Recreating a set of Sage Accounts Data

NOTE: Once you’ve finished this process, all payments and invoices will be deallocated.This means that somebody will need to go across all of the accounts and individually allocate every invoice and payment! This in mind, it could be a nice plan to archive off old records at a Year End before running this procedure.
NOTE: Product figures may be inaccurate following this procedure if historical data has ever been cleared down. A stock take might be a good idea to this glitch. Otherwise, check the product levels in the old system with the product levels of the new system and make a stock transaction for each variance to correct the levels.
WARNING: Make a COMPLETE backup before you start! Make sure it has EVERYTHING including layouts etc.
1. Click on CUSTOMERS > REPORTS > CUSTOMER DETAILS REPORTS > CUSTOMER RECORD CSV (EXTENDED)
2. Export to a CSV file (no selection criteria)
3. Click on SUPPLIERS > REPORTS > SUPPLIER DETAILS REPORTS > SUPPLIER RECORD CSV (EXTENDED)
4. Export to a CSV file (no selection filter)
5. Navigate to 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 criteria)
9. Click on PRODUCTS > REPORTS > PRODUCT DETAILS REPORTS > PRODUCT RECORD CSV (EXTENDED)
NOTE: You may need to add an extra field to this report. When this procedure was written, “Last Purchase Price” was missing from the output report.
10. Export to a CSV file (no selection criteria)
11. Navigate to 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’ area, and execute it.
12. Export to a CSV file (no selection criteria)
That is all the data you require. But, you now need to perform a “search and replace” in the Financials CSV file as follows:
Amend all “SR” transactions to be “SA” transactionsAmend all “PP” entries to be “PA” transactions Amend all “SD” entries to be “SC” transactionsChange “PD” entries to be “PC” entries
NOTE: Watch out! Editing files in Excel will remove preceeding or trailing zeros from many entries. 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 correct name, address, Y/E date, VAT details etc.
13a. Provide all bank accounts
13b. Amend 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. Browse to the Supplier file you created in step 4 and import it.
18. Click on FILE > IMPORT > NOMINAL RECORDS
19. Navigate to the Nominal file you created 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. Click on FILE > IMPORT > STOCK RECORDS
23. Browse to the stock file you made step 10 and import it.
24. Click on FILE > IMPORT > STOCK TRANSACTIONS
25. Browse to the stock transactions file you created step 12 and import it.
26. Retrieve the stationary documents and custom reports across from the previous installation.
27. Allocate the customer and supplier invoices and payments. Plus, proceed to make stock take issues if applicable.
You’re done.

For more information about Sage P60 forms visit Sage 50 Payroll

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