# How to import purchase invoice records from a CSV into Sage 200

In Sage 200, use the import template for purchase invoice records. Fill one row per line, keep the same invoice number on every line of a bill, test with a few rows, then import.

Importing bills from a CSV means loading many supplier bills into your accounting system from one spreadsheet instead of typing each one.

## Before you start

- Sage 200 Purchase Ledger

## The Sage 200 way

Where to find it: Purchase Ledger > Utilities > Import > Import Transactions

1. Prepare a CSV file in the import layout.
2. Open Purchase Ledger > Utilities > Import > Import Transactions and load it.
3. Fix invalid records the screen reports.
4. Download the Supplier Transactions import format (XLS) and the example CSV from the import page, and build your file to match the example. XML is also accepted.
5. In the import screen choose Validate records only first. No records are imported. Two reports come back: the Update Report for valid records and the Update Report (Invalid) with the reason each record failed.
6. Fix the file and validate again, then choose Validate and import records. Tick Update Cash Book only for transactions that post to a bank account or for foreign currency transactions.
7. After the import, remove the rows that went in before you re-import corrected ones.

## Limits in Sage 200

- Mandatory fields and reverse charge VAT fields are listed on the import page.
- You can import invoices, credit notes, payments and receipts, including opening balances, in base and foreign currency.
- An import cannot add information to existing transactions. No check is made for transactions that already exist, but a transaction already in the system is ignored if it appears in the file.
- Imports can be slow: Sage suggests about 1 minute per 1,000 items, so trim the file to just the rows you need.
- For foreign currency transactions, enter the exchange rate in DocumentToBaseCurrencyRate.

## Good to know in Sage 200

- Mandatory identifiers for invoices and credit notes include AccountNumber, TransactionDate, SYSTraderTranType, DocumentToBaseCurrencyRate, DocumentToAccountCurrencyRate and GoodsValueInAccountCurrency. The first VAT amount and the first nominal analysis account are also mandatory.
- Payments and receipts need AccountNumber, TransactionDate, SYSTraderTranType, GoodsValueInAccountCurrency and CBAccountNumber. VAT does not apply to them.
- You can flag an imported transaction with a query flag. Any letter works except U, which is reserved for unauthorised transactions.

## Common mistakes

- Loading a CSV that does not follow the import layout.
- Leaving out a mandatory field the import page lists.

## Common questions

### Where is the import in Sage 200?

Purchase Ledger > Utilities > Import > Import Transactions. Prepare a CSV file in the import layout and load it.

### What if some records are invalid?

Fix the invalid records the screen reports.

### Does the import cover reverse charge VAT?

The import page lists the mandatory fields and the reverse charge VAT fields.

### Can Pulsify import a CSV of bills?

No. Pulsify reads invoice documents. Forward each invoice to your Pulsify address and approve it.

## Sources

- http://desktophelp.sage.co.uk/sage200/professional/Content/General/IMPORT_Supplier_transactions.htm
- https://desktophelp.sage.co.uk/sage200/professional/Content/General/IMPORT_Supplier_transactions.htm

Source: https://www.pulsify.tech/how-to/import-supplier-bills-from-a-csv-in-sage-200/ (last checked 2026-10-19)