Rebuild a Company

Related topics

Read the rebuild company process overview

Perform other Import/Export tasks

Perform other company tasks

Read the import/export overview

When rebuilding an existing company, you must first set up a new company and then transfer the appropriate information from one company to another using the import/export process.

Note: You should not begin this process unless you intend to complete the entire rebuild process at one time. Also, you should make separate backups of your data after each procedure is complete. If something fails, you will not have to restart the entire process.

Part 1: Create a new company

  1. From the File menu, select New Company, or choose Set up a New Company in the Sage 50 Startup window. If a company is open, click OK to close it.

    Sage 50 displays the New Company Setup wizard.

  2. Read the introductory information, and click Next .
  3. Enter your company's basic information in the appropriate fields. In the Company Name field, add New to the name to distinguish from the original company. You can change the company name after the rebuild is complete. Click Next.
  4. Select the Copy settings from an existing Sage 50 company, and click Next.

  5. Select the company you want to rebuild from the company list, and click Next.

  6. Select each company default setting that you want to copy to your new company, and click Next.

    Notes: Because you are rebuilding a company, you must select each option, including Employee defaults. If you don't, you will receive errors when importing employees and sales reps.

    If changing accounting period structure, be sure to clear Accounting Periods.

  7. Select the appropriate accounting method (accrual or cash), and click Next.

    Note: The accounting method should be the same as for your old company unless you are rebuilding to change the accounting method.

  8. Select the appropriate posting method (batch, SmartPosting, or real time), and click Next.
  9. If you are rebuilding company data to change your accounting period and fiscal year structure (and you did not choose to copy accounting period defaults earlier), Sage 50 displays the New Company Setup - Accounting Periods window. If you chose to copy accounting period defaults, skip this step and continue with the next step.
  10. If you are copying accounting period defaults, skip this step and continue with the next step. If you chose not to copy Accounting Periods, you need to select an accounting period structure.
  11. Click Next and then Finish.

Part 2: Export and import maintenance records

You need to know the location of the original company's folder and files.

  1. Open the original company.
  2. From the Maintain menu, select Company Information. Take note of the file path in Directory.
  3. Close Sage 50.
  4. Open Computer or My Computer and browse to the original company's Directory
  5. Copy the following files:
    • RECUREX.DAT
    • REPORT.DAT
    • RPTDATA.DAT
    • TAXAUTH.DAT
    • TAXCODE.DAT
    • TAXTABLE.DAT
    • TEMPLATE.DAT
    • QTYDISC.DAT (Sage 50 Quantum Accounting)
  6. Right-click, and then click Paste into the new company's directory.

    Note: If prompted, overwrite the existing files in the destination.

  7. Open Sage 50 and then the original company.
  8. From the File menu, choose Select Import/Export, and then export each of the following items:
    • Chart of Accounts List (General Ledger) if using Budgets
    • Budget List (General Ledger)
    • Employee List (Payroll)
    • Vendor List (Accounts Payable)
    • Customer List (Accounts Receivable)
    • U/M List (Inventory) (Sage 50 Quantum Accounting)
    • Inventory Item List (Inventory)
    • Bill of Materials Listing (Inventory)
    • Phase List (Jobs) (Sage 50 Quantum Accounting)
    • Cost Code List (Jobs) (Sage 50 Quantum Accounting)
    • Job List (Jobs)
  9. Close the original company and open the new company.
  10. From the File menu, and then select Back Up to make a backup of your company.
  11. From the File menu, choose Select Import/Export.
  12. Import each of the following items:

    Note: You must import in the exact order listed and make a unique backup after each successful import.

    • Chart of Accounts List (General Ledger), if using Budgets
    • Budget List (General Ledger)
    • Employee List (Payroll)
    • Vendor List (Accounts Payable)
    • Customer List (Accounts Receivable)
    • U/M List (Inventory) (Sage 50 Quantum Accounting)
    • Inventory Item List (Inventory)
    • Bill of Materials Listing (Inventory)
    • Phase List (Jobs) (Sage 50 Quantum Accounting)
    • Cost Code List (Jobs) (Sage 50 Quantum Accounting)
    • Job List (Jobs)
  13. Manually enter inventory item beginning balances and/or job beginning balances, if needed,
  14. (Optional) If you are using Paya, select Services, Credit Card Processing and enter your Merchant ID and Merchant Key.

  15. From the File menu, select Back Up and make a backup of your company.

    Important! If you are rebuilding to change accounting methods, or due to corruption in the original company, stop here. You will need to enter beginning balances for your customers, vendors, and employees.

Part 3: Export and import journals

  1. Open the original company.
  2. From the File menu, choose Select Import/Export.
  3. Export the following items:
    • General Journal (General Ledger)
    • Purchase Order Journal (Accounts Payable)
    • Purchases Journal (Accounts Payable)
    • Assemblies Journal (Inventory)
    • Work Ticket Journal (Inventory) (Sage 50 Quantum Accounting)
    • Adjustments Journal (Inventory)
    • Sales Order Journal (Accounts Receivable)
    • Sales Journal (Accounts Receivable)
    • Time Ticket Register (Time/Expense) (Sage 50 Quantum Accounting)
    • Expense Ticket Register (Time/Expense) (Sage 50 Quantum Accounting)
    • Payments Journal (Accounts Payable)
    • Cash Receipts Journal (Accounts Receivable)
    • Payroll Journal (Payroll)

      • Note: When exporting, set the date range on the Filter tab to All, then manually enter the date range you wish to copy.

  4. Close the original company and open the new company
  5. From the File menu, choose Select Import/Export.
  6. Import the following items in the exact order listed:
    • General Journal (General Ledger)
    • Purchase Order Journal (Accounts Payable)
    • Purchases Journal (Accounts Payable)
    • Assemblies Journal (Inventory)
    • Work Ticket Journal (Inventory) (Sage 50 Quantum Accounting)
    • Adjustments Journal (Inventory)
    • Sales Order Journal (Accounts Receivable)
    • Sales Journal (Accounts Receivable)
    • Time Ticket Register (Time/Expense) (Sage 50 Quantum Accounting)
    • Expense Ticket Register (Time/Expense) (Sage 50 Quantum Accounting)
    • Payments Journal (Accounts Payable)
    • Cash Receipts Journal (Accounts Receivable)
    • Payroll Journal (Payroll)
  7. After importing the journal data in the new company, post all journals if you are in Batch posting.
  8. Print all necessary reports, and compare the two companies.
  9. If there are any discrepancies, make necessary adjusting entries.

    10. Note: You cannot transfer memorized transactions between two Sage 50 companies. You must set up memorized transactions manually in the new company.

  10. At this point, you may wish to rename the original company, and rename the new company to the proper company name.
  11. In the new company, from the File menu, select Back Up and make a backup of your new company.