Export and Import Maintenance Record Data (Rebuild Process)

This procedure will transfer record data (employees, customers, vendors, and so on) from an existing Sage 50 company into your new Sage 50 company.

1. If you haven't already done so, set up a new company, back up the new company, and exit Sage 50.
2. Using a method you are comfortable with, such as Windows Explorer, copy the following data files from the original company folder to the new company folder:
• Recurex.dat: This file includes recurring transactions that exist past their current open periods.
• Report.dat: This file includes your company's customized financial statements.
• Rptdata.dat: This file includes your company's standard and customized reports.
• Taxauth.dat: This file includes your company's sales tax agencies.
• Taxcode.dat: This file includes your company's sales tax IDs.
• Taxtable.dat: This file includes your user-maintained tax formulas.
• Template.dat: This file includes your company's customized task window templates.
• Qtydisc.dat: This file includes information about your company's quantity discounts. (Sage 50 Quantum Accounting)

Note: If you are unsure as to what your new company folder name is, open your company, and select File Statistics from the Help menu. Sage 50 displays your company folder name in the title bar of the File Statistics window.

3. Start Sage 50, and open the original company.
4. From the File menu, choose Select Import/Export. Sage 50 displays the Select Import/Export window.
5. Export each of the following maintenance items:
• Chart of Accounts List (General Ledger)

The Chart of Accounts is exported only if you have account budget data you want to transfer.

• Employee List (Employee Information)
• Vendor List (Accounts Payable)
• Customer List (Accounts Receivable)
• Unit/Measure List (Inventory) (Sage 50 Quantum Accounting)
• Inventory Item List (Inventory)
• Bill of Materials Listing (Inventory) (Sage 50 Quantum Accounting)
• Phase Lists - Jobs (Sage 50 Premium Accounting and higher). If you are using Sage 50 Pro Accounting, skip this record list.)
• Cost Code List - Jobs (Sage 50 Premium Accounting and higher). If you are using Sage 50 Pro Accounting, skip this record list.)
• Job List (Jobs)
6. Close the original company, and open your new company.
7. From the File menu, choose Select Import/Export. Sage 50 displays the Select Import/Export window.
8. Import the following maintenance items in the order in which they are listed:
• Chart of Accounts List (General Ledger)

  The Chart of Accounts is imported only if you have account budget data you want to transfer.

• Employee List (Employee Information)
• Vendor List (Accounts Payable—See note below)
• Customer List (Accounts Receivable)
• Unit/Measure List (Inventory) (Sage 50 Quantum Accounting)
• Inventory Item List (Inventory)
• Bill of Materials Listing (Inventory) (Sage 50 Quantum Accounting)
• Phase Lists - Jobs (Sage 50 Premium Accounting and higher). If you are using Sage 50 Pro Accounting, skip this record list.)
• Cost Code List - Jobs (Sage 50 Premium Accounting and higher). If you are using Sage 50 Pro Accounting, skip this record list.)
• Job List (Jobs)
9. Manually enter inventory item beginning balances and job beginning balances (if any) in your new company.
10. If you have a Paya account for storing credit card information or processing credit card transactions, be sure to enter your merchant ID and merchant key, if you haven't already done so. To do this, go to Services>Credit Card Processing.
11. Before moving on to the journal data, back up your new company.

    Note: If you are changing your company's accounting method from cash basis to accrual or vice versa, you cannot continue. The only files that can be transferred are record files (customers, vendors, inventory items, and so on). Journal transaction files cannot be imported because the charts of accounts of the two companies are different.