Importing accounts from Sage

Brightpearl will import 3 CSV files and create a complete snapshot of your Sage accounts, ready to start trading in Brightpearl!

Important things to remember:

• We don't import historical transactions (other than outstanding invoices)
• Once you have started running transactions in Brightpearl, STOP entering into Sage
• You don't have to switch accounts systems at the end of a year, or even a VAT quarter
• The Debtors and Creditors import will create contacts with limited information. If you want full address details etc, then import all Customers and Suppliers before running the Debtors/Creditors import. Read more about that process here
• The Sage import matches Customers and Suppliers on account CODE - eg ABC001
• Save files as CSV

First up, prepare 3 files:

Trial Balance

1. Go to Modules » Financials
2. Click the "Trial" icon
3. Choose File output and click "Run"
4. Choose "Complete - All transactions" for the period
5. Click OK, and save it as "Trial Balance" somewhere you can find it later

tip: You'll need to get your nominals column to accept leading zeros for nominals less than 1000.
Select column A, right-click and choose 'format cells'. Choose Custom, and type '0000' in the 'Type' field.

Debtors report

1. Go to Modules » Customers
2. Click the "Reports" icon
3. From the "Aged Debtors Reports", choose Aged Debtors Analysis (Detailed)
4. Choose to "Generate Report" to File output
5. Don't limit by customer ref or date, leave it as default
6. Click OK and save the file as "Debtors" in the same place that you saved the Trial Balance

Creditors report

1. Go to Modules » Suppliers
2. Click the "Reports" icon
3. From the "Aged Creditors Reports", choose Aged Creditors Analysis (Detailed)
4. Choose to "Generate Report" to File output
5. Don't limit by supplier ref or date, leave it as default
6. Click OK and save the file as "Creditors" in the same place that you saved the Trial Balance

Now that  you've got all the information you need from Sage, you can just drop the 3 files into Brightpearl.

Setting up the Opening Trial Balance

1. Visit Home » Welcome page
2. Click to upload your Chart of Accounts from Sage
3. Brwose for your file called "Trial Balance"
4. Choose to "Delete and rebuild Chart of Accounts..."
5. Choose to "Import balances..."
6. Enter a starting invoice number if you like (for Sage imports, this is automatically detected)
7. Import the file!

This will bring all balances into Brightpearl, and set up the Chart of Accounts to match that in Sage. Note that Brightpearl will transfer the 1100 Debtors onto 9997 Debtors opening balance, and 2100 Creditors onto 9998 Creditors opening balance, in preparation for the next steps.

Importing Debtors (Customer balances)

1. Visit Home » Welcome page
2. Click to import Debtors/Creditors from Sage
3. Browse for your "Debtors.csv" file
4. If you've not imported your Sage contacts already, choose to create them from the Debtors file
5. Choose yes to "Add balances..."
6. Check that "Customers (Debtors)" is set
7. Import the file!

You can check the totals using the Accounts » Customers menu item in Brightpearl.

Importing Creditors (Supplier balances)

1. Visit Home » Welcome page
2. Click to import Debtors/Creditors from Sage
3. Browse for your "Creditors.csv" file
4. If you've not imported your Sage contacts already, choose to create them from the Creditors file
5. Choose yes to "Add balances..."
6. Check that "Suppliers (Creditors)"  is set
7. Import the file!

All done. Enjoy the power of Brightpearl :)

To import the detailed records for the customers and suppliers

In your Sage account, visit Modules, Customers, Reports then export the Customer Records (Extended) to CSV.

1. Save this CSV file somewhere handy
2. Visit Setup : Import data in Brightpearl
3. Choose to import your customers
4. If you have already imported your customer balances, then make sure you tick the "update by code" so that the import only adds to the existing contacts. 
5. Import the file!