ExpenseIn uses a powerful CSV building tool that can be easily customised so data exported from ExpenseIn can be imported directly into Sage 50 by simply uploading a CSV file.
We have created three pre-defined export formats for Sage 50 that can be added to your ExpenseIn account:
Sage 50 Reimbursable (Purchase Invoices)
Sage 50 Company Card (Purchase Invoices)
Sage 50 Company Card (Bank Payments)
Note: We recommend that you look at the Sage 50 Import Documentation to ensure you understand how the import works.
Prerequisites
Before you add our Sage 50 export format(s) to your account, you'll need to ensure your Admin area is up-to-date and the references you have within your Sage 50 account match the ones in your ExpenseIn account. This will allow the data to be imported into Sage 50 correctly.
Follow each point below to ensure you have the correct references set up in ExpenseIn.
Users - Review or edit your users to ensure the User References match the Supplier Account References in Sage 50. You can do this in the Users section of the Admin area (under the User Management heading).
Note: If you'll be importing all user expenses against one Supplier account or importing bank payments, you can skip this step.
Categories - Review or edit your categories to ensure the Category References match the Nominal Account Codes in Sage 50. You can do this in the Categories section of the Admin area (under the Account Setup heading).
Tax Rates - Review or edit your tax rates to ensure the Tax Rate References match the Tax Codes in Sage 50. E.g. If the 20% rate has a code of T1, you'll need to input this as the reference. You can do this in the Tax Rates section of the Admin area (under the Rates heading).
Departments - If you record Departments in Sage 50, review or edit your departments to ensure the Department References match the Department Codes in Sage 50. You can do this in the Departments section of the Admin area (under the User Management heading).
Projects - If you record Projects in Sage 50, review or edit your projects to ensure the Project References match the Project References in Sage 50. You can do this in the Projects section of the Admin area (under the Account Setup heading).
Cost Centres - If you record Cost Centres in Sage 50, review or edit your custom fields to ensure the Custom Field Values match the Cost Centre References in Sage 50. You can do this in the Custom Fields section of the Admin area (under the Advanced heading).
Note: If you'll be importing all user expenses against a single cost code you can skip this step.
How to add Sage 50 export format
Once the Admin area has been configured to match your Sage 50 account, you can add the relevant Sage 50 CSV export format to your account by following the steps below:
1. Click the Account Name > Admin.
2. In the Account Setup section, click the Export Formats subheading.
3. Click the New Expense Format button.
4. Find the Sage 50c section and click Add + next to the required Xero export format.
5. Once the format has been added, click the Edit icon next to the new format (or click the three dots icon and select Edit from the drop-down) to review the mappings between the ExpenseIn Data Fields and Sage 50.
Note: We automatically use the names of the columns that Sage 50 requires so that the import process is as easy as possible.
6. Once you're happy that the Export Data Fields are set up to match where your Sage 50 references are stored in ExpenseIn, close the window (or click Update if you made any changes).
You can now use the export format to export your expenses to a CSV file that can be imported directly into Sage 50.
If you have any further questions or require further guidance when setting up your export format for importing expenses into Sage 50 via a CSV file, please contact our Support team.
Additional Information
Cost Centres
If you'll be recording expenses against multiple cost centres, then you'll need to edit the Cost Centre Reference Data Field option from 'Static Value' to your 'Cost Centre' custom field.
Bank Payments
If you'll be using the Company Card (Bank Payments) export format and your company card is set up as a single Bank Account in Sage 50, for the Data Field against the Account Reference, you'll need to enter the Account Reference that the card is set up within Sage 50.
Note: If your user company cards are set up as different Bank Accounts in Sage 50, you'll need to ensure the Data Field is mapped to where these Bank Account references are stored in ExpenseIn.
