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Receiving supplier invoices

What this covers​

Supplier e-invoices that reach your GoRoute account arrive on the Sage PC as one import file a day, with each supplier's PDF beside it. You import the file once, and the agent reports each invoice back to GoRoute as posted.

Before you start​

  • Every supplier who sends you e-invoices exists in Sage under Suppliers, with their VAT number on the Details tab.
  • You can use Sage in single-user mode, with nobody else working in the company.
  • You have taken a backup, as before any Sage import.

Steps​

  1. Open Agent Status ▸ Inbox. Each day lists its file. A file marked READY TO IMPORT is waiting for you.

    The Inbox tab with today's file ready to import

  2. Select the file and click Copy the path.

  3. In Sage, open File ▸ Import…. If Sage warns that this closes all other open windows, click Yes. On the Welcome page, click Backup… if you have not taken one yet, then Next.

  4. Under Data Type, choose Audit Trail transactions and click Next.

    Choosing Audit Trail transactions in the Sage import wizard

  5. On Data Source, click Browse, paste the path into the File name box and click Open.

  6. Now tick First row contains headings. Tick it after choosing the file: choosing a file clears the tick box. Click Next.

    The file chosen first, then First row contains headings ticked

  7. On Field Mappings, every field is already mapped. Click Next.

    Field Mappings filled in from the file's headings

  8. Check the summary and click Import. Import Results lists the rows under Records Imported, and anything Sage did not take under Records not Imported. Click Close.

    Sage's import results

Each invoice is written as purchase invoice (PI) or purchase credit (PC) rows, one row per VAT rate. Sage also offers Audit Trail transactions - Grouped, which posts an invoice with two VAT rates as one transaction with two lines. Either works. Choose one and keep to it.

Import each file once

Sage imports the same file a second time without any warning, and posts every invoice in it again. A file marked Imported in Sage — do not import this file again is done. Invoices that arrive after you import go into a new file for the same day, goroute-<date>-2.csv, marked READY TO IMPORT.

When a supplier is missing​

An invoice from a supplier Sage does not know waits on the Needs supplier tab, with the VAT number to use.

  1. In Sage, open Suppliers ▸ New.
  2. Create the supplier, with their VAT number on the Details tab.
  3. Wait for the next check, or click Check GoRoute now on the Inbox tab. The agent matches the supplier and adds the invoice to the day's file.

The Needs supplier tab

Invoices in another currency​

The invoice is written in its own currency, at the rate Sage holds in Settings ▸ Currencies on the day the file is written. The supplier's Sage record must be in that currency. If either is missing, the invoice waits in the agent window with a sentence saying which.

What you should see​

  • At the agent's next check of Sage, the file reads imported and each invoice posted in Sage as transaction and its number.

    The imported file and the transaction number Sage gave the invoice

  • In the portal, the agent page counts it under Posted in Sage today. GoRoute records the invoice as posted, with its Sage transaction number.

  • The supplier PDFs stay in the day's folder, for your own filing.

If it does not work​

You seeWhat to do
Browse does not show the folderPaste the path into File name, as in step 5.
Field Mappings is blankClick Back, untick and tick First row contains headings again.
DEPARTM.DTA is in use or another .DTAAn agent check is under way. Wait half a minute. Sage carries on by itself.
You imported a file twiceDelete the duplicate transactions in Sage. The agent flags the duplicate in the portal with the transaction numbers.

Written for agent 0.2.x and the GoRoute portal release of 31 October 2026.

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