Importing data into Sage 300 CRE

by Kyle Zeigler, Sage Senior Certified Consultant

The devil’s in the details!

Data entry is a necessary evil when it comes to updating your accounting records.

For larger organizations with hefty volumes of vendor invoices and payments, customer billings, journal entries, purchase orders, and other types of routine transactions, manual data entry requires more manpower and bears a greater risk of data entry error. When these types of transactions are available in a digital format, however, Sage 300 CRE helps streamline the process of data entry by providing tools for importing the data.

The modules in which data import is possible include:

  • AP – Accounts Payable (Import Invoices)
  • AR – Accounts Receivable (Import Invoices)
  • CM – Cash Management (Import Cleared Checks)
  • GL – General Ledger (Import Transactions, Import Budgets)
  • IV – Inventory (Import Issues)
  • JC – Job Cost (Import Direct Costs, Import Commitments, Import Estimates)
  • PR – Payroll (Import Time)
  • PM – Property Management (Import Charges, Import Payments)
  • PO – Purchasing (Import Orders)

Know when you need .csv versus .txt extentions

The import processes in Sage 300 CRE are launched from the Tools menu of the module in which the import is to occur. Each import tool requires a specific file format for the import. In most cases, the data can be prepared in Excel and then the file saved as a .csv (comma-delimited) file type. In other cases, the .csv file extension must be changed to .txt to produce a comma-delimited .txt file. Some modules, such as AP and AR, include a button on the import window that allows the user to print the template required for the import file. In modules such as GL and JC, the import file layout can be found in the Help topics of those modules.

Data imports are used in a variety of ways to eliminate the need for time-consuming manual entry. For instance, Excel-based time sheets can be converted to import time in PR. GL and JC imports can be used for monthly indirect and overhead cost allocations, or for importing costs obtained from sources such as credit card transactions exported from the bank.

When first developing your import processes, it’s a good idea to do your testing in a copy of your company folder set up for testing only. Then, once the process is perfected, you are ready to apply this time-saving strategy in your live company folder.

If you would like assistance implementing the use of data imports in your system, please contact Ledgerwood Associates at 480-423-8300 or click below!

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