Sage 50 Premium and Sage 50 Quantum products come with advanced accounting features including advanced budgeting, archive company data, and change order processing. Previously, we showed you change order processing earlier, so now let’s take a look at archiving company data.
Purchase orders, sales orders, and stock transactions can all be archived before closing out your year. This will help with software processing speed plus keep your data clean.
Back-Up
You should always make a backup of your data before making these types of changes to your system (within Sage 50, go to File -> backup).
If you absolutely must keep copies of your invoices and other records, consider creating. PDF copies of them and storing them in a separate digital file on your server or external hard drive. This will free up space in Sage 50 for increased performance.
Archived company data can still be retrieved by opening the archived company from the file menu. But by pulling it out of your current data, your system runs faster allowing you to get more done every week.
Clear the Audit Trail
Go a step further and clear the Audit Trail to remove paid and reconciled transactions to free up even more space. Consider doing this annually to keep your system from getting bogged down unnecessarily. This can be accessed by going to Tools -> Period End -> Clear Audit Trail. The online wizard makes the process easy.