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Sage 50:Import Receipts against outstanding invoices

All of the following functionality requires the Pro version of PostTrans.

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:

  • Manual Allocation - Extract outstanding invoice, enter receipt info against them and import into Sage 50.
  • 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.

 
 
   Manual Allocation of Receipts Mode 1/2
  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.

 
 
   Automatic Receipts Allocation Mode 2/2
  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

Extras feature

The SI and SR have to be in same currency

Cannot be over allocated

Option to only match if value agrees

Available Tags

Tag Name

Data Type

Description

Important Fields:

TLPosted

Text Req

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

Posting Settings:

THBankNom^

Text 8 Req, HeadOnly

Bank nominal code to post SR
    In Cell Searching values in table NOMCODEBANK

THMatchBy^

Text 60 Req, HeadOnly

Match by x when looking for invoice to allocate too in field TLMatch
        In Cell Searching values:Match BY
                  MANUAL, Manual Allocation
                  VALUE, Account Oldest Matching Value
                  CO, Cust Order Number
                  COA, Order Number And Account
                  INV, InvoiceNo
                  ORef, SO/PO Ref
                  JOB, Job Ref
                  ANAL1, Analysis 1
                  ANAL2, Analysis 2
                  ANAL3, Analysis 3

THTolerance^

Integer Req, HeadOnly

Match Tolerance
        In Cell Searching values:Tolerance
                  1, Exact
                  2, Exact and Anything less

Receipts Lines:

TLRef

Text 8 Req

Set Referance on SR

TLMatch

Text 60 EOF Req

Use this value to search for matching Invoice, allocate payment to this matched invoice

TLPayment

Currency Req

Payment Amount, zeros are ignored

Sales Receipt Fields:

TLExtRef

Text 30

Set External Referance on SR

TLDetails

Text 60

Details. If not specified will be 'Sales Receipts'

TLAcCode^

Text 8

Optional, depending on match settings
    In Cell Searching values in table THAccCode

TLPaymentDate

Date

VAT Amount calculated based on Credit/Debit and Tax code on line, defaults to T9

TLProject^

Text 12 Pro

Project Code
    In Cell Searching values in table ProjectCode

Ready Only Tags:

TLInvOut

Double Read

When used in Manual Mode, will be populated with Outstanding amount on Extract

TLInvDate

Date Read

Date of invoice

TLInvDueD

Date Read

When used in Manual Mode, will be populated with Due Date on Extract

TLInvCustRef

Text 60 Read

Optional, depending on match settings

TLInvCur

Integer Read

Currency Number

TLInvRef

Text 60 Read

Invoice No from Ref on header of SI
    Sage V22 2016 onwards

TLInvSO_PO

Text 60 Read

Optional, depending on match settings
    Sage V18 2012 onwards

TLInvJobRef

Text 60 Read

Bank nominal code to post SR

TLInvConsign

Text 60 Read

Match by x when looking for invoice to allocate too in field TLMatch

TLAnal1

Text 60 Read

Invoice Analysis 1
    Sage V22 2016 onwards

TLAnal2

Text 60 Read

Invoice Analysis 2
    Sage V22 2016 onwards

TLAnal3

Text 60 Read

Invoice Analysis 3
    Sage V22 2016 onwards

Header:Before Posting:

THBefSWCompany^

Text 6 HeadOnly Chg Pro

This will cause PostTrans to change company before posting if different from current Sage Line 50 Company. Thus can be user to post transactions into different companies, thus intercompany transactions are possible. It uses a 6 letter company code, which found by pressing the Select Company button in system setup.
Posting to multiple companies
    In Cell Searching values in table CompanySelect

THBefDisplayMess

Text 60 HeadOnly

If contains value, then this text is displayed, and import cannot take place until this text if clear. Thus you can your own formula, macro or VBA code to stop import until a certain condition.
Validating Transaction before posting

THBefDisplayMessYN

Text 60 HeadOnly

If contains value, then this text is displayed. Asks Yes/No to continue
Validating Transaction before posting

Header - After Posting:

THAftProcessSheet

Text 60 HeadOnly Pro

After posting this sheet, switch to work book with this name, and post that. Allows back to back purchase orders, or multiple company transfers. PRO
Posting multiple sheets

THAftSwitchSheet

Text 60 HeadOnly Pro

After posting this sheet, switch to work book with this name PRO
Posting multiple sheets

Header - After Save:

THAftSavePATH

Text 60 HeadOnly Read Pro

If THAftSavePATH and THAftSaveFilename specified, will save as PATH + ‘\YYYMM\’ + Filename + "_0000.xls". YYYMM can be overridden with value in THSaveSubDirectory cell.
more about saving

THAftSaveSubDir

Text 60 HeadOnly Read Pro

See THAftSavePATH
more about saving

THAftSaveFilename

Text 60 HeadOnly Read Pro

See THAftSavePATH. Example ‘ABAP01’ will save as ABAP01_0001.xls.
more about saving

Import File:

THImportFullName

Text 500 HeadOnly

Full PATH and Filename of the file just imported using the Import button. This is required if you set the directory to move file after posting transaction.
File Import instructions

THImportFileName

Text 500 HeadOnly

Filename of the file just imported using the Import button
File Import instructions


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 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.

 

Sales Receipts - Import Allocation by Referance (Extras Module)

Sheet:'Import Receipts'
Import Sales Receipt and allocated to existing invoices

 

Sales Receipts - Manual Allocation (Extras Module)

Sheet:'Manual Receipts'
Extracts Ourstanding Invoices, enter payment figures and referance, Import to create Sr and allocate