Sage 50 Archive Data

Archiving your Sage 50 data creates a read-only copy that you can access whenever you need it without affecting your live data. This archive data in Sage 50 feature allows you to delete old data from your current company and reduces some data volume. It results in improving performance and making it easier to find information.

Archiving data in Sage 50 is like creating a time-stamped backup and capturing your company’s status at specific points. It preserves historical records and optimizes system performance by reducing data volume. You can archive at any time and ensure flexibility. Keep in mind some precautions such as avoiding certain characters in folder names. If questions arise or issues continue then our accounting experts are ready to assist.

Tips for Company Data Archiving

  • Click on Tools and then Period End.
  • Choose Archive Company.
  • Customize the description and folder name, avoiding certain characters like < >. \ ? % *.
  • Click OK and then OK again.

Now, you have a read-only copy of your data which provides a way to manage historical figures and run reports without impacting your live data.

Tips for Archiving Data During Year-End

To archive Sage 50 data during the year-end process:

  • Navigate to Tools > Period End > Year End.
  • Select the Archive checkbox.
  • Confirm details on the Archive Company Window and click OK.

Archiving is a helpful practice whether at year-end or mid-year. It allows you to maintain historical reports of your data for reference and analysis.

Tips for Viewing Archived Data

To view archived data:

  • Click on File and then Open.
  • Select Company Archive.
  • Choose the archive data and click Open.

This feature is beneficial for companies, offering a convenient way to organize data enhance performance, and access historical information without any hassle.

Tips for Editing Archived Data

To edit archived data in Sage 50 follow these steps.

  • Click on File and then Open.
  • Choose Company Archive.
  • Select the archived data and click Open.
  • Once in the archive then you can
    • Edit customer, supplier, and subcontractor account details, or delete these records following normal deletion rules.
    • Delete quotations, invoices, credit notes, sales orders, and purchase orders.
    • Run the Clear Audit Trail routine within the archive.

To return to live company data

  • Click File and choose Open.
  • Click Open Company Data then select your company and click Open Company.

Tips for Backing up Data Archive

While you can’t run a backup from within the company archive, you can include the archives in the backup of live data.

  • Click File and then Back up in the live company data.
  • If you want to proceed without checking data then click No. To check data before backup click Yes.
  • If there are no issues then click OK and then Close.
  • Complete the Back-Up window with the following details
    • Company Details: Confirm the correct company name and location.
    • Filename: Optionally, enter a new file name for your backup.
    • Location: Specify the drive and folder for your backup.
  • Click OK to complete the backup process.

Tips for Deleting an Archive Data

Consider backing up your archive data before proceeding.

  • Open Sage 50 and go to File.
  • Select Company Archive.
  • Pick the archive data you wish to delete.
  • Click Delete after that confirm by selecting Yes then close the window.

Ensure you’ve backed up your archive data to avoid permanent loss before going through with the deletion.

Creating and Restoring Archive Files in Sage 50

Archiving in Sage 50 is like a snapshot of your data at a specific point. It is extremely handy for analyzing changes after major operations like recent data cleanups or closing the financial year. Before significant actions, like cleanups or closing fiscal years, Experts recommend creating an Archive for reference.

Archive Datasets are read-only and preserve the data’s records. This ensures no accidental changes or new transactions are made in the Archive. User credentials stay synchronized between the working company and its Archives.

Creating an Archive

  • If your version supports archiving then find the options in the File Menu.
  • If you don’t see these options then it means that your version may not support archiving.
  • Choose “Archive Company” to create a new snapshot and provide an Archive Name when prompted.
  • After creation, a confirmation screen will appear. 

Accessing an Archive

  • Use “Open Archived Company” to open an existing Archive and select it from the dialog.

Restoring an Archive

  • Utilize “Restore Archive” to restore a Sage 50 Archive backup (.PTB) file. This is handy when receiving an Archive Backup.
  • During the restore process, you may be asked for your Username and Password.
  • Navigate to the saved Archive Backup file then select it and follow the on-screen prompts.
  • After finishing the restore then you can open your restored Archive.

In conclusion, archiving data in Sage is a smart practice. It offers a snapshot of your company’s historical records and improves system performance. Whether during year-end or mid-year, this process helps manage data efficiently. If you encounter challenges or have questions then feel free to reach out to our Sage 50 experts for assistance. We’re here to ensure your experience with Sage is seamless and trouble-free and our Experts are available 24×7.


Why should I archive data in Sage?

Archiving data in Sage is like taking a snapshot of your company’s information at a specific time. It’s beneficial for reference specifically after major operations like year-end processes or data cleanups. Archiving helps maintain historical records without cluttering your live data.

When is the ideal time to archive data in Sage?

You can archive data during your year-end process or at any point during the year.

How do I archive data in Sage during the year-end process?

Simply run your year-end process through Tools > Period End > Year End and make sure to check the Archive checkbox. Confirm the details on the Archive Company Window and click OK.

Can I archive data mid-year in Sage?

Yes, you can archive data at any time during the year.

What precautions should I take when archiving data in Sage?

The user must avoid certain characters like < >. \ ? % * to prevent any issues while naming folders during the archiving process.

What do I need to consider when upgrading Sage 50 Accounts with archived data?

While upgrading Sage 50 Accounts the user must remember to convert the data of any company archives. This ensures that you still have access to them in the upgraded version and it maintains the continuity and preserves historical information.