How to import data in Sage BusinessWorks

IMPORTANT: Before importing, back up the company information. If a problem occurs with the import, restore the backup, correct the import file, and complete the import process.

This explains general information on importing data into Sage BusinessWorks. This information applies to the General Ledger, Accounts Payable, Accounts Receivable, Inventory Control, Order Entry, Payroll, Job Cost modules of Sage BusinessWorks.

Only certain specific information can be imported into each Sage BusinessWorks module. For general instructions on importing into Sage BusinessWorks see the document in Attachments below. For all import file formats see Import file formats
NOTE: Valid import examples are available on the last page of each import format document.

Information on formatting requirements for import data files:

• The import file must be in a comma-separated variable (.csv) text format. Each field must be separated by commas and can contain only standard ASCII characters. If the file meets this requirement, you should be able to open it in Windows Notepad and see normal text characters.
• Be certain that the import file does not include column headings. If the file contains column headings, Sage BusinessWorks may either import an invalid record or produce an "Invalid format" error.
• Each record in the file must be terminated by a carriage return and line feed. Pay special attention to the last record in the file. If it does not contain a carriage return and line feed, Sage BusinessWorks will not import it correctly.
• Follow the import format exactly as outlined in the import format documents. The sequence of the fields is critical. To exclude a field, use a comma as a placeholder. If you are converting a spreadsheet file to the .CSV format, create a blank column where that data field would reside. The spreadsheet program automatically places a comma into the file being created.
• If a field contains a comma, that field must be surrounded by quotation marks. For example, if a customer name is recorded with the last name first (Jones, Frank), surround the field with quotation marks ("Jones, Frank"). Otherwise, Sage BusinessWorks recognizes just the last name as the customer name, places the first name into the next import field, and shifts each subsequent entry forward by one field. Note: If you are using Microsoft Excel to create the file do not place quotation marks around fields. When saving a Microsoft Excel spreadsheet to a .csv format, Microsoft Excel automatically surrounds a field with quotation marks if that field contains one or more commas.
• It is not necessary to surround each field with quotation marks except as noted above.; however Sage BusinessWorks accepts any field enclosed in quotation marks during the import process. If you are using Microsoft Excel to create the file, do not surround fields with quotation marks. This results in "Invalid format" errors during the import process.
• If a field being imported needs to be in all capital letters but is in lowercase in the import file, Sage BusinessWorks converts it automatically. If an entry being imported exceeds the allowable length, Sage BusinessWorks will truncate the field.
• Do not use commas or dollar signs when importing numeric values.
• Dates must be entered as MM/DD/YY, regardless of the default setting in the Windows Control Panel. Do not use a four-digit year, for example, "08/01/2017".
• Transaction dates (for example, invoice, adjustment, payment, or open credit dates) must fall within the allowable date range. The date cannot be more than one year prior to or one month following the current open month in the module into which the transaction is being imported. For example, if the current open month in Accounts Payable is August 2021, the date of the invoice being imported must fall between August 2020 and September 2021.

Special notes for Microsoft Excel users:

• To create a file in Microsoft Excel that conforms to the text format requirements for importing into Sage BusinessWorks, save the file using the CSV (Comma delimited) option. (It is not necessary to include quotation marks around text fields. Microsoft Excel places quotation marks into the .csv file as needed.)
• If using an export from Sage BusinessWorks to import and Excel is removing leading zeroes see, Exporting to Excel is dropping off the leading zeroes