Purging Unnecessary Data in Sage 50

Updated On: August 12, 2024 5:35 am

Purging is the process of eliminating or clearing away inactive customers, vendors, employees, jobs, quotes, invoices, purchases, and more from the records of a company. In Sage 50, purging can be done at any time, including after you have closed the fiscal year and/or closed the payroll tax year using the Year-End wizard. Let us take a look at the steps involved in Purging Unnecessary Data in Sage 50

Here we go!

First things first! Let’s get to know what purging is all about.

What is Purging? When to Purge Data in Sage 50?

Purging is basically the process that allows you to remove inactive employees, vendors, purchases, customers, jobs, quotes, invoices and others from your company records. By purging, we can reduce the size of the otherwise bulky files of a company. Thus, we can free valuable disk space to keep active and current data.

In Sage 50, you can purge data as and when you want. Most of the users perform purging after they close the Sage payroll tax year or the fiscal year through the Year-End wizard.

Read More : How to Setup & Pay Employees Using Sage 50

How to Perform Purging in Sage 50?

You can perform purging with the Sage 50 Purge Wizard. Here are the steps to follow-

• Go to Sage 50 menu bar and select Tasks
• Go to System >>Purge Wizard.
• The Welcome Screen of Purge Wizard will be displayed. Click Next.
• The wizard will direct you to take a proper backup. Once the backup gets completed, you will again be directed to this window.
• Click Next.
• Now, you will be directed to specify the transactions for purging.
• Enter the date by which you need to purge the said transactions
• Navigate to the Transactions group box and specify the transactions to purge, by selecting them
  • For deleting payroll transactions, click on Payroll
  • Click General Journals to delete journals and other related entries.
  • Click Payable for deleting transactions like payments, purchases, and purchase orders.
  • Click Receivables in order to delete transactions like receipts, invoices, and quotes.
  • For deleting expense and time tickets not yet used in payroll and sales, choose Unused Tickets (Sage 50 Complete Accounting or higher only).
  • For deleting expense and time tickets used already in payroll and sales, click on Used Tickets (Sage 50 Complete Accounting or higher only).
  • Choose Inventory to delete assemblies and adjustments.
  • For deleting company audit trail data, Select Audit Trails (Sage 50 Complete Accounting or higher only).
  • Then enter a date by which you want such tickets to be purged.
• Once complete, click Next to start the purge process.
• The Account Reconciliation window will appear. It will ask you to specify if you wish to use account reconciliation. If you click yes, you need to specify the accounts that need reconciling.
• Once complete, click Next to go ahead with the purge process.
• The Inactive Maintenance Records window will appear on your screen. It will ask you to specify the types of such records you wish to purge. You can purge these records only when they have a zero balance and are not used by any of the transactions.
• Click the check boxes against each of the following types of inactive maintenance records you wish to purge:
  • Vendors
  • Customers/Prospects
  • General Ledger Accounts
  • Employees/Sales Reps
  • Jobs/Phases/Cost Codes
  • Inventory Items
  • Attribute Sets (Sage 50 Complete Accounting or higher only)
• Once done, click Next to continue with the process of purging.
• After you have made all the choices, a summary of the options will be displayed on the screen. Here, you can either start the purging or make the required changes before the purging.

Also Read : To Purge Old Employees in Sage 50

Final Words!

So, there you have it people, these are some of the main aspects and factors related to Purging Unnecessary Data in Sage 50. Did you like this article? Do let us know in the space below

Frequently Asked Questions (FAQs)