You can import invoice, receipt, refund, and adjustment batches created in non-Sage 300 programs and in remote Sage 300 subledgers.
Accounts Receivable treats imported batches as regular batches and, if the option to allow editing of imported batches is selected on the A/R Options screen, you can edit imported batches using the transaction-entry screens.
You can also export transaction batches from Accounts Receivable to other programs. For example, you could export data to a spreadsheet for analysis. You can also export batches of recurring transactions to import later.
Accounts Receivable can create export files in several formats, including Microsoft Excel, Microsoft Access, Comma Separated Values, ODBC, and XML formats. You select the format when you export the data.
You can also create files to be imported in any of these programs or formats, provided you structure the data in a way that Accounts Receivable can read. During the import process, Accounts Receivable checks the data in the external file, and cancels the process if it finds certain types of errors.
Tip: To see exactly how to format records for importing, we suggest that you first export records from the sample data that comes with Accounts Receivable, specifying the format in which you plan to import.
Sage 300 provides a tool you can use to see which fields you can import to and export from any record in Accounts Receivable. For more information, see Viewing a List of Fields You Can Import and Export.
For more information about file formats, using scripts and criteria, and the steps to import and export data, see the System Manager help.
For information on importing and exporting setup records, and customer, customer group, and national account records, see About Importing and Exporting Accounts Receivable Records.
Importing Batches
Warning! Incorrect importing can damage your data. Do not import accounting data without appropriate manual accounting control and verification procedures.
When importing invoices, receipts, refunds, and adjustments, you must first select the destination batch in Accounts Receivable. For example, open the Invoice Entry screen, and then select an existing batch or create a new batch.
To import, click File > Import, and then specify the file to import. You can import only one batch at a time, and you must specify the format in which the file was created.
If you use multicurrency accounting, you can import a receipt batch only into another receipt batch whose bank uses the same currencies as the receipts in the imported batch.
When importing batches of invoices, receipts, refunds, and adjustments, you can insert records, only.
The Insert And Update and Update Only options are not available for transactions.
After importing a batch, always print the batch listing and check it carefully against your original documents. We suggest that you also delete the batch in the program where you created it to avoid accidentally importing it twice.
Exporting Batches
To export a batch, create or select the batch, and then click File > Export on transaction entry screens.
You do not have to export an entire batch each time. You can set criteria to export a range of transactions, and you can specify the transaction information to export to your other program. For example, when you export customer records, you can choose from three different portions of the data—Customer, Statistics, and Comment.
Note: Statistics appears in the list only if the Allow Edit Of Statistics option is selected on the A/R Options screen.
Important! If you export batches that you plan to import back into Accounts Receivable, you should change the document numbers in the exported batch before importing it, so that you do not import duplicate document numbers that you cannot post in Accounts Receivable.