Flat file posting means that when you do a posting run in Weighsoft the system produces a .csv file rather than post the invoices directly into Sage for you. You then import that file into Sage 50 manually.
Why use Flat File Posting?
More control: Flat File posting has the advantage of producing a posting file which you can check and confirm before the data is imported to Sage.
Version Incompatibility: If you are using a 64-bit version of Sage 50 and your Weighsoft version is 5.530 or lower Flat File is the only option to import invoices into Sage.
Versatility: Some customers prefer having the option to import the data into Sage manually so they can continue using Weighsoft for other tasks while the import is processed
Switching to Flat File Posting
Depending on your system and what version of Weighsoft you are running you may need assistance from Support to switch to using Flat File posting.
The steps to change this are as follows:
Hover on Administration
Click on Lookups
Click on Companies
Select the relevant company
Go to the Credit Control tab
Change the "External System" dropdown to "Sage 50 Flat File"
Decide a shared folder location in which you want the posting files to be placed
Enter the location of that folder in the "Local Path 1" field
Click Update at the top of the screen
Note: if you get the above screen and it is greyed out you will need to raise a case with support for the changes to be made for you.
Process
To import the file:
Log into Sage with full access.
Click File then click Import.
To backup, click Backup.Click Next.
In the Data Type screen, select Audit Trail Transactions.
Click Next.
In the Data Source screen, select .csv.
Click Browse.
Click the posting file then uncheck the "First row contains headings" check box.
Click Next.
In the Field Mappings screen, you need to tell Sage which columns contain which data.
Alternatively you can copy the attached "Audit trail Transactions.Map" file at the bottom of this article and click "Load Mapping" in Sage to import the below settings.
Column letter | Column description |
A | Type |
B | Account Reference |
C | Nominal A/C Reference |
D | Department Code |
E | Date |
F | Reference |
G | Details |
H | Net Amount |
I | Tax Code |
J | Tax Amount |
Tip: Sage will remember these mappings for later, but if you want a backup you can click on "Save Mapping" and keep the file somewhere on your PC. That way if you need to enter it again you can just load that backup rather than remap everything.
The other values on the screen aren't required. Once that's done, click Next and on the next screen click Import.
Sage then imports the posting file and they appear in Sage the same way they would if you had done direct posting.
Note: Don't open the .csv file to check the contents. This can result in issues later on.
Note: If you are unable to find the .csv file, or it is not in the usual location, you can re-run the the export. Alternatively, you may need to delete the Posting Run and re-run.
Troubleshoot
When you run the import if there are any errors they are displayed on the screen. See some scenarios and solutions below:
Issue | Notes | Solution |
Missing Nominal Account xxxxx | This means that the account number shown doesn't exist in Sage. This can sometimes happen if an account has been manually created in Weighsoft, or if the Sage data has been rolled back after the account was created. | You need to manually create the account in Sage so that the invoice has an account to go to. It's vital that the account number in Sage exactly matches the account number in Weighsoft. |
Problem with the date in line xxxx | If the .csv file is opened after being generated then Excel automatically strips any trailing zeros in the date (E) column. For example 07/08/22 would appear originally as 070822, but excel changes it to 70822 (which sage can't recognise) | There is no way to reverse this automatic change, so the only option is to delete the posting run and re-run it. When you have the posting file don't open it. |