under the French legislation.
Values
ON or OFF.
Equivalence Surcharge
Title: Equivalence surcharge
Mandatory: No
Only applicable to Spanish legislation.
Values
ON or OFF.
Address name
Title: Address name
Mandatory: No
Format / max. length: 35 alphanumeric characters
Address line
Title: Address line
Mandatory: No
Format / max. length: 70 alphanumeric characters
Country
Title: Address country
Mandatory: No
Format / max. length: 2 alphabetical characters (ISO Alpha-2 code)
Postal code
Title: Zip code
Mandatory: No
Format / max. length: 20 alphanumeric characters
City
Title: City
Mandatory: No
Format / max. length: 35 alphabetical characters
Province
Title: Province
Mandatory: No
Format / max. length: 35 alphabetical characters
Contact title
Title: Courtesy
Mandatory: No
Format / max. length: 1 numeric character
Values
| Type | Corresponding value | Example |
| Mr Miss |
1 2 |
For miss, enter 2. |
Contact first name
Title: Contact name
Mandatory: No
Format / max. length: 35 alphanumeric characters
Contact last name
Title: Contact surname
Mandatory: No
Format / max. length: 35 alphanumeric characters
Contact job
Title: Contact job title
Mandatory: No
Format / max. length: 35 alphanumeric characters
Contact job area
Title: Contact job area
Mandatory: No
Format / max. length: 35 alphanumeric characters
Contact phone number
Title: Phone number
Mandatory: No
Format / max. length: 20 alphanumeric characters
Contact phone number type
Title: Phone number type
Mandatory: No
Format / max. length: 1 numeric character
Values
| Type | Corresponding value | Example |
| Landline Mobile Fax Skype |
2 3 4 5 6 |
For mobile, enter 3. |
Contact e-mail
Title: Email
Mandatory: No
Format / max. length: 100 alphanumeric characters
Contact e-mail type
Title: Email type
Mandatory: No
Format / max. length: 1 numeric character
Values
| Type | Corresponding value | Example |
| Invoices Payments Others |
2 3 4 |
For an e-mail address for payments, enter 3. |
Website or social network name
Title: Web or social networks name
Mandatory: No
Format / max. length: 30 alphanumeric characters
Website or social network link
Title: Web or social networks
Mandatory: No
Format / max. length: 70 alphanumeric characters
Payment type
Title: Payment type
Mandatory: Yes, if payment terms are added
Format / max. length: 1 numeric character
Values
| Type | Corresponding value | Example |
| Percentage Remaining amount |
2 4 |
For a percentage, enter 2. |
Value
Title: Value
Mandatory:
- Yes. If 2 is filled in for Percentage, enter 100 which corresponds to 100%.
- No. If 4 is filled in for Remaining amount, do not enter anything.
Format / max. length: 3 numeric characters
Days after invoice date
Title: Days from invoice issue date
Mandatory: Yes, if payment terms are added
Format / max. length: 2 numeric characters
Payment days
Title: Payment days
Mandatory: No
Values
Several days can be specified in the import file by using the “|” character (AltGr + 6) to separate values from 1 to 30 days.
Enter 99 for the Last day of the month value.
Payment method
Title: Payment method
Mandatory: No
Values
Only enter payment methods that are present in Sage Active in the import file.
Comments
Title: Comments
Mandatory: No
Format / max. length: 2000 alphanumeric characters
Inactive
Title: Disabled
Mandatory: No
Values
ON or OFF.
Inactive date
Title: Disabled date
Mandatory: Yes, if Inactive is ON.
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