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Sage 200:Import Project Expenses

This type of PostTrans import, imports Project Expenses, which can be input manually, data from an ODBC connection or imported from CSV file.

Page Contents

Sage 200 Expense Import Features

  • Import a simple list of Expenses
  • Assign to ProjectItems in specific Project Group
  • Validation highlights any problems for easy correction
  • Looks up Unit Rate if item is 'Unit Based'
  • Calculates VAT from Cost figure
  • Multiple Currency import
  • Project Item phase can be "Project/Phase" in Project column
  • Expense Item can be "Group/ExpenseItem"
  • Specify the Expense Item only if all are unique
  • Can import simple list of Expenses, or sheet per employee (Resource)

Simply add new lines to the spreadsheet from row 30 on-wards. Then press Import button, on the PostTrans Toolbar, to import single or multiple Sage 200 Project Expenses transactions (Examples shown below).

Examples of importing Sage 200 Expenses

Posting a list of Expenses

Multiple Expenses can be imported by adding the Header fields to the Tag row 28. These are easily inserted using the Tags button, see all tags listed at the bottom of page.

Posting a list of Expenses

Posting a list of Expenses

After pressing the Import Button:

Conformation and Validation before Posting Expense Line

Conformation and Validation before Posting Expense Line

Conformation can be turned off in PostTrans Setup

Posting a list of Expenses for Single Employee

Posting Expense for Single Employee

Posting Expense for Single Employee

In the above example we have moved the tags 'PeHWorksNumber' and 'PeHReferance' to the Header section of the template. Thus all lines will be posted with the values specified.

Any tag beginning with 'PeH' can be placed in the Header Section (Above line 28).

Template Structure for Transaction Data

The template must have tag ‘Sage200projExp’ in the comment of cell A1 to instruct PostTrans that we are interested in importing Transactions, and that the sheet is a PostTrans Template. Pressing Import or Extract on a blank sheet will either open an existing example or create basic template for you to customise.

The top section of this template contains Transaction header fields, in the case of a single transaction, or just transaction type of all multiples transactions list from row 30 onwards.

These Transaction header fields can be deleted if not required, or added by moving the cursor, to a cell in the header area, and pressing the Tag button. This will display a list of PostTrans Tags. A tag beginning with “PeH”, denoting for use in a header, can then be inserted. Table of Project Expenses Tags

Row 28 contains a series of tags, which denote to PostTrans the data to be read/written in each column. These tags, and data columns can be rearranged to suite your needs, and the tags are added using the Tags button. Deleting the Tag name, in the cell, from this row removes the Sage 200 mapping.

Row 27 designates what will happen when the Clear button is pressed, see Clear Transaction and copy down formula

Hovering over these tags, and header cells will show a comment which explains the tags purpose, data type and any other useful details.

For importing multiple transactions, most header tags can be copied/moved to row 28, thus designating a column to set the header value. 

On-line Training video of how all this works 

Common Features

In-Cell Searching

Any Tag ending with ^ will have a In-cell search facility to look up associated values.  Use SPACE + TAB to see all values, or SPACE and TEXT to perform a text search on description. These are returned to the cell as "CODE, DESCRIPTION".  PostTrans only uses the CODE and ignores the comma and anything after it, thus data from a field would only need the CODE part of the data if from an external imported file.  

In-cell Searching can be turned off by removing the ^ from the end of the tag name, or name in first line of comment (Header cells) to disable in-cell searching for a single column, or header cell.  All in-cell searching can be turned off in SetupIn-cell searching.

Cursor Path

The path the cursor takes through the sheet, when entering data manually, can also be easily defined in Setup.  See Set Cursor Path

Importing the Data

Simply press the Import button to validate and import the data into Sage 200.  PostTrans will read the Header cells and then process the rows of data until PeNarative column contains no data. The Sage Company imported into can be set in the Setup window.

PostTrans ONLY edits those fields listed on the sheet when importing, thus any existing values, on a record, are unaffected.   New records may have default values for certain fields.

Validation

Any values and associated codes will be invalid during import.   The cursor will be moved to highlight any problems in data.

POSTED Document Ref

After Posting a transaction, PostTrans will write "POSTED:" and the transaction reference number in column A (tag TLPosted).  Lines marked as "POSTED" are then ignored by PostTrans when re-posting. So, transactions cannot easily be posted twice. So the transaction can not easily be posted twice.   The user would have to remove "POSTED" from column A in order to post the transaction a second time.  The user would have to remove "POSTED" from column A, to post the transaction a second time.

Confirmation before Posting Transaction

Just before posting the validated transaction, PostTrans will optionally show a transaction summary for the user to validate.   This can be turned off in Setup window.

File Import Button

This can be enabled in Setup to easily import CSV, or fixed length files, into sheet for importation.   Formula can also be added, or macros/VBA to manipulate this data before importation.   Import from CSV file.

