Project Description

Export your invoice raised to Sage

With Okappy, you can easily export your invoices raised to your external accounting packages such as Sage Line 50, QuickBooks, Clearbooks, Kashflow and Xero.

From within the Okappy Invoices Screen, simply click on the Sage icon ( Sage icon ) to export your invoices. The system will create a CSV file with the following Sage fields pre-populated:

Column Field Details
A Type Sales invoice
B Account Reference This a reference you use to recognise a customer in Sage, i.e., MISC
C Nominal AC Ref The account you are posting the sales invoice to, typically in the range 4000
D Department
E Date Tax date of the invoice
F Reference Okappy invoice ID
G Details This picks up the Job ID (if available) and any description
H Net Amount Net amount of your invoice
I Tax Code The tax code, typically T1 for standard rate VAT
J Tax Amount The amount of VAT on your invoice

The following fields are not exported from Okappy, but can be added to the spreadsheet if required before uploading to Sage.

  • Exchange rate
  • Extra Reference
  • User Name
  • Project Refn
  • Cost Code Refn

Importing invoices into Sage

To import your file into Sage:

Open Sage, make sure all other Sage windows are closed and then go to File > Import

The Data Import Wizard will be shown.

To be on the safe side it’s always worth backing up your data first by clicking on the Backup button.

I also find it easier if you have made an error with your import, or while testing as you can easily go back to the state of your accounts prior to the upload.

Click Next

Select the data type of Audit Trail transactions and click Next

  • Tick the box for the format of the data you will be importing as Comma-separated (*.csv)
  • Browse to the download file
  • Tick the box for First row contains headings.

Note: Once you’ve selected the file you may need to again check the option for CSV as Sage sometimes defaults back to xlsx and then shows an error saying the file cannot be read. It also helps to click open rather than double clicking on the file name to select the file.

Click Next

Choose Fiel