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Sales Receipts

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Import Sage 50 Sales Receipts

All of the following functionality requires the PostTrans Extras Module.

PostTrans imports Sales Receipts in two different modes, each discussed below with demonstration videos:

  1. Manual Allocation - Extract outstanding invoice, enter receipt info against them and import into Sage 50.
  2. Automatic Allication Mode - Import receipts, and allocate against outstanding invoice, based on a matching unique referance number.

1) Manual Allocation Mode

Match by:MANUAL, Manual Allocation

See example "Sales Receipts - Manual Allocation"

Pressing Extract button will populate the sheet with all outstanding Invoices in Sage 50.   A series of Tags, prefixed with TLMan, are populated with data such as the outstanding invoice amount.

TLMatch is populated with the Invoice number, and when [Import] is pressed the sheet is scanned for values in the Payment column.   If this cell contains a value then, a Sales Receipt is imported for the value and entered reference.  

This is then matched off against the Invoice number in the TLMatch column.

In Sage 50 this results in:

Demonstration Video

The video shows how to use PostTrans Pro for Sage 50, to import Sales Receipts from within Excel. First we can extract the outstanding invoices from Sage 50, then we simply enter the receipt information, and press [Import] button to import receipts and allocate against the outstanding invoices listed in sheet.

 
 
   Quick intro: How to Extract/Import Static Data:
  0:00 Intro
  0:33 Product demo
  1:30 Extract outstanding Invoices
  2:30 Qucikly Enter Receipt information
  3:00 Import and match Sales Receipts
 
 

To use the template, with Sage 50, 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.

2) Automatic Allocation Mode

Match by not set to:MANUAL, Manual Entry

See example "Sales Receipts - Import Allocation"

In this mode, Sales Receipts (SR) are imported into Sage 50, and are matched to Sales Invoice (SI) by a matching value in TLMatch Column.   The value in the TLMatch can be matched by SI Number, Customer Order Number, Customer Order Number and Account Code, Invoice Number, SO/PO Ref, Job Ref, Analysis 1-3, or Oldest matching value on account ledger.

This is therefore ideal for users who want to import Invoice from an external system, and at a later date import the Sales Receipts, matched on a matching value on the original invoice.

Example

We have already imported a two transactions which have Customer ref TBAH122899 and TJUM122898, each with a gross value of £100.
To import Sales Receipt and allocate we:

We press [Import] and PostTrans will first read all outstanding transactions in Sage 50 into memory.  Next it imports each line, creating a Sales Receipt, and then looks for matching Sales Invoices.  If found, then they are allocated to each other:

Debtors List

To aid diagnosis, if a reference does not match PostTrans will optionally open a new sheet showing the outstanding transactions found in Sage 50 and all references on those transactions.  This can also be seen by pressing the [Extract] button on the Sales Receipt template.

Demonstration Video

The video shows how to use PostTrans Pro for Sage 50, to import Sales Receipts from within Excel, which relate to existing Sales Invoices in Sage 50. These are allocated to the invoice by a matching unique reference, which is in the Invoice data. In our example the Customer Order Reference.

This would be used, in a scenario where the Invoice data has originated from an external source, website or bespoke program. And at a later date the receipt information is generated by same program, which needs matching off against the invoices in the accounts.

 
 
   Sage 50 Import Sales Receipts from Excel, Video 2 of 2
  0:00 Intro
  1:10 Product demo
  1:30 Import outstanding Invoices for demonstration
  2:30 Show, in Sage 50, outstanding Invoices
  3:30 Import Receipt information
  4:00 Import and match Sales Receipts
 

To use the template, with Sage 50, 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.

Requirements

_PRO version of PostTrans

The SI and SR have to be in same currency

Cannot be over allocated

Option to only match if value agrees

 

 

 

 

 

 

 

Tags for Receipt Transactions (PRO Version)

The following tags can be used to import a Sage 50 Sales Receipt and allocate to matching Invoice .

See Online Training for Transaction based templates for a full explanation of tags, and how PostTrans reads them to define the Extract/Import template.

Tag Name

Data Type

Description

uniqueID

Integer IOP

Unique ID for each line record which does not changed
    Sage V21 2015 onwards

headerUniqueID

Integer IOP

Unique ID for each header record USE TO RELATE THE TWO FILES RECORDS
    Sage V21 2015 onwards

