Is it possible to isolate one years worth of data into a sage backup.
I want to exclude previous years data in the backup so it shows only the current year's data. Obviously there will be items that make up the brought forward figures but apart from that I don't want to show any more data.
It's possible where the previous year end hasn't been run, as you can archive and delete the archive folder, but I would like to know if it is possible in this situation.
Replies (10)
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Backup
No, it's not possible, the backup will always contain all the data in the files regardless of date.
John
Can I ask why?
I might have a solution for you, depending on why you want to do this. Could you please expand a little?
Care to elaborate...
I might have a solution for you
Would you care to elaborate purely for my own curiosity?
John
Back up and Maintenance Procedures
Hi
If you want to do this it is not a problem. I am not sure of the reason but here is what you can do . I am making the assumption that you are wanting to keep a Sage Copy of all the data as well for another reason. (EDIT AS PER JOHNS COMMENT BELOW I MAKING THE ASSUMPTION THAT YOUR AGED DEBTORS AND CREDITORS AND OUTSTANDING BANK MAKE UP YOUR CURRENT YEARS FIGURES)
1) Take a full backup including attachments with all the data in that is there at the moment.
Give it a name that lets you know this backup has all the Info for example
(PracticeCompanyLtdFull08-03-12.001 ( Or whatever suits yourself )
2) Now that you have the back up keep it safe.
3) Follow the procedure below and Clear the Audit trail and you will have the current Data , which you can then back up . PS You also have the full backup you can now restore if you need it to go back to )
General Maintenance of Sage Line 50
This procedure tidies your sage and allows you to keep as much as you like or one year
(Very Important ALLWAYS TAKE A BACKUP FIRST )
Invoices , Purchase Orders Stock orders all take up considerable space on any LIne 50 product. When you do a year end this information is still there, as is your Audit trail.
Some people like two years worth depending on size this slows your system down, clearing these down does not effect your audit trail and will considerable speed up your Line 50. (IN YOUR QUESTION YOU WANT 1 YEAR BUT THE PROCEDURE IS THE SAME)
Complete this a least once a year or more depending on the size of your data and your Sage Software should speed up considerably.
PDF any of your Invoices , Purchase Orders , Sales Order , Quotes that you require for your records. This can be done by picking a range and saving as one PDF for example maybe by year or month.Then using the Search Criteria delete a range or you can pick them individual a bit slower.Quick tip, pick by date range and highlight one and use your swap button to highlight the the others Quickly)Then go to File maintenance after deleting and pick the Compress Data Option If you have deleted considerable amounts of the above you will see a huge improvement in speed.
CLearing Down Audit Trail after year end
From experience my clients like a two year audit trail but you can clear any thing before a date for example 31st March 2008.
go to tools Menu . Period end . Clear Audit TrailWizard appears and Confirm (May not in some of older version but you can still follow)Enter date you want to remove transactions to . The more you have reconciled , Credit cards , Petty Cash, Banks ,Vat the more it will clear , and then press process it completes the relevant Journal.
Again this will speed up your Line 50.
I hope this helps
Kind Regards Sarah Douglas . Douglas Accountancy and Bookkeeping Services Glasgow
@Sarah
Whilst your procedure would, of course, remove a lot of data from Sage, it could still mean that transactions from years ago could be left on the Audit Trail, it's not going to leave just this years transactions as per the OP hence my original reply that it is not possible...
John
Without a full explanation
Hi John
I appreciate your comments but he has not really given his reason why so it might help. Also I was taking the few point that if the below is done.
1) All the bank accounts reconciled , Petty Cash Credit Cards
2 Vat Returns (Have to be the same timing as the Year end , but you could do a pretend one ) .
This would leave you with the following
1) Only items that have not been cleared through the bank as of year end.
2) Aged and Debtors outstanding.
There is no real explanation and I would regard outstanding Aged Debtors and Creditors as part of the Current year .
This may not be want the poster wanted , but you can only try.
Kind Regards Sarah Douglas . Douglas Accountancy and Bookkeeping Services Glasgow
Thanks for letting us know
Hi
I hope my procedure above will help then. As it will clear down everything like Sales Invoices ,SOP Puchase orders and loads more.
There is also a couple of more things you could do.
You do need to show your outstanding Aged Debtors and Creditors , because you will have Bank payments against them.
If for example you want to Clear the Audit trail down even further.
As well as making sure the system Vat recs right to the last date of the previous financial year.
You can also Reconcile all bank items to same date , so nothing comes forward , therefore your rec bank balance would agreeing with your actual Book balance.
I hope this helps , the detail maintenance procedure also insures everything is clean.
In relation to the above though , if for example you are using Vat Cash Accounting . The HM may want to see those Transactions for the year they are looking at.
Kind Regards Sarah Douglas Douglas Accountancy and Bookkeeping Services Glasgow
CSV File
Send HMRC the audit trail for the relevant year in CSV format. Should be acceptable.
Elaboration
@Johndon68 using www.ledgerscope.com. The system works on a specific year basis as regards general ledger transaction information. All previous transactions are just part of opening balances.
Email me at [email protected] if you want more information. I don't want to hijack this thread :)