Store, access and clear historical data

Sage 50 Payroll can store up to a maximum of seven years worth of historical data.  For GDPR purposes, HMRC requires you to store payroll information for the current tax year and at least three previous years. You can change this setting if required.

You can clear some of this historical data if you have a large database. Benefits of clearing historical data can include:

• Reducing the amount of space and resources taken up on your computer
• Reducing the size of your backup files and the time taken to back up your data
• Resolving speed issues in Sage 50 Payroll

To specify how many years worth of historical data, you want to keep click Company then click Settings and click Store Historical Data (Years).

 TIP: This only removes the processing history, and the employee records will remain in the database. To delete the employees, follow the amend or delete an employee's payroll record article.

Print historical reports

Print historical reports and payslips

1. Go to Company, then the required employees.
2. Select Historical Data.
3. Complete the criteria, including the relevant process period.
4. Select OK, then choose the required folder, for example, Deductions. 
5. Select the required report or layout, then click Print.
6. Ensure your printer details are correct, then click OK.

Back up and clear historical data

Before clearing historical data, print any reports required and back up your data. This ensures you can access data if required, by restoring a backup.

1. On the menu bar, go to File then Backup.
2. Select Next then choose the Files to include in a backup.
3. Select Next then Browse.
4. Choose where you want to save the file.
5. Add something to the default file name to help you identify it.
   TIP: For example, the tax years included in the backup.
6. Select Save then Next.
7. Select Finish then OK.

Delete employees

If required, you can remove historical leavers from the database.

1. Go to Criteria, untick Historical Leavers, then select OK.
2. On the Employee List, select the employees you want to remove.
3. Right-click any highlighted Employee, select Delete Employee then Yes.

Set the number of years the data is stored

The program can store up to seven years of information plus the current tax year. However, this is four years by default and holds three years plus the current tax year. This setting doesn't automatically delete employee records.

1. Go to Company, then Settings.
2. In Store Historical Data (Years), enter the number of years.
3. Select OK.