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How to rebuild a set of Sage Data

RosnerFaison — Fri, 28 Sep 2012 21:30:24 +0000

NOTE: When you have completed this procedure, all payments and invoices will no longer be allocated.That means that someone will have to trawl through each of the accounts and manually allocate each payment and invoice! Taking this into consideration, it might be a plan to archive away historic data at a Year End prior to carrying out this activity.
WARNING: Stock levels might be incorrect after this process if transaction history has previously been cleared down. A stock take may be your best solution to this issue. Otherwise, compare the stock quantities from the previous data with the stock quantities of the new system and create a stock transaction for every difference to amend the physical quantities.
NOTE: Perform a FULL backup prior to starting! Be sure it includes EVERYTHING including documents etc.
1. Navigate to CUSTOMERS > REPORTS > CUSTOMER DETAILS REPORTS > CUSTOMER RECORD CSV (EXTENDED)
2. Export to a CSV file (no selection filter)
3. Navigate to SUPPLIERS > REPORTS > SUPPLIER DETAILS REPORTS > SUPPLIER RECORD CSV (EXTENDED)
4. Export to a CSV file (no selection criteria)
5. Click on NOMINAL LEDGER > REPORTS > NOMINAL DETAILS REPORTS > NOMINAL RECORD CSV (EXTENDED)
6. Export to a CSV file (no selection filter)
7. Navigate to FINANCIALS > REPORTS > MISCELLANEOUS REPORTS > TRANSACTION CSV (EXTENDED)
8. Export to a CSV file (no selection filter)
9. Navigate to PRODUCTS > REPORTS > PRODUCT DETAILS REPORTS > PRODUCT RECORD CSV (EXTENDED)
WARNING: You may need to include an extra field to this report. At the time of writing, “Last Purchase Price” was missing from the standard report.
10. Export to a CSV file (no selection filter)
11. Click on PRODUCTS > REPORTS > PRODUCT DETAILS REPORTS > PRODUCT TRANSACTION CSV (EXTENDED)
11a. Edit the layout and remove the filter (The filter is under one of the menus at the top). Re-save the report within ‘My Reports’ section, and run it.
12. Export to a CSV file (no selection filter)
That is all the data you need. However, you now have to do a “search and replace” in the Financials CSV file as below:
Change all “SR” entries to be “SA” entriesAlter all “PP” transactions to be “PA” entries Alter all “SD” transactions to be “SC” entriesAlter “PD” transactions to be “PC” transactions
WARNING: Be careful! Opening files in Excel will delete preceeding or trailing zeros from most transactions. Tip: To make “20″ read as “0020″, make the cell as a custom format and enter “0000″ within the format box.
13. Install a new copy of Sage Accounts and create a new company with the proper name, address, year end value, VAT credentials etc.
13a. Enter all bank accounts
13b. Change the chart of accounts if required.
13c. Enable ‘Allow negative stock’ in company preferences.
14. Navigate to FILE > IMPORT > CUSTOMER RECORDS
15. Browse to the Customer file you made in step 2 and import it.
16. Click on FILE > IMPORT > SUPPLIER RECORDS
17. Browse to the Supplier file you made in step 4 and import it.
18. Click on FILE > IMPORT > NOMINAL RECORDS
19. Browse to the Nominal file you made step 6 and import it.
20. Navigate to FILE > IMPORT > AUDIT TRAIL TRANSACTIONS
21. Browse to the Transaction file you created step 8 and import it.
22. Navigate to FILE > IMPORT > STOCK RECORDS
23. Browse to the stock file you created step 10 and import it.
24. Navigate to FILE > IMPORT > STOCK TRANSACTIONS
25. Browse to the stock transactions file you made step 12 and import it.
26. Pull the stationary layouts and custom reports in from the old installation.
27. Reallocate the customer and supplier invoices and payments. Additionally, act upon any stock take procedures if required.
End of guide.

For more information about Sage payslips visit Sage 50 Payroll

Creating a new set of Sage Accounts Data

OrsburnSeddon — Fri, 15 Jun 2012 15:16:06 +0000

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