Users can purge unnecessary data from Sage 50 to delete customers, vendors, employees, invoices, etc. that are no longer active. This reduces file size and provides disk space to data that’s active. Data can be purged anytime in Sage 50 with the Year-End wizard, even after the fiscal year and payroll tax year are closed. The Purge Wizard allows users to decide the type of records to be purged. Before purging, users must create a backup.
Process
1: First ‘Tasks’ must be chosen from the menu, followed by ‘System’ and then ‘Purge Wizard’. When the ‘Purge Wizard Welcome Screen’ appears, users must select ‘Next’. Before proceeding, the wizard needs a backup. When the backup is created, users will be redirected to this window and they must select ‘Next’.
2: Then, in the ‘Old Transactions’ window, users can select the unnecessary transactions to be purged. Now, users must provide the date on which/prior to which the transactions are to be purged.
Receivables: For deleting quotes, invoices or receipts
Payables: For deleting purchase orders, purchases or payments
Payroll: For deleting transactions of payroll
Inventory: For deleting transactions of adjustment and assemblies
General Journals: For deleting journals and journal entries
Audit Trails: For deleting data on company audit (this can only be done in Sage 50 Complete Accounting and later versions)
Used Tickets: For deleting tickets related to time and expense that have been used in payroll and sales (in Sage 50 Complete Accounting and later versions)
Unused Tickets: For deleting tickets related to time and expense that haven’t been used (in Sage 50 Complete Accounting and later versions). Next, the date on which/before which the tickets are to be purged.
4: Once done, users must choose ‘Next’ to continue purging. The in the ‘Account Reconciliation’ window, users can state whether they use account reconciliation and if yes, they can state the accounts to be reconciled before purging. If ‘Yes’ is selected, users must choose the accounts to be reconciled in the grid present in the window.
5: Then, for every type of account to be reconciled (.e.g. ‘Cash’, ‘Inventory’), users must double-click on the arrow for accessing the drop-down list of every account. Accounts that were reconciled earlier will be selected by as default.
6: Users must then choose the box of every account to be reconciled. For every selected account, transactions using the account but not reconciled won’t be purged, irrespective of the date.
7: When this is done, users must choose ‘Next’ to continue.
8: Next, users can choose the inactive maintenance records to be purged in the ‘Inactive Maintenance Records’ window. The inactive records can be purged if other transactions aren’t utilizing them and if their balance is zero.
9: To purge, users must choose the inactive maintenance record boxes given below:
- Customers/Prospects
- Vendors
- Employees/Sales Reps
- General Ledger Accounts
- Inventory Items/Attribute Sets (attribute sets are available only in Sage 50 Complete Accounting and higher)
- Jobs/Phases/Cost Codes
11: When all the choices are completed, a screen with the options summary will appear. This allows users to start the purging or return to the previous section to make any changes before beginning the purge.
NOTE: Users can pause the purge at any point and restart from that point. But some transactions/maintenance records might not be purged when it is stopped.
Reviewing the purge process
After the purge is over, users can go through the purged data by selecting ‘Log’.
If users stop the purge, they must rerun the Purge Wizard later for deleting all the transactions and records that are still present.
If the users aren’t able to purge data despite taking these steps, or if they need more information, they should call our Sage 50 Technical Support Team at this toll-free helpline number ☎+1-800-796-0471 for expert guidance. We provide round the clock Sage 50 product help assistance.
Source: https://goo.gl/4jpCp5
