Creating a new set of Sage Accounts Data
WARNING: When you’ve finished this process, every payment and invoice will be unallocated.That means that someone will need to go across each of the accounts and individually allocate every invoice and payment! Taking this into consideration, it would be a plan to archive off old records at a Year End before running this activity.
NOTE: Stock levels may be inaccurate following this process if historical data has ever been cleared down. A stock take might be a good idea to this glitch. Alternatively, check the product levels from the old data with the stock quantities of the new data and devise a stock transaction for each difference to correct the levels.
WARNING: Make a FULL backup before you start! Ensure it has EVERYTHING including layouts etc.
1. Navigate to CUSTOMERS > REPORTS > CUSTOMER DETAILS REPORTS > CUSTOMER RECORD CSV (EXTENDED)
2. Export to a CSV file (no selection filter)
3. Click on SUPPLIERS > REPORTS > SUPPLIER DETAILS REPORTS > SUPPLIER RECORD CSV (EXTENDED)
4. Export to a CSV file (no selection filter)
5. Click on NOMINAL LEDGER > REPORTS > NOMINAL DETAILS REPORTS > NOMINAL RECORD CSV (EXTENDED)
6. Export to a CSV file (no selection criteria)
7. Click on FINANCIALS > REPORTS > MISCELLANEOUS REPORTS > TRANSACTION CSV (EXTENDED)
8. Export to a CSV file (no selection filter)
9. Click on PRODUCTS > REPORTS > PRODUCT DETAILS REPORTS > PRODUCT RECORD CSV (EXTENDED)
WARNING: You may have to add an additional field in this report. At the time of writing, “Last Purchase Price” was absent from the standard report.
10. Export to a CSV file (no selection criteria)
11. Click on PRODUCTS > REPORTS > PRODUCT DETAILS REPORTS > PRODUCT TRANSACTION CSV (EXTENDED)
11a. Amend the layout and delete the filter (The filter is within one of the options at the top). Save the report again under ‘My Reports’ folder, and run it.
12. Export to a CSV file (no selection criteria)
You now have all the information you require. But, you now need to perform a “search and replace” in the Financials CSV file as follows:
Alter all “SR” transactions to be “SA” entriesAmend all “PP” entries to be “PA” transactions Amend all “SD” entries to be “SC” entriesChange “PD” entries to be “PC” entries
NOTE: Watch out! Editing files in Excel will delete preceeding or trailing zeros from many lines. Hint: To make “20″ show as “0020″, format the box as a custom format and type “0000″ inside the format field.
13. Create a fresh instance of Sage Accounts and set up a fresh company with the proper name, address, Y/E date, VAT details etc.
13a. Provide each bank account
13b. Change the chart of accounts if necessary.
13c. Turn on ‘Allow negative stock’ in company preferences.
14. Click on FILE > IMPORT > CUSTOMER RECORDS
15. Navigate to the Customer file you created in step 2 and import it.
16. Navigate to FILE > IMPORT > SUPPLIER RECORDS
17. Navigate to the Supplier file you made in step 4 and import it.
18. Navigate to FILE > IMPORT > NOMINAL RECORDS
19. Browse to the Nominal file you created step 6 and import it.
20. Click on FILE > IMPORT > AUDIT TRAIL TRANSACTIONS
21. Navigate to the Transaction file you made step 8 and import it.
22. Click on FILE > IMPORT > STOCK RECORDS
23. Navigate to the stock file you made step 10 and import it.
24. Click on FILE > IMPORT > STOCK TRANSACTIONS
25. Navigate to the stock transactions file you created step 12 and import it.
26. Retrieve the stationary documents and custom reports in from the previous data.
27. Allocate the customer and supplier invoices and payments. Plus, proceed to make stock take issues if applicable.
End of guide.
For more information about Sage 50 Payroll visit Sage 50 Payroll
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