How to export data to Sage

Transcription

1 Advanced NFP is part of Advanced Business Solutions, Munro House, Portsmouth Road, Cobham, Surrey, KT11 1TF. t:

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3 Copyright Advanced NFP 2013 This document contains confidential and / or proprietary information. The content must not be disclosed to third parties without the prior written approval of Advanced Business Software and Solutions Ltd. Advanced Business Solutions, Advanced Learning and V1 are trading names of Advanced Business Software and Solutions Ltd. Version History Date Version Issued By Changes 02/03/2009 Debbie Nevin Version Approval Version Name Title / Organisation Approval Record Distribution Date Version Name Title Document Control Filename Location Minimum Retention

4 How to export data to Sage These instructions are for importing Audit Trail Transactions to Sage from Donor Strategy version 4. Please read through and find the parts that are relevant to you. If you require other formats please send the Sage requirement information from the Help on Sage to Support so we can help further. Sage requirements... 1 Decide about your data... 2 Setting up the Database Fields for use... 3 Creating Lists... 4 Using Categories instead of Database fields... 4 Creating the Report... 5 Exporting the data... 6 Importing to Sage... 7 Sage requirements This table describes the data required for Sage to import Audit Trail Transactions: Field (Split Data) Type Size Validation Precision Import Type Transaction Type Char 2 BP, BR, CP, CR, Standard / JC, JD, PA, PC, PI, SA, SC, SI, VP, VR Sales / Purchase / Char 8 Lookup Standard / Bank Account Ref Nominal Code Char 8 Lookup Standard / Department Number Int Standard / Transaction Date Date 10 Date Standard / Transaction (Invoice) Char 8 Standard / Reference Transaction Details Char 60 Standard / Net Amount Double 11 8 digits + 2 d.p. Standard / Tax Code Int 2 T0 T99 Standard / Tax Amount Double 11 8 digits + 2 d.p. Standard / Extra Reference Char 8 User Name Char 32 Doc version: v1.0 Page - 3

5 Decide about your data First you need to decide how to record the data relevant to your transactions. Fill out your answers in column 3. Transaction Type Sales / Purchase / Bank Account Ref BR for Bank Receipt is this right for you? If not, what should it be? Will there only be 1 bank account code? What is it/are they? Nominal Code Department Number Transaction Date Transaction (Invoice) Reference Transaction Details Will you be using more than one nominal code? What is it/are they? Set to 1 in the report example. What should it be? TransDate taken from Donor Strategy TransNo taken from Donor Strategy TransDesc taken from Donor Strategy is there a better description? i.e. if you are not using the Description field Amount taken from Donor Strategy T0 for zero rated VAT Net Amount Tax Code Tax Amount 0 as VAT isn t recorded in Donor Strategy Extra Reference BatchNo taken from Donor Strategy would you prefer something else? What? User Name UpdatedBy taken from Donor Strategy In the following example we are using the Donor Strategy fields to store the Type of transaction, Nominal code and Bank account code. If you already use these fields for something else, you could create a category for each of these details and tick them to be Mandatory to ensure one has been selected for each transaction. Doc version: v1.0 Page - 4

6 Setting up the Database Fields for use If the fields on your Receipts screen are available for use, you may need to edit the names of the fields and assign lists to them. To do this you will need to have Administrator rights for Donor Strategy. From the Tools > Edit Values > Column Names from the top menu bar. Find Table Name Trans in the left column. Click on the + to see all the fields Go to Field Name Ref1 in the list Amend the Display Name to be logical for the use you have, e.g. Bank Ref Amend the Column Name to be the same Click on the Save to save the changes. You can amend Ref2 and Ref3 in this way if you are using them to record the details for exporting to Sage. If you wish to assign a default value to a field you can do that here or you may need to use the Control Panel > Field Mapping or Design > Customise if you have permission to change screens. If there is only 1 main bank account, you can set a Input Properties > Default Value here. Likewise, you could set the Sage Type to BR here if you are not setting it automatically in the report. Doc version: v1.0 Page - 5

7 Creating Lists Go to the Receipts, Browse section. Click on New to create a new receipt Click in the field for Bank Ref Press Ctrl+A to bring up the list editor. You may need to do this a couple of times to get it displayed. If no list is assigned you will see the message No list is assigned for this field. Do you want to create a new list? Click on Yes to create the new list. Edit the list to have valid values for the bank ref. Click on Close to close the list editor. Click on Cancel to cancel the transaction. Do the same for the Nominal Code if required. Sample values for Bank Ref are: 1200 Bank Current Account 1210 Bank Deposit Account 1220 Building Society Account 1230 Petty Cash 1250 Credit Card Receipts Sample values for Nominal Code are: 4000 Grants Received 4002 Subscriptions Received 4004 Income Fund Raising Activity 4005 Income Functions 4006 Bar Income 4009 Discounts Received 4050 Donations Received 4060 Bequests and Legacies Received 4100 Covenanted Income 4101 Tax Credit Covenanted Income Using Categories instead of Database fields We would recommend using database fields for these options. However, if you wish to use categories for the codes you should set them up as Single select so only 1 is category is chosen and tick the Mandatory box to ensure that at least one is chosen if more than one is ticked Sage will not be able to import the details. If the person entering the transactions will not be the one allocating the nominal code, do not tick Mandatory. Doc version: v1.0 Page - 6

8 Create new Category heading for Bank Ref (or Bank Account). Add the values for each of the new categories. Make the Name the code number and the Description a description of the code. Note: if you make the Name the code number AND the description combined Sage will not be able to import the details. Creating the Report Go to the Reports section and click on the Import button to import the Sage Export Report Select Batch Numbers.RST4 file. This will import a report that uses the database fields for the Sage Type, Bank Ref and Nominal Code. The fields are in the order that Sage requires them. Notice that the Bank Ref and Nominal Code fields use a substring of the content and take only the first 4 characters. This is assuming that you are using the list values similar to the above and that your nominal codes are 4 characters. If they are different, you will need to Edit the details accordingly. Doc version: v1.0 Page - 7

9 If you want to change the source of any of the fields, e.g. Description or Batch No, then Edit those fields and choose a replacement. This way the data will still be in the correct order to allow Sage to import it. If you have chosen to use a category for the Bank Account Code, you will need to Edit these columns and select the appropriate Category Column when you have created the categories. Exporting the data Once you have created the report and filtered it as appropriate, you will need to run it and send it to Excel. When you have the data in an Excel spreadsheet you can then save the file as type CSV (Comma Delimited). Doc version: v1.0 Page - 8

10 Importing to Sage From Sage you can now import the file you just saved, and all transactions will show as Audit Trail Transactions. For further advice please contact the Support Team on or Thank you. Doc version: v1.0 Page - 9