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What happens when I archive my data in Sage 50?

24 January 2023

Sage 50 Accounts

Summary

A common question we’re asked is whether creating an archive removes transactions and records from your live data. Don’t worry, archiving your data doesn’t delete anything!

In this blog, we’ll explain what happens.

What actually happens when I archive my data in Sage 50?

When you archive your data, a read-only copy of your data is created, which you can access whenever you like. It does not affect your live data in any way.

When you run your year end, it’s a good idea to create an archive of your data. However, it’s also possible to create an archive part way through the financial year. When you choose to create an archive, it does the following:

  • Takes a snapshot of your data as it is.
  • Makes the snapshot available as a read-only set of data within the File > Open > Company Archive option.

Read-only copies of your company data gives you the freedom to delete old data from your live company, to view historical figures and run reports from the archive. By doing so, a company can reduce the data volume, improve performance and find information more easily.

To archive data during Year End

When you run your year end via Tools > Period End > Year End, select the Archive check box.

Archive data in Sage 50

Confirm the details on the Archive Company Window and click OK.

Archive company window in Sage 50

To archive data mid-year

Data from your company can be archived at any time.

1. Click Tools then click Period End.

2. Click Archive Company.

Archive data mid-year in Sage 50

3. You can change the description and folder name.

NOTE: Certain alphanumeric characters can’t be used when creating a folder, for example, < > . \ ? % *

Archive company mid year in Sage 50

4. Click OK and then click OK again.

That’s it! You now have a read only copy of your data.

NOTE: When upgrading Sage 50 Accounts, you will need to convert the data of any company archives, so you still have access to them.

Further Information

If you have any questions about this or need assistance, then please contact the GCC Group Support Team on 0345 260 1151 or servicedesk@gccgroup.co.uk

01

Sage 50 Health Check

GCC are offering a free Sage 50 Accounts Health Check for Sage 50 users.

We are aware that a lot of things may have changed in your business, post-COVID – and we want to make sure that you are getting the most out of your Sage 50 Accounts.

 

This free 30-minute health check will be via Microsoft Teams, with our Sage consultant – Guy Lester.

 

This Sage 50 Health check will review:

  • the performance, management accounts, reporting, credit control & stock within your Sage 50.
Book your check

Sage 50

Create a more agile, efficient & modern business with Sage 50 Accounts.

Sage 50 combines the power of desktop accounting with cloud computing, allowing you to access your critical information any time, from anywhere.

The automated data-capture, in-depth reporting, and built-in help & guidance offered by Sage 50cloud accounts makes it an accounting system for the digital age.

There are 2 variations of Sage 50cloud accounts available:

  • Sage 50cloud Standard
  • Sage 50loud Professional


Sage 50cloud Accounts gives you the ability to leverage & act upon accurate information – which is at the core of all successful business operations.

Speak to a member of the GCC team and find out more about Sage 50cloud.