Skip to content
logo Knowledgebase

Archive your company data

Created on  | Last modified on 

Summary

This guide explains how to archive your data Sage 50cloud Accounts.

Description

When you archive data, the software creates a read-only copy of your data, which you can access at any time. No data is removed from your live company. 

Having a read-only copy of your company data means you can clear the audit trail to delete old data from your live company, but access the archived company data to view historical figures and run reports. This reduces the amount of data in a company and can improve the speed of the software, as well as makeing it easier to find the information you're looking for.

Lots of companies find this feature really useful. Let's take a look.

Resolution



Archive your data

You can archive your company data at any time.

  1. Click Tools then click Period End.
  2. Click Archive Company.
  3. If required, amend the description and folder name.

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

  4. Click OK and click OK.

That's it! A read only copy of your data has now been created.


Archive your data when running year end

You can also choose to archive your data as part of the procedure when you run the Year End option.


View your archived data

  1. Click File then click Open.
  2. Click Company Archive.
  3. Select the archive data, then click Open.

    If access rights were set up on the company prior to archiving the data, you need to log into the archive with the same user name and password that you used to access the company data at that time.

Edit your archived data

  1. Click File then click Open.
  2. Click Company Archive.
  3. Select the archive data, then click Open.

    If access rights were set up on the company prior to archiving the data, you need to log into the archive with the same user name and password that you used to access the company data at the time.

  4. You can:
    • Edit customer, supplier and subcontractor account details, or delete these records in line with the normal deletion rules.
    • Delete quotations, invoices, credit notes, sales orders and purchase orders.
    • Run the Clear Audit Trail routine within the archive.
  5. To return to your company data, click File, choose Open.
  6. Click Open Company Data.

Back up your archived data

You can not run a backup from within the company archive, however you can include the archived data when running a backup from within your current company data.

  1. Click File then click Backup.
  2. To proceed without checking your data click No then continue to step 4.

    To check your data before taking your backup click Yes.

  3. If there are no problems, click OK.
  4. Click Close and click Close.

    If there are problems with your data, the File Maintenance Problems Report appears.

  5. Complete the Backup window as follows:

    Backup Company

    Company DetailsThis area shows the name and location of the company data that's currently open in your program. If you're using a multi-company version of the program, check that the correct company name is shown here.
    FilenameIf required, you can enter a new file name for your backup.
    LocationUse the Location box to enter or browse to the drive and folder you want to use for your backup.

    If you're backing up to a removable storage device, such as a USB data pen, please make sure that the device is attached to your computer before you click Browse.

    Advanced Options


    Use the Advanced Options to select the file types included in your backup. You can also enter a detailed description for the backup. To include the Archived data in your backup, click the Company Archives check box. 

    Previous Backups

    This tab displays a list of the previous backups that have been taken for this company.

  6. Click OK then click OK.

Delete an archive

CAUTION: This process can't be reversed. We recommend you back up your archive data before deleting.

  1. Click File then click Open.
  2. Click Company Archive.
  3. Select the archive data you want to delete.
  4. Click Delete, to confirm the deletion click Yes, then click Close.

Image

We're always looking to improve our content based on your feedback so if you found this guide helpful, you can easily let me know by using the options below. 



  More support and information is available 

Get the most out of your software, stay ahead with trending topics and get answers from thousands of articles using the Sage Knowledgebase. Visit the Help Centre >





Need more help?

Chat to one of our Sage Ambassadors now.

Chat now

Image