The following are ways to reduce the amount of space taken up by files in Sage 100.

• Delete Rebuild Utility Backup Files - These backup data files may be created when data files are rebuilt using the Rebuild Key Files utility. If the file was rebuilt successfully and data entry and processing continues, these backup files become obsolete and cannot be used for restoration purposes. 
  • Format: [Data Table Name]+[Sage 100 ERP User Code]+[Month]+[Day]+[Decimal Time]+[.OLD] or [Data File Name]+[Company Code]+[.OLD]
  • Example: AP_OpenInvoiceUSR123112726338.OLD, or PR1XXX.OLD (for legacy modules, where "XXX" is the company code)
• Delete Temporary Crystal Work Tables - These new temporary files are created and populated after the Print or Preview button is clicked from a report or form task windows (e.g. S/O Invoice Printing, Inventory Valuation Report, or General Ledger Trial Balance, etc.). They are normally deleted after the print or preview process is over, but in some cases may remain. They can be safely deleted.
  • Format: [Work Table Name, including Wrk]+[Sage 100 ERP User Code]+[Month]+[Day]+[Decimal Time]+[.m4t]
  • Examples: SO_InvoiceWrkUSR123112840686.m4t or PO_PurchaseHistoryWrkJS123109123456.m4t, etc.
  • Warning: Do not attempt to use batch commands to delete temporary Crystal work files ending in *Wrk*.m4t, or you will also deleted actual template files (*.Wrk.m4t) used to create temporary files.
• Delete Training, Test, or Copy Companies - Such a company may be a copy of an existing, live company, or a completely new company. These are typically created for the purpose of training new employees, testing a scenario ("play" company or "sandbox") or as a temporary backup. These companies still take up space. Verify if they are still needed. 
  • Note: For more information, see the Related Resources section below on how to delete a company code and remove all data for a company.
• Run Record Purging Utilities - Purging utilities can also be run to purge old or obsolete records from within various application modules within Sage 100. Each utility may remove some or all records from within specific data files based, on specified criteria (such as date). 
  • Note: For more information, access a relevant module's Utilities menu, select a task option, and click the Help (question mark icon) button to access Help information. Or, search the Sage Knowledgebase for information on the specific utilities you may be interested in running.
  • Warning: Proceed with caution. Purging data may result in undesired data loss. For example, the Purge Accounts Receivable History utility would remove records of invoices from invoice history up to a specific date! This may result in reports that no longer provide specific information as desired or required by accountants or auditors. It is highly recommend to get approval from qualified decision-makers before deciding to purge historical data. If in doubt about what records a specific utility may remove, contact the Sage 100 Customer Support, Applications team.
  • Note: To actually reduce data file sizes after purging data, use the Rebuild Key Files utility to rebuild the corresponding data files. However, note that rebuilding with Optimize selected will create *.OLD backup files (see earlier section of this article).
    • Note: For more information on how to use the Rebulid Key Files utility, see the Related Resources section below.

Note: For general information on how to back up and restore system and data files for Sage 100, see the Related Resources section below.