Drake Accounting^®: How can I convert my data from Sage 50^®?

Importing from Sage 50^®

From Sage 50^® you can import your clients, employees, vendors, customers, and Chart of Accounts information, including account balances. Only the items listed in the chart below are able to be converted. All other items must be manually entered.

Employees	Customers	Chart of Accounts	Vendors
Employee Code	Customer Code	*Account #	Vendor Code
First Name	Customer name	Account Key (based on type)	Company Name
Middle Name (Initial)	Contact	Name	First Name
Last Name	Address 1	Type	Last Name
Status Code (Active or Terminated	Address 2	Current Balance	Address 1
Address 1	City		Address 2
Address 2	State		City
City	Zip		State
State	Shipping Address 1		Zip
Zip	Shipping Address 2		Country
State Tax Table	Shipping City		Phone
EIN/SSN Indicator	Shipping State		EIN/SSN
EIN/SSN	Shipping Zip		Do Not Generate a 1099
Phone	Phone		Email
Email	Phone 2
Federal Exemptions	Email
Federal Additional W/H	Ship Via
State Exemptions	Discount Percent
State Additional W/H	Credit Limit
Date Hired	Sales Person (as Employee Code)
Date of Pay Raise	Web Address
Date Terminated or Date of Suspension	Status Code (Active or Blank)
Pay Rate 1
Pay Rate 2
Pay Rate 3
Pay Rate 4
Birth Date

*Account # will have the "-" and everything past it removed and any non-unique account #s will be given a unique account number slightly different from the original one.

In order to import the clients, there is a three-step process.

Important:
- Post all journal entries to the general ledger prior to exporting information from Sage 50^®.
- If you will be converting the Chart of Accounts, it is strongly recommended that you print a Balance Sheet report in Sage 50^® prior to beginning this process.
- The Sage 50^® files must be exported into a folder in order for Drake Accounting^® to import the files. Creating a folder on the desktop prior to exporting the Sage 50^® files is strongly recommended.

Part 1

Complete the following steps in Sage 50^®:

Select the company to be imported into Drake Accounting^®.
Go to File > Select Import/Export...
Select to export one of the following:
- Accounts Receivable - Customer List
- Accounts Payable - Vendor List
- Payroll - Employee List
- General Ledger - Chart of Accounts

Note: These lists can be exported one at a time. You may create all four export files for a single client before converting them to Drake Accounting^® or create and convert one file at a time.

Click Export.
Select the Options Tab.
Save the export files from Sage 50^® using the default file name and an extension of .CSV.

Note: The export file from Sage 50^® must have an extension of .csv. If a different extension is used, Drake Accounting^® will not be able to successfully perform the import.

Click Open.
Select Include Headings under Export Options.
Click OK.

Part 2

Complete the following steps in Drake Accounting^®:

Go to File > Import. The Import ... Files screen is displayed.
Select Import Sage 50^®.
Enter information in the following fields:
- Folder to Import - Click the folder icon on the right side of the File to Import field. Navigate to the export folder where the files were created in Sage 50^® in Part 1 of these instructions. With the export folder selected, click OK.
- Client Code - Enter a client code. If a client with the client code entered exists in Drake Accounting^®, you can only import information that does not exist in Drake Accounting^®. For instance, if there is an employee in Drake Accounting^® for the client code entered, employee information will not be imported.
  If a Chart of Accounts has already been setup in an existing client, but no transactions have been posted, go to Accounting > Chart of Accounts and click Delete All in the upper-right corner before proceeding with the import process.
  
  If any transactions have already been posted, a new client would need to be created in order to import the Chart of Accounts. See "Chart of Accounts Setup" in Related Links below for more information.
  - If a client with the client code entered does not already exist in Drake Accounting^®, a new client will be created using the new code. A Client Code must be a unique code not currently used in Drake Accounting^®. Client codes are up to eight alpha/numeric characters (0 - 9, A - Z, and a - z) including underscores ( _ ).
- Select to import Employee, Customer, Chart of Account, or Vendor information or Select All Imports to import all four. Information can be imported only once. Selections previously imported are unavailable to be imported again.
Click Import to begin the import process. If a client with the Client Code entered does not exist in Drake Accounting^®, the Client Setup window is displayed, and you will have to complete and save the required fields before the import process will begin.
The Chart of Accounts setup window is displayed. Choose Set up Chart of Accounts later and click Next.
When data is successfully imported, a window is displayed showing how many records of each data type was imported and if any errors occurred.

Part 3

Verify the information and complete the setup in Drake Accounting^®:

Go to Client > Edit. Verify the imported information and complete the client setup.
Go to Accounting > Chart of Accounts and verify that each account, its account type, and account balance is correct.

Note: The Chart of Accounts must have a zero balance before it can be saved.

Go to Employees > Employee Setup. Verify the information is correct for each employee.
Go to Payables > Vendor Setup if using Drake Accounting^®'s Accounts Payable feature. Verify the information is correct for each vendor.
Go to Receivables > Customer Setup if using Drake Accounting^®'s Accounts Receivable feature. Verify the information is correct for each customer.

Important: It is very important that you examine all imported information. Since not all fields can be imported into Drake Accounting^®, you may need to complete missing setup information.

Converting from Sage 50 (DAS)