Export Purchase Invoices to Accounts

You can export purchase invoices into Sage Accounts 50 (version 11 and above), Sage Instant Accounts and Quick Books (2003 and above). It is a 2 part procedure where data is stored in an intermediate file and then imported in your accounts package.


Before you export invoices make sure you have suppliers in your accounts package and that their account references match those customers in EQ. If you are starting with a new database you can export your suppliers from EQ otherwise you will need to assign your account code to the supplier on the account details


Part 1 Export


In EQ:


1.Close all open windows so that you are at the EQ main screen.
2.Go to File > Export... > Export Purchase Invoices
3.Enter invoice dates into the From and To boxes and click Search
4.All invoices matching these dates are shown. Tick each invoice in the Exp column or press Select All to tick them all
5.Click Export Purchase Invoices
6.In the new window you can keep the location and filename or click the browse icon to save the file elsewhere.
7.In file type select:
       Sage Line 50 - If using Sage Line 50 version 11
       Sage Line 50 v13+ - If using Sage Accounts 50 version 12 or above, or Sage Instant Accounts
       Quick Books 2003 - If using Quick Books
8.Click the Export button
9.When asked to flag invoices click No. You should return to this screen after you have imported following step 2 below.

A CSV/IIF file has been created in your specified location.


Part 2 Import


Click your accounts package to see specific import instructions:


In Sage


1.Close all open windows so that you are at the main screen, and no other Sage users are logged in.
2.Go to File > Import... >
3.Select Audit Trail Transactions and click OK
4.Click Run and select the name of the file (e.g purchaseinvoices.csv)
5.Once the process is complete the File Import Success box will display all the imported records.
You can now look at the customer records in Sage to view their invoice detail.


In Quick Books


1.Open Quick Books at the main screen.
2.Click File > Utilities > Import > Import IIF Files.
3.Browse to the file you just created and begin the import. (Unless you changed location, it will be in C drive named PurchaseInvoices.iif)
4.Quick Books will inform you the import has been successful.


As QuickBooks enforces ‘double-entry’ bookkeeping, the export creates two ledger entries for each sales invoice. One entry is made into the customer’s account and another entry is made into the ‘Accounts Receivable’ account for the opposite amount to ensure that the ledger balances.


** All exports and imports should be carried out on a regular basis to ensure your accounts software is kept up-to-date. **


See Also

Exporting customers to accounts

Exporting suppliers to accounts

Exporting purchase invoices to accounts

Exporting payments to accounts