This month's "technical tip" looks at an area that can get overlooked when running a busy Sage 200 system and can result in slow transaction enquiries. Following is an overview of the options for housekeeping and file maintenance in the Sage 200 financial ledgers.
Sales and Purchase Ledger
The default transaction retention period is set in Sales/Purchase Ledger Settings.
This setting acts as the default for when new accounts are created.
The Account Maintenance function which in earlier versions was part of the Period End routine is now found in Sales/Purchase Ledger -> Period End Routines -> Account Maintenance.
In the example above transactions that are fully allocated will be moved from the current tab to the historical tab if their transaction date is more than 24 months older than the 'archive up to' date of 17/07/17.
Before running account maintenance
After running account maintenance.
N.B. Data on the historical tab is held in a different SQL data file to that against the current tab.
If the 'archive transactions after this period' had not been ticked then transactions older than 24 months would have been removed from the system.
To remove transactions from the historical tab (and permanently the system) run the purge transactions option.
As with the Sales and Purchase Ledgers this setting acts as a default when new accounts are created.
In the example below transactions that are dated more than 36 months after 31/12/16 will be archived to the historical tab.
The year end option above will archive all profit and loss transactions that are dated in the previous financial year to the historical tab - regardless of how many months you have set in the 'keep transactions for' option.
Use the purge transaction option to remove archived transactions from the historical tab (and from the system).
Report of the month
The report for August is now available. This report shows you all outstanding invoices grouped by the customer and shows the invoices in due date order.
Each month Sage will provide a "Report of the Month" so it is worth coming back to this page on a regular basis.
If you found these reports useful please let me know and which ones as feedback is always welcome.