Importing a Bank Entry - Sage 300ERP

Posted By Maggie-K over 8 years ago

I started using the Bank Reconciliation module a few months ago in Sage 300ERP and have really liked it.

However, I am running into one snag that I think there should be away to do this.

Every month I have a couple of entries that I post for payments made out of the account that have several account lines. So, I want to export the bank entry and then next month I can import the entry and may just have to make slight modifications to the amount. Almost like a reoccurring bank entry.

So, two months ago I tried to export the entry and then I would be able to import it at the beginning of the next month. However, when I tried this it started processing and then it says 'Description: Incorrect procedure. Only unposted bank entry can be imported.'

So, I re-entered the bank deposit manually, but before posting I exporting the entry thinking this would allow me to import it this month.

This month I tried to import the entry and again it starts processing and then gives me the same message.

Can someone please let me know if there is a way to import a previous entry and then modify it? Otherwise I have some lengthy bank entries to make each month.

Input would be greatly appreciated!!!

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0 Ettienne Schwagele over 8 years ago

I suspect you are exporting all fields, that will fail.

When you export you only need the following fields:

Select the following fields in Bank_Entries_Header:

Sequence Number

Bank Entry Number

Bank Code

Bank Entry Type

Entry Description

Bank Entry Date

Select the following fields in Bank_Entries:

Sequence Number

Line Number

Reference

Description

Source Amount

G/L Account

In the import file:

Set SEQUENCENO = 0 in Bank_Entries_Header and Bank_Entries

Change ENTRYNBR to a unique number

Then try to import.
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0 Ettienne Schwagele over 8 years ago

I suspect you are exporting all fields, that will fail.

When you export you only need the following fields:

Select the following fields in Bank_Entries_Header:

Sequence Number

Bank Entry Number

Bank Code

Bank Entry Type

Entry Description

Bank Entry Date

Select the following fields in Bank_Entries:

Sequence Number

Line Number

Reference

Description

Source Amount

G/L Account

In the import file:

Set SEQUENCENO = 0 in Bank_Entries_Header and Bank_Entries

Change ENTRYNBR to a unique number

Then try to import.
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0 Maggie-K over 8 years ago in reply to Ettienne Schwagele

Thank you so much. I was able to follow the instructions for the 'Export' part but struggled with the 'Import' part. I went to SequenceNo and made the value '0'. but and changed the EntryNbr but not sure about the 0 in Bank_Entries_Header and Bank_Entries. That is on the top in the split screen and it does not have any options. I did hit okay - and I seem to have imported all 54 entries I already had. So, I will have to delete a bunch of them which I hate to do, to throw off my numbering. So, I must have missed a step. If you could try to clarify that part of it for me that would be great! Thanks!
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0 Ettienne Schwagele over 8 years ago in reply to Maggie-K

Change the sequence numbers in the import file. Are you exporting to Excel?
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0 Maggie-K over 8 years ago in reply to Ettienne Schwagele

Yes, I am exporting to excel. Is that the best option? I thought when I exported it would only export the actual bank entry that I was on, but it obviously exported them all. So, when I exported could I have selected only the bank entry # that I wanted? Do I have to change anything in the actual excel file or just when I import it? If I go to import and the table shows Sequence numbers - I am not sure what sequence #'s I should use. If I go to the next line and it says Bank Entry Number - can I change the value to be the actual bank entry # that I am looking to import? Thanks!
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0 Ettienne Schwagele over 8 years ago in reply to Maggie-K

Edit the Excel file, delete what you don't want, then make the changes that I said. Save the Excel file and close Excel. Import the Excel file.
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0 Ettienne Schwagele over 8 years ago in reply to Ettienne Schwagele

On the Export window there is a Set Criteria button at the bottom, you can specify which transaction(s) to export.
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0 Justin K over 7 years ago in reply to Ettienne Schwagele

Hi All,

I just came across this post from a year ago. I'm in a similar situation and this post really helped. Only problem is, when testing my import (where I have all header records using the same format and all detail records using the same format in multiple CSV files), after the 3rd entry, I get a failure with the message 'Only unposted bank entry can be imported'. It must be something with the record because when chopping up the file into two (first 3 records in the first set, the rest in the second), the second set of files fail on the first record. I can't for the life of me see any difference between the 3rd and 4th entries in the files.

Anyone know of this message and what I might look into to figure it out? Thanks in advance.
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0 Justin K over 7 years ago in reply to Justin K

So I found that the sequence number for those failed transactions had already been previously used, which was the cause of my error - which brings me to my next question - if the sequence number is the only common field between the header/detail files, is it NOT possible to import a file that contains multiple entries?
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0 49153 over 7 years ago in reply to Justin K

You can import a transaction with multiple entries.
The sequence number has to be unique in the header table.
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0 Justin K over 7 years ago in reply to 49153

Thanks for the reply. So I would need to know ahead of time what sequence numbers have not been used in the past and code the header/detail files accordingly? I was hoping there was a way to just have the system assign the next available sequence number.
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0 49153 over 7 years ago in reply to Justin K

Importing transactions assumes you have some form of control over sequence numbers etc. That's why importing transactions sucks, we use VBA macros to write transactions to the API and then you do not have these issues.
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0 Justin K over 7 years ago in reply to 49153

Thanks for the info. Is there any documentation/training available for using the API?
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0 49153 over 7 years ago in reply to Justin K

No, you gotta wing it like we did.
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Importing a Bank Entry - Sage 300ERP

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