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Peter.Heinicke

Batch entry of payments

SUGGESTED
Posted By

We would like to enter a batch of monthly payments each month as a periodic process. For example, if we have rent check, an insurance payment, a recurring software payment same amount, same date every month. We don't want to enter ap invoices, approve to pay etc, rather just enter a batch of miscellaneous payments to a bank. 

I tried exporting a batch of bank entries and then importing the same batch, but Sage 300 complained the transaction had already been posted. It had different transaction numbers though, so I don't see why it complained. What should the transaction number be on the spreadsheet so that it doesn't complain? 

Or should I do this in cashbook and not even bother with Sage 300 for this type of thing? I don't know cashbook so maybe its no easier in that software. 

  • 0

    When you export, you usually can't turn right around and import without figuring out what's going on with the multitude of fields Sage includes.  If you really want to import as Bank Entries, you can get by with just these fields:

    Header Details
    SEQUENCENO SEQUENCENO
    BANK LINE
    TRANSTYPE GLACCOUNT
    TRANSDATE SRCEAMT
    REFERENCE REFERENCE
    COMMENT

    Notice that there is no transaction number or entry number.  You can include Entry Number (ENTRYNBR) if you want to assign your own numbers each month, but by leaving that field out, Sage will assign a number on import.  SEQUENCENO can be 1, 2, 3 etc to match headers to details.  Or you could do it as one entry with a bunch of details, in which case they'd all be 1 (or all zero).

    HOWEVER - if you're in the US, you might be better off to import as an AP Miscellaneous Payment batch, so that you can tag these payments to vendors.  Rent in particular is likely to need a 1099.

  • 0 in reply to wheumann

    That's helpful, I will try it. Also, thanks for the reminder on 1099s. 

  • 0
    SUGGESTED

    I know you said you didn't want invoices but why not use the recurring invoices function?
    If you set up those vendors with a specific group, you could create the recurring invoices then do a payment batch for just that specific group and you'd have all the tax/1099 etc setup correct and have an easy bank transaction as well with full audit trails.

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