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.

Download Sales Receipt Import Template

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.

Download Sales Receipt Import Template

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

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.