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How to Rebuild a Sage 50 Company

Steps to Rebuild Sage 50 Company

Top 7 reasons to rebuild a Sage 50 company

Rebuilding a Sage 50 company is not an easy task but is possible when a proper strategy is in place to minimize the down time created when you begin the Sage 50 rebuild process. If you system is running slow and you want to see if a few minor adjustments can increase performance read this.

  1. Bad data due to corruption
  2. Change the number of accounting periods
  3. Modify the fiscal year setup
  4. Change from Cash to Accrual Accounting Basis
  5. Change from Accrual to Cash Accounting Basis
  6. Merging multiple companies
  7. Start over to minimize data file sizes

Warning: If your company data is damaged or possibly corrupt, it is not suggested that you rebuild your company using this method. It is possible that damaged data will also be present in the new company. There are several considerations when working with a Sage 50 company file where know data corruption exists.

If you company has special characters in the lists and transaction files there will be manual clean up that will be required in the intermediary excel files. These may include (,) (“) (#) and several others.

The Sage 50 rebuild process

Accounting Business Solutions by JCS has performed hundreds of Sage 50 company rebuilds and know the tips and tricks to successfully rebuilding a Sage 50 Company data file. Give us a call 800.475.1047.

How to start rebuilding a Sage 50 company by creating a new company in Sage 50 and copying all the module settings from the original company as well as the chart of accounts. Rebuilding an existing Sage 50 company involves creating a new company and using the import/export process to transfer your existing data to the new company.

Set up a new company, copying default settings from an existing company.

  1. Select File, and then select New Company
  2. Click Next
  3. Enter the company information for now, add New to the company name so you can distinguish it from the original company (this will be changed back to the real company name once the rebuild is complete), and then click Next
  4. Select Copy settings from an existing Sage 50 company, and then click Next
  5. If changing accounting period structure, be sure to clear Accounting Periods, and then click Next
  6. Select an accounting method, this should be the same as in the original company, unless you are rebuilding to change accounting methods, and then click Next
  7. Select a posting method, and then click Next
  8. If you chose not to copy Accounting Periods, you will need to choose an accounting period structure, and then click Next
  9. Choose the month of Period 1, and then click Next
  10. Click Finish

Copy over needed files

  1. Select File, and then select New Company
  2. Click Next
  3. Enter the company information for now, add New to the company name so you can distinguish it from the original company (this will be changed back to the real company name once the rebuild is complete), and then click Next
  4. Select Copy settings from an existing Sage 50 company, and then click Next
  5. If changing accounting period structure, be sure to clear Accounting Periods, and then click Next
  6. Select an accounting method, this should be the same as in the original company, unless you are rebuilding to change accounting methods, and then click Next
  7. Select a posting method, and then click Next
  8. If you chose not to copy Accounting Periods, you will need to choose an accounting period structure, and then click Next
  9. Choose the month of Period 1, and then click Next
  10. Click Finish

Export maintenance record lists out of the old company, and import them into the new company

(all in a specific order). You must import in the exact order listed and make a unique backup after each successful import.

Open Sage 50 and the original company

Select File, Select Import/Export, and then export each of the following items:

  • Chart of Accounts List (General Ledger) if using Budgets
  • Budget List (General Ledger)
  • Employee List (Payroll)
  • Vendor List (Accounts Payable)
  • Customer List (Accounts Receivable)
  • U/M List (Inventory) Premium for Distribution, Premium for Manufacturing and Quantum Accounting only
  • Inventory Item List (Inventory)
  • Bill of Materials Listing (Inventory)
  • Phase List (Jobs) for Complete, Premium, and Quantum Accounting only
  • Cost Code List (Jobs) for Complete, Premium, and Quantum Accounting only
  • Job List (Jobs)

Establish the opening balances. The invoice numbers on the customers and vendors must be an exact match or the cash receipts and cash disbursements on future transactions will fail to import. In addition the bank reconciliation balances must be established in the reconciliation as of the new start date

Export journal data out of the old company, and import it into the new company (import these all in the same order as exported)

When exporting, set the date range on the Filter tab to All, then manually enter the date range you wish to copy.

Open the original company

Go to File, and then click Select Import/Export

Export the following items:

  • General Journal (General Ledger)
  • Purchase Order Journal (Accounts Payable)
  • Purchases Journal (Accounts Payable)
  • Assemblies Journal (Inventory)
  • Work Ticket Journal (Inventory) for Premium for Distribution, Premium for Manufacturing and Quantum Accounting only
  • Adjustments Journal (Inventory)
  • Sales Order Journal (Accounts Receivable)
  • Sales Journal (Accounts Receivable)
  • Time Ticket Register (Time/Expense) for Complete, Premium, and Quantum Accounting only
  • Expense Ticket Register (Time/Expense) for Complete, Premium, and Quantum Accounting only
  • Payments Journal (Accounts Payable)
  • Cash Receipts Journal (Accounts Receivable)
  • Payroll Journal (Payroll)

Go to the new company and then click select Import / Export

Import these items

Post all journals, and print the necessary reports to compare the two companies. Then find and correct any transactions that need to be corrected.

Note: Each step must be completed successfully in the order mentioned above before continuing with the next step.

Sage 50 rebuild frequently asked questions

How can I copy a new company in Sage 50 from and existing company file

  • create the new company
  • backup the original company
  • log into the NEW company
  • restore the company from the backup of the original company
  • copy over the reports
  • copy over the forms

How to set up a new company on Sage 50 accounts

  • Select File
  • Then select New Company
  • follow the prompts

What are the steps to migrate Sage 50 to a new server?

  • Install all updates on the original server
  • download all payroll tax updates
  • On the new server install the software and all updates
  • download all payroll tax updates
  • Create the company data file on the new server
  • Backup the original company on the original server
  • Login to Sage 50 on the new server and restore the company
  • Restore all reports and archived company data files
  • Print reports from the original server
  • PDF the same reports on the new server
  • Compare both sets of reports
  • Confirm balances from original to new reports

Can I install Sage 50 on a new PC and then uninstall from the old PC?

Yes, simply go thru the installation on the new PC and then use the steps outlined to migrate your company data files.

Can I speed up my Sage 50?

I ran the data purge but my system is still running slow. Read this – you may still need to perform a rebuild to increase performance if your company data files are too large.

With over 25 years of accounting and business knowledge as well as proficient technical background you get the training and support your business needs and deserves working with a proficient expert consultant.   You can work with the same consultant to help you master your Sage Software and for those occasional questions you need help with so you can understand best practices and how to manage your company information and books. For assistance with Sgae 50 give us a call 800.475.1047 or visit www.jcscomputer.com

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