Clear Button

The Clear button will clear all values on the sheet, according to the row just above the tag row, and copy down any formula.  Clear Transaction and copy down formula

Evaluation and License

This functionality will work with Sage Demo data without a license. A license is required to import into any other Sage Company. 
A subscription be purchased, and cancel on-line at any time very easily.   Pricing

Delete Records

The Tag/Column PeDelete can be used to delete records, following the usual Sage 200 rules.

What else can I do?

Other Sage 200 Extract/Import types

Frequently Asked Questions?

Got another question? It may well be covered on our Frequently Asked Questions page.

Demonstration Video

Since the functionality of this type of import is quite broad, the following Videos/Blog articles have videos showing it in action:

 
 
   Sage 200 – Expense Import
  0:00 Template Design - Where, How and optional
  2:30 Unit Cost
  2:30 Total Charge/Cost written back for conformation
  4:00 Import Expense
  6:50 Explain/Disable in-cell searching
  6:00 How to select specific Project Items in tree
  7:40 CSV File import
  9:50 Why no Expense Groups?
 
 

PostTrans Tags which map to Sage 200

Not all of these tags/columns are needed. The table below lists the required and recommended:

Tag Name

Data Type

Description

Important Fields:

PePosted

Text Req

Returns `POSTED` if Timesheet line has been posted and will be ignored if `POSTED` (required). Also reports errors/warnings in data row
    Sage V21 onwards

Resource:

PeHWorksNumber^

Text 20 Head

Resource Works Number
    Sage V21 onwards
    In Cell Searching values in table ProjectTimeResourceByWorksNumber

PeHReferance

Text 50 Head

Referance
    Sage V21 onwards

Project:

PeHProjectCode^

Text 30 Head

Project Code, or can be ProjectCode + `/` + Phase Code
    Sage V21 onwards
    In Cell Searching values in table ProjectTimeProjectCode

PeProjectItem^

Text 30 Req

Project Item code
    Sage V21 onwards
    In Cell Searching values in table ProjectTimeItemCode

PePhaseFilter^

Text 30

Phase Filter. If project has duplicate Project items in different phases, this can direct to correct Phase
    Sage V21 onwards
    In Cell Searching values in table ProjectTimePhaseCode

Details:

PeNarative

Text 6000 EOF Req

Narative
    Sage V21 onwards

Expense:

PeDate

Date

Date for expense
    Sage V21 onwards

PeExpenseGroup^

Text 30

Expense Group, not needed if Expense Items have unique names
    Sage V21 onwards
    In Cell Searching values in table ProjectTimeExpCategory

PeExpenseItem^

Text 30

Expense Item, can also exprese Group + `/` + item, or simply item code if they are unique with out the need to specify Group
    Sage V21 onwards
    In Cell Searching values in table ProjectTimeExpItem

PeQty

Double

Cost Qty, for Miles etc
    Sage V21 onwards

PeCost

Double

Cost inclusive of TAX. Sage 200 value * PeQty is used if "Unit Based" Expense Item
    Sage V21 onwards

PeCurrency^

Text 3

Currency
    Sage V21 onwards
    In Cell Searching values in table Cur

OtherStuff:

PeNotes

Text 40

Notes
    Sage V21 onwards

Other:

PeHStatus^

Integer Head

Line Status. This is set Saved unless set
    Sage V21 onwards
        In Cell Searching values:Status
                  0, Draft
                  1, Saved
                  2, Submitted

PeReceiptAtt

Yes/No

Receipt Att
    Sage V21 onwards

Post Back Figures:

PeTotalCost

Double

Total Cost is wrtten back for conformation
    Sage V21 onwards


Req = Field is required    EOF = End of file, Stop when no more values    

Head  A header tag can be used in header section, before row 30, of the transaction template.  Or in the rows data of data, below row 30, of the template like a traditional CSV importer.

With data type Yes/No fields, if cell starts with 'y' or 'Y' is taken as TRUE

Where ^ denotes a In Cell Code Search, delete ^ at end of tag, to turn off code search

All Text fields are trimmed (spaces before) by default. Add ' to the end of the tag name to stop this.

.

Related Example Sheets

You can easily access the example sheets by pressing Help button, on the PostTrans Toolbar to access these related examples, or downloading them from the links below.

To use the template, with Sage 200, install PostTrans. Download
Trial with Sage demo company. Purchase a month subscription for Live Sage Company. Price
Watch the On-line Training course on how to use and customise the templates.

 

Project Expense Items(Module: Projects)

Sheet:'ExpenseItems'
Extract Expenses Items

 

Project Expenses with Phase Filter (Module: Projects)

Sheet:'Expenses Phase Filter'
Import Expenses

 

Project Expenses (Module: Projects)

Sheet:'Expenses'
Import Expenses

 

Project Expenses By Resource (Module: Projects)

Sheet:'Expenses Entry'
Import Expenses