Exporting From Lightyear into Sage 300

Exporting From Lightyear into Sage 300

NOTE - SAGE 50 and SAGE 200 have different export formats.  Please reference the respective support material for the version you are using as linked. 

Once the initial Set Up is done, sending your bill data through to Sage is very easy. Let's take a look at the steps.

We strongly recommend exporting and uploading one batch at a time to Sage 300 to avoid uploading duplicate files in error.

Exporting From Lightyear

Once a bill has been approved (the number of approvals required depends on how your Approvals Process is set up), it will sit in your Signed Off tray ready to be exported. Lightyear will allow you to export up to 50 bills at a time (This example only has two). When you're ready, just head to the Signed Off Tab, check the box beside all bills that you want to export then click the green Export To Sage button.

To export in batches of 50, you can click the checkbox to the left of the title "Departments" in the header row which will highlight 50 bills for bulk export.



Lightyear will then export all bill data as a CSV that's formatted and ready to be uploaded to Sage 300. At this point, you will be charged 1 credit per each bill exported. Please note that larger batches may take longer to export, please don't refresh the page while an export is in progress.

What gets exported

Let's take a look at exactly what data gets exported from Lightyear in to the sage CSV for uploading.

First, see the below screenshot for an example bill within Lightyear.



And for comparison, here's the CSV we got from exporting. 



They don't look exactly the same, but all the required data is there. Here's a breakdown of the export Update for Sage 300 
  • Type - This will be either PI for a bill, or PC for a credit note
  • Account Reference - This is the supplier code for the supplier within Lightyear. You can see from the Lightyear screenshot the supplier is UPLOADTEST, 999 is the supplier code for that supplier
  • Nominal A/C Ref - This is the GL code in Lightyear
  • Department Code - This is the Category in Lightyear. Lightyear displays the Department name, but exports the Department Code
  • Date - The Bill Date in Lightyear. Lightyear also lets you set up a Due Date, but this information isn't exported
  • Reference - The Bill Number in Lightyear
  • Net Amount - The pre-tax amount of the bill
  • Tax Code - Lightyear exports the actual Tax Code, but displays the name associated with it
  • Tax Amount - The amount of tax on the bill
All other fields are unused by Lightyear, but you can populate these manually if you use them within Sage.

Importing to Sage

Check out this video from Sage, to see how to import your newly generated CSV into Sage 300.


If you need any more information, please open a support chat





      

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