Sage 300: Import Format For Changing GL Accounts
Preparing Files for Import
In order to import changes successfully, the following Account Code data format must be observed.
Explaining the Account Code data format
The Account Code data format has the following common features, regardless of what application is used to create the import file:
- Each row or line represents one (1) account record.
- Each record contains five (5) fields in the following order:
| Field1 | Field2 | Field3 | Field4 | Field5 |
| Old Account Code | New Account Code | Action Type | New Structure Code | Description |
- Field Three, Action Type, has three (3) predefined values, as follows:
| To take the following action | Input |
| Change | 0 |
| Combine | 1 |
| Copy | 2 |
- Fields Four and Five — Structure and Description – must contain data even if you don’t intend to change them. The following table shows your field entry options and their results:
| Field Contents | Change Result |
| Original data | The original data replaces itself (useful for correcting typos, etc.). |
| Changed data | The changed data replaces the original data. |
| Single blank space (no quotes required) | The original data is left untouched. |
- In addition, each file type has it’s own unique requirements as the following listing shows
- ASCII delimited text file
The first row is the title row; no other information except the title should appear in this row. If you don’t want to include titles, include the row but leave it blank.
Commas separate the fields and each field’s contents must be enclosed within quotes.
Note: You can use Windows Notepad to create this file.
- MS Excel files.
The first row is the title row; no other information except the title should appear in this row. If you don’t want to include titles, leave it blank.
Columns separate the fields and each field’s contents must be enclosed in its own spreadsheet cell.
- Lotus 123 files.
File layout is the same as MS Excel file.
- dBase III and higher files.
File Import only recognizes three(3) DBASE data types: String, Numeric and Date. Any other data types such as memo fields will be ignored.
Consequently, fields must observe the following formats:
| Field | Must be formatted as |
| Old Account Code | a string field |
| New Account Code | a string field |
| Action Type | either a string or an integer field |
| New Structure Code | a string field |
| Description | a string field |
- FoxPro and Clipper files.
File layout is the same as dBase III.
Support
If necessary, seek the assistance of Acute Data Systems to help provide assistance with this process.