Archiving Data In Sage50c
Do you know how to do it?
Posted by Alison Mead on 07/09/2020 @ 8:00AM
When you have been using Sage50c for a few years, especially if you have a very busy business with lots of invoices, or even lots of products on each invoice, then running reports, checking your data and taking a backup can become really slow ...
If archiving data in Sage50c is new to you, maybe a hand-holding session is in order?
copyright: melpomen / 123rf
But how often do you really need to run a report or check data that is a few years old? You need to keep the data for 6 years after the end of last company financial year relating to the data that they refer to, but if you don't need to run reports which cover multiple years right up to present day then you could choose to archive the old data and just keep the most recent year(s) in your active live data.
"When you run the Period End -> Year End process then you are prompted to archive at this point!"
One thing that really annoys me about this process is Sage tried to label the file where the archive is stored with the year from the START of your financial year when it is common practice to talk about your year end. So, if your accounts are running from April 2019 to March 2020 I would change the reference in the Year End -> Archive option to 2020 instead of the 2019 Sage suggest.
This archive, once saved, will then be available to log into just like a separate company, with all the transactions and invoices from your company up to the date you made the archive. If you didn't take an archive as part of your year end process as you weren't sure it was needed you can go to Tools -> Period End -> Archive Company and take a company archive at any time.
This then allows you to delete old transactions, invoices and old accounts in your current data as you have the records saved in your archive!
You will need to take care that you backup the archive data safely, and also remember what the passwords were to access your company at the date of the archive, as any changes made in you company data will not ripple through into the archives.
When you update to a new version, you should also go to the File -> Open -> Company Archive area and update your archives too.
Until next time ...
Would you like to know more?
If anything I've written in this blog post resonates with you and you'd like to discover more, it may be a great idea to give me a call on 01604 217365 and let's see how I can help you.
About Alison Mead ...
Alison loves bookkeeping and supporting bookkeepers. She has been helping clients to be better bookkeepers in Sage 50 for over 24 years and has been Xero Accredited in accounts and payroll for a number of years too.
She specialises in a very unique hand-holding method of training, helping bookkeepers and business owners to use their accounts software as and when they need support in setting up and producing their invoices, reports and financial information.
Alison combines her role at Silicon Bullet with her Forever Living network marketing businesses and is often to be seen at business networking meetings as she likes to keep busy.
You know what they say: if you want something done well ask a busy person!
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