How can I rebuild my company without bringing over journal data?

How can I rebuild my company without bringing over journal data?

Support Team Asked on January 6, 2018 in Sage.
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    Section I: Set Up a New Company

    1. Select File, then New Company.
    2. Enter the company information (name, address, etc.).

      Note: It’s recommended to change the company name slightly to distinguish it from the original company; it can later be changed to the permanent name.

    3. Select Next.
    4. Select Copy settings from an existing Sage 50 Accounting company.
    5. Select Next.
    6. Select the original company from the Available Sage 50 Companies list.

      Note: If the original company is not listed,

    7. Select Next.
    8. Select which settings to copy
      • If employee records will be imported, make sure to select Employee Defaults
      • If rebuilding to change the fiscal year structure, make sure to uncheck Accounting Periods
    9. Select Next.
    10. Select the desired accounting method.

      Note: Generally, this should be the same as in the original company; to check the accounting method in the original company, click Maintain, then Company Information.

    11. Select Next.
    12. Select a posting method:
      • Batch: transactions must be manually posted
      • Real Time: transactions post automatically when saved
      • SmartPosting: available in Quantum Accounting only; transactions post automatically, but not immediately (recommended for companies with 10 or more users)
    13. Select Next.

      Note: If not changing the fiscal year structure, skip to Step 18.

    14. Select an accounting period setup method.
      • 12 monthly accounting periods per year: the fiscal year will follow the calendar year (January is period 1, December is period 12).
      • Accounting periods that do not match the calendar months: select this option if the fiscal year does not begin in January, or if the periods do not correspond to a calendar month (for example, a 13-period year).
    15. Select Next.
    16. Set the fiscal year:
      • If the fiscal year follows the calendar year, select the date for period one; for a maintenance records only rebuild, generally this should be the current fiscal year.
      • If the fiscal year does not follow the calendar year:
        1. Select the number of accounting periods per fiscal yea.r
        2. Set the starting date of the fiscal year
        3. Set the From and To dates of each period.
    17. Select Next.
    18. Select Finish.
    19. After the company creation completes, register add-on services:
      • If processing credit cards through Sage 50, select Services, then Credit Card Processing
      • If using direct deposit, select Maintain, Company Information, then select the Direct Deposit button.

        Note: Once the service is activated the Routing and Checking Accounting information would have to be updated per employee record and a pre-note sync for the new company file would hve to place.

    20. Back up the new company;
    21. Click Maintain, Company Information.
    22. Note the new company’s Directory.
    23. Close Maintain Company Information.
    24. Open the original company and repeat Steps 21-23.
    25. Close Sage 50.

    Section II: Copy Needed Files

    1. Open Computer or This PC.
    2. Browse to the original company’s directory.
    3. Copy the following files:
      • Qtydisc.dat
      • Recurex.dat
      • Report.dat
      • Rptdata.dat
      • Taxauth.dat
      • Taxcode.dat
      • Taxtable.dat
      • Template.dat
    4. Browse to the new company’s directory.
    5. Press CTRL + V to paste the files.
    6. Select Yes when prompted to replace the existing files.
    7. Close Computer.

    Section III: Export/Import Maintenance Records

    1. Open Sage 50 and the original company.
    2. Select File, then Select Import/Export.
    3. Export the following items (for export instructions,
      • From the General Ledger section:
        • Budget List
      • From the Payroll section:
        • Employee List
      • From the Accounts Payable section:
        • Vendor List
      • From the Accounts Receivable section:
        • Customer List
        • Contact List
      • From the Inventory section:
        • U/M List
        • Inventory Item List
        • Bill of Materials Listing
      • From the Jobs section:
        • Phase List
      • Cost Code List
      • Job List
    4. Close the original company and open the new company
    5. Select File, then Select Import/Export
    6. Import the following items in the exact order listed
      • Budget List
      • Employee List
      • Vendor List
      • Customer List
      • Contact List
      • U/M List
      • Inventory Item List
      • Bill of Materials Listing
      • Phase List
      • Cost Code List
      • Job List

    Section IV: Enter Beginning Balances

    1. Open the original company
    2. Select Reports & Forms and select the appropriate section to run the following reports as of the last day/period in which there are transactions
      • General Ledger Trial Balance (in the General Ledger section)
      • Aged Receivables (in the Accounts Receivable section)
      • Aged Payables (in the Accounts Payable section)

        Note: Verify the aging report balances match the balance of the accounts receivable and accounts payable accounts; if either does not,

      • Inventory Valuation (in the Inventory section)

        Note: Verify the inventory valuation report balance matches the inventory account balance; if it does not,

      • Payroll Register (in the Payroll section)

        Note: This is only needed if the new company’s first fiscal year will include any part of the current payroll (calendar) year.

    3. Close the original company and open the new company.
    4. Using the General Ledger Trial Balance report, enter the general ledger beginning balances;
    5. Using the Aged Receivables report, enter beginning balances for each customer;
    6. Using the Aged Payables report, enter beginning balances for each vendor.
    7. Using the Inventory Valuation report, enter inventory beginning balances;
    8. Using the Payroll Register, enter beginning balances for each employee if needed;
    9. Make a final pre-use backup of the new company.

    Source: Sage Community forums.

    Disclaimer: Sage Accounting Solution is an independent provider of Sage Related services and is not affiliated with Sage.

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    Support Team Answered on January 6, 2018.
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