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How do I rebuild a company?

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Summary

How to rebuild a Sage 50 Accounting company.

Resolution

CAUTION: Sage support can't assist with third-party products, hardware, report customizations, or state and federal tax questions. Refer to our Scope of Support for more info. Contact your Sage business partner, network administrator, or accountant for assistance.

 

 NOTE:  

  • If changing your Accounting Method, you can’t transfer journal data (transaction history) only maintenance records can be imported (vendors, customers, chart of accounts, Inventory Items, etc.)
  • A technical support plan provides support for the errors that come up during the process. Refer to Sage Business Care Support Services for the defined scope of support
  • We recommend that you select Include Headings on the Options tab when you export, and then select First Row Contains Headings when you import
  • We also recommend that you make a unique backup after each successful import
  • When performing a rebuild, all Direct Deposit information for the company and employee will need to be re-entered. See Direct deposit account info not being brought over in company rebuild for more information

 CAUTION: If your data is damaged it isn’t recommended to rebuild your company using this method, as the damaged data can be transferred. If done, don’t remove the original company until sure the rebuild was successful. 

1. Create a new company

  1. Select File, and then select New Company.
  2. Click Next.
  3. Enter the company information for now, add New to the company name so you can distinguish it from the original company (this will be changed back to the real company name once the rebuild is complete), and then click Next.
  4. Select Copy settings from an existing Sage 50 company, and then click Next.
  5. If changing the accounting period structure, be sure to clear Accounting Periods, and then click Next.
  6. Select an accounting method. Use the same method as in the original company, unless you’re rebuilding to change accounting methods. Click Next.
  7. Select a posting method, and then click Next.
  8. If you chose not to copy Accounting Periods, you’ll need to choose an accounting period structure, and then click Next.
  9. Choose the month of Period 1, and then click Next.
  10. Click Finish.

2. Export and Import Maintenance Records

  1. Select Maintain, Company Information, and then note the Directory.
  2. Close Sage 50.
  3. Open the File Explorer and browse to the original company's Directory.
  4. Copy the following files.
    • RECUREX.DAT
    • REPORT.DAT
    • RPTDATA.DAT
    • TAXAUTH.DAT
    • TAXCODE.DAT
    • TAXTABLE.DAT
    • TEMPLATE.DAT
    • QTYDISC.DAT (Quantum Accounting only)
  1. Right-click, and then click Paste into the new company's directory.
    • If prompted, overwrite the existing files in the destination
  1. Open Sage 50 and the original company
  2. Select File, Select Import/Export, and then export each of the following items.
    • Chart of Accounts List (General Ledger)
    • Budget List (General Ledger) if using Budgets
    • Employee List (Payroll)
    • Vendor List (Accounts Payable)
    • Customer List (Accounts Receivable)
    • U/M List (Inventory) Quantum Accounting only
    • Inventory Item List (Inventory)
    • Bill of Materials Listing (Inventory)
    • Phase List (Jobs) for Premium and Quantum Accounting only
    • Cost Code List (Jobs) for Premium and Quantum Accounting only
    • Job List (Jobs)
  1. Close the original company and open the new company.
  2. Select File, and then select Backup and make a backup of your company.
  3. Go to File, and then click Select Import/Export.
  4. Import each of the following items.
    • Import in the exact order listed and make a unique backup after each successful import
    • Chart of Accounts List (General Ledger) 
    • Budget List (General Ledger) if using Budgets
    • Employee List (Payroll)
    • Vendor List (Accounts Payable)
    • Customer List (Accounts Receivable)
    • U/M List (Inventory) for Quantum Accounting only
    • Inventory Item List (Inventory)
    • Bill of Materials Listing (Inventory)
    • Phase List (Jobs) for Premium and Quantum Accounting only
    • Cost Code List (Jobs) for Premium and Quantum Accounting only
    • Job List (Jobs)
  1. Manually enter inventory item beginning balances and/or job beginning balances, if needed.
  2. If you using Sage Payment Solutions, select Services, Credit Card Processing and enter your Merchant ID and Merchant Key.
  3. Select File, and then select Backup and back up your company.

 NOTE: If you’re rebuilding to change accounting methods, or due to corruption in the original company, stop here. You’ll need to enter beginning balances for your customers, vendors, and employees. 

Section 3: Export and Import Journals

  1. Open the original company.
  2. Go to File, and then click Select Import/Export.
  3. Export the following items.
    • When exporting, set the date range on the Filter tab to All, then manually enter the date range you wish to copy
    • General Journal (General Ledger)
    • Purchase Order Journal (Accounts Payable)
    • Purchases Journal (Accounts Payable)
    • Assemblies Journal (Inventory)
    • Work Ticket Journal (Inventory) for Quantum Accounting only
    • Adjustments Journal (Inventory)
    • Sales Order Journal (Accounts Receivable)
    • Sales Journal (Accounts Receivable)
    • Time Ticket Register (Time/Expense) for Premium and Quantum Accounting only
    • Expense Ticket Register (Time/Expense) for Premium and Quantum Accounting only
    • Payments Journal (Accounts Payable)
    • Cash Receipts Journal (Accounts Receivable)
    • Payroll Journal (Payroll)
  1. Close the original company and open the new company.
  2. Select File, and then click Select Import/Export.
  3. Import the following items in the exact order listed.
    • General Journal (General Ledger)
    • Purchase Order Journal (Accounts Payable)
    • Purchases Journal (Accounts Payable)
    • Assemblies Journal (Inventory)
    • Work Ticket Journal (Inventory) for Quantum Accounting only
    • Adjustments Journal (Inventory)
    • Sales Order Journal (Accounts Receivable)
    • Sales Journal (Accounts Receivable)
    • Time Ticket Register (Time/Expense) for Premium and Quantum Accounting only
    • Expense Ticket Register (Time/Expense) for Premium and Quantum Accounting only
    • Payments Journal (Accounts Payable)
    • Cash Receipts Journal (Accounts Receivable)
    • Payroll Journal (Payroll)
  1. After importing the journal data in the new company, post all journals if you are in Batch posting.
  2. Print all necessary reports, and compare the two companies.
  3. If there are any discrepancies, make necessary adjusting entries.
    • You can’t transfer memorized transactions between two Sage 50 companies. Set up memorized transactions manually in the new company
  1. At this point, you may wish to rename the original company and rename the new company to the proper company name.
  2. In the new company, go to File > Backup and make a backup of your new company.

 

Did you know that Sage Expert Services for Sage 50 can create a list & balance only company rebuild for you? See Sage Expert Services (SES) to learn more.

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Sage Expert Services (SES)