Groups and Phases

Sage 200:Groups and Phases

All of the following functionality requires the PostTrans Projects Module.

PostTrans imports Project Items, which could be manually entered with the assistance of in-cell searching, using copy and paste, imported from CSV file or extracted from Sage 200 using the Extract button.

Extract/Import Sage 200 Project Items

Explanation of this type of Import

This type of PostTrans template allows the user to extract Project Accounting Phases.

It can be used to extract the data to for use in your own lookup, or excel data validation, when creating your own bespoke Project import template. Tag “Pg.Code” return the Phase prefixed with “.” for this purpose.

Download Project Structure/ProjectItem/Groups Extract/Import Template

Apart from column A these fields can be rearranged, hidden, and more columns mapped by using the Tags button to insert new tags. See 'Template Structure' section below.

Demonstration Video

Template Structure for Static Data

The template must have tag ‘Sage200projGroup’ in cell A1 to instruct PostTrans that we are interested in Sage 200 Project Items, 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.

Row 1 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 suit your needs, and the tags are added using the Tags button. See on-line Training   Deleting the Tag name, in the cell, from this row removes the Sage 200 mapping.   Table of Project Items Tags

Hovering over these tags, in row 1, will show a comment which explains the tags purpose, data type and any other useful details.

Common Features

In-Cell Searching

Any Tag ending with ^ with 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 Setup.  In-cell searching.

Extracting the Data

The data extracted using the Extract button can be filtered, by entering criteria in row 2. Hover over cell A2 for instructions. Extracting Data

In addition to this some sheets have a PgSearch tag/column. In this case the user can paste a list of codes in column, and press Extract button, to extract those records to the sheet. Entering a single code in this column will extract a single record.

Amending Project Items Data

Having extracted data, the user can now simply edit the Project Items in Microsoft Excel, before re-importing it back into Sage 200. 

PostTrans uses the tagged column PgCRC to detect changes in rows.  Therefore, only records/rows which have changed since extraction are updated.  If you add or delete a tagged column, PostTrans will treat ALL rows as having changed, and thus ALL records will be updated on next Import.

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 PgTitle 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.

File Import Button

This can be enabled in Setup to easily import cvs, 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.

Validation

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

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.  Pricing

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.

Other Useful Topics

Clear Transaction and copy down formula

PostTrans Tags which map to Sage 200

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

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

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.