Archiving old data

[Jojo379]

Hi I am using sage 50 version 16 i think, does anybody know how to archive or hide old data, the previous person doing the accounts duplicated payments and invoices for years, not all of the banks rec's have been done or if they have been done not balanced to 0, so when i run a report of invoices due it is pages and pages long with duplicated transactions from 2009 onwards, the payments received have been vat reconciled so cannot be changed is there anything I can do to tidy it all up.
I would appreciate any help.

[brucedenney]

Sounds as if, things might not be matched off.

You say "when i run a report of invoices due" which report is that and where is it?

This guide covers, the year end procedures which remove most of the old unneeded things so when you get to your next year end you can tidy up things.
http://support.makingithappen.co.uk/gui ... earend.htm

In the short term you can create an archive, so you have something to refer back to after you remove things.
You can delete old invoices, sales orders, purchase orders.

You could run clear audit trail to remove old transactions BUT ::WARNING:: you must be sure that there are no back dated transactions in the current year.

[Jojo379]

Hi the reports where I was getting the data was from the customer invoices due, I have now tidied the customer and supplier accounts up so they are up to date.

Because a lot of the transactions have not been matched and duplicates have been entered When I open up the Bank reconciliation there are pages of unmatched items, the Accountant has done the accounts for the previous years and I am certain that the customers and suppliers are correct, can I do journal credits and debits to a mispostings account to clear the bank reconciliation, the year end is the 31st of December and I really want to get things as tidy as I can for the next year.

[brucedenney]

You want to clear off the outstanding items in the bank rec.

If there are duplicates then, it is quite possible your accountant is unaware of them and has assumed you have reconciled your bank account and your profit/loss is based on your inaccurate data.

You can enter an amount as a bank receipt/payment against the suspense account and reconcile the outstanding transactions against it. The accountant can then pick up and account for it when dealing with the next year end.

I would try and keep it down to one transaction. If this is not practical, set up a temporary nominal code 9995 for "fixing the bank rec" and post individual transactions to it again your accountant should be able to reconcile this with what has been accounted for in previous years.

[Jojo379]

Thanks for your help.