ADD_DISC_RATE

Double IOP

Additional Discount Percentage Rate
    Sage V21 2015 onwards

BASE_FULL_NET

Double IOP

Full Net Amount (no discount)
    Sage V21 2015 onwards

BASE_NET

Double IOP

Base Net Amount
    Sage V21 2015 onwards

BASE_NETVALUE_DISCOUNT

Double IO

Base Net Value Discount Amount
    Sage V21 2015 onwards

BASE_TAX

Double IOP

Base Tax Amount
    Sage V21 2015 onwards

COMMENT_1

Text 60 IOP

Comment 1
    Sage V21 2015 onwards

COMMENT_2

Text 60 IOP

Comment 2
    Sage V21 2015 onwards

COST_CODE_ID

Integer IOP

Project Cost Code ID
    Sage V21 2015 onwards

DELIVERY_DATE

Date IOP

Delivery Date
    Sage V21 2015 onwards

DEPT_NUMBER

Integer IOP

Department Number
    Sage V21 2015 onwards

DESCRIPTION

Text 60 IOP

Description
    Sage V21 2015 onwards

DISCOUNT_AMOUNT

Double IOP

Total Discount Percent on line item
    Sage V21 2015 onwards

DISCOUNT_RATE

Double IOP

Discount Rate set on Sales record
    Sage V21 2015 onwards

DUE_DATE

Date OP

Due Date
    Sage V21 2015 onwards

EXT_ORDER_LINE_REF

Integer IOP

Extra Order Line Reference
    Sage V21 2015 onwards

EXT_ORDER_REF

Text 30 IOP

Extra Order Reference
    Sage V21 2015 onwards

FULL_NET_AMOUNT

Text 8 IOP

Full Net Amount (Before Discount)
    Sage V21 2015 onwards

FUND_NUMBER

Integer IOP

Fund Number
    Sage V21 2015 onwards

INVOICE_NUMBER

Integer IOP

Invoice Number
    Sage V21 2015 onwards

IS_NEGATIVE_LINE

Integer I

Is item line negative (1 == negative 0 == positive)
    Sage V21 2015 onwards

ITEM_NUMBER

Integer IOP

Item Number
    Sage V21 2015 onwards

ITEMID

Integer IOP

Unique Identifier, Unaffected By File Maintenance Routines
    Sage V21 2015 onwards

JOB_REFERENCE

Text 60 IOP

Job Reference (Line Information)
    Sage V21 2015 onwards

NET_AMOUNT

Double IOP

Net Amount (After Discount)
    Sage V21 2015 onwards

NETVALUE_DISCOUNT

Double IO

Net Value Discount amount
    Sage V21 2015 onwards

NETVALUE_DISCOUNT_ALLOCATED

Double O

Negotiation Discount allocated
    Sage V21 2015 onwards

NEXT_ITEM

Integer IOP

Record Number of Next Item
    Sage V21 2015 onwards

NOMINAL_CODE

Text 8 IOP

Nominal Code
    Sage V21 2015 onwards

OFFSET

Integer IOP

Offset of Service Text
    Sage V21 2015 onwards

PREV_ITEM

Integer IOP

Record Number of Previous Item
    Sage V21 2015 onwards

PROJECT_ID

Integer IOP

Project ID
    Sage V21 2015 onwards

QTY_ALLOCATED

Double IOP

Quantity Allocated for this Order
    Sage V21 2015 onwards

QTY_DELIVERED

Double IOP

Quantity Previously Delivered for this Order
    Sage V21 2015 onwards

QTY_DESPATCH

Double IOP

Quantity left to Despatch
    Sage V21 2015 onwards

QTY_INTRASTAT_CONFIRMED

Double IOP

Quantity IntraStat Confirmed
    Sage V21 2015 onwards

QTY_ORDER

Double IOP

Quantity Ordered
    Sage V21 2015 onwards

SERVICE_FILE

Text 60 IOP

Redundant - Do Not Use
    Sage V21 2015 onwards

SERVICE_FILE_SIZE

Integer IOP

Redundant - Do Not Use
    Sage V21 2015 onwards

SERVICE_FLAG

Integer IOP

Service Item Flag
    Sage V21 2015 onwards

SERVICE_ITEM_LINES

Integer IOP

Redundant - Do Not Use
    Sage V21 2015 onwards

STOCK_CODE

Text 30 IOP

Stock Code
    Sage V21 2015 onwards

TAX_AMOUNT

Double IOP

Tax Amount
    Sage V21 2015 onwards

TAX_CODE

Integer IOP

Tax Code
    Sage V21 2015 onwards

TAX_FLAG

Integer IOP

Item VAT Ammended.
    Sage V21 2015 onwards

TAX_RATE

Double IOP

Tax Rate
    Sage V21 2015 onwards

TEXT

Text 60 IOP

Service Invoice/Credit Text
    Sage V21 2015 onwards

UNIT_OF_SALE

Text 8 IOP

Unit of Sale
    Sage V21 2015 onwards

UNIT_PRICE

Double IOP

Unit Price
    Sage V21 2015 onwards

QTY_INVOICED

Double P

Quantity Invoiced
    Sage V21 2015 onwards


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

IO  This type of import shares common tags for Orders and Invoices

O  Tags for Orders only

I  Tags for Invoices only

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.