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Export sales invoices to Sage (desktop)

Matthew Hilton
  • Updated

You can export sales invoices into Sage Accounts 50 (desktop versions 11 and above), Sage Instant Accounts (desktop) and Quick Books (2003 only). It is a 2 part procedure where data is stored in an intermediate file and then imported in your accounts package. These instructions apply to the named software packages only. For exporting of invoices to other software packages including Sage Cloud or Xero Accounts see the Projects Invoices Export article here.

 

Part 1 Export (standard format)

Part 2 Import into Sage

Part 2 Import into Quick Books

 

Part 1 Export (standard format)

 
Before you export invoices you may also want to export your customer list so that your customers and same account codes exist both in EQ and Sage. See export customers (csv). If you are starting with a new database you can export your customers from EQ. Follow the steps below to export to a pre-formatted csv file. 
 

In EQ:

  1. Close all open windows so that you are at the EQ main screen.
  2. Go to File > Export... > Export Sales Invoices
  3. Enter invoice dates into the From and To boxes and click Search
  4. All invoices matching these dates are shown. Tick each invoice in the Exp column or press Select All to tick them all
  5. Click Export Sales Invoices
  6. In the new window you can keep the location and filename or click the mceclip0.png browse icon to save the file elsewhere.
  7. In file type select:
           Sage Line 50 - If using Sage Accounts 50 version 11
           Sage Line 50 v13+ - If using Sage Accounts 50 version 12 or above, or Sage Instant Accounts
           Quick Books 2003 - If using Quick Books
  8. Click the Export button
  9. When asked to flag invoices click No. You should return to this screen after you have imported following step 2 below.

 
A CSV/IIF file has been created in your specified location.

 

Part 2 Import

 

Import to Sage (desktop)

This link is compatible with Sage Accounts 50 and Sage Instant Accounts.  For exporting of invoices to other software packages including Sage Cloud or Xero Accounts see the Projects Invoices Export article here.
 

Sage Accounts 50 versions 12 to 15 (inclusive)

  1. Close all open windows so that you are at the main screen, and no other Sage users are logged in.
  2. Go to File > Import... >
  3. Select Audit Trail Transactions and click OK
  4. Click Run and select the name of the file (e.g salesinvoices.csv)
  5. Once the process is complete the File Import Success box will display all the imported records.
     

You can now look at the customer records in Sage to view their invoice detail.

 

Sage Accounts 50 version 16 and above

  1. Close all open windows so that you are at the main screen, and no other Sage users are logged in.
  2. Go to File > Import... > The import wizard opens.
  3. Select Audit Trail Transactions and click Next
  4. Select CSV file and then Browse.
  5. Select the name of the file (e.g salesinvoices.csv). Click Open then click Next.
  6. Complete the field mappings by clicking in the Imported Field column and selecting the correct letter as below:

 
A  Type

B  Account reference

C  Nominal a/c ref

D  Department code

E  Date

F  Reference

G  Details

H  Net amount

I   Tax code

J  Tax value

 

  7. Click Next and view the summary. Then click Finish to begin the importing.

  8. Once the process is complete Sage will display correctly imported records and any that have not              imported.

 

Common reasons for failed imports include trying to import a £0 value invoice or payment which Sage will not accept, or importing an invoice for a customer which is not in Sage. In this case see the full Sage Instructions for how to export customer records.

 

You can now look at the customer records in Sage to view their invoice detail

 

In Quick Books

  1. Open Quick Books at the main screen.
  2. Click File > Utilities > Import > Import IIF Files.
  3. Browse to the file you just created and begin the import. (Unless you changed location, it will be in C drive named SalesInvoices.iif)
  4. Quick Books will inform you the import has been successful.

 

As QuickBooks enforces ‘double-entry’ bookkeeping, the export creates two ledger entries for each sales invoice. One entry is made into the customer’s account and another entry is made into the ‘Accounts Receivable’ account for the opposite amount to ensure that the ledger balances.

 

All exports and imports should be carried out on a regular basis to ensure your accounts software is kept up-to-date.

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