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Sage query - archiving!

  • Member
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  • # 74484

Hi there I wonder if anyone has any advice my client has lots of customer and supplier records that are no longer required but will hold transaction history so I would definitely not want to delete them.  (I don't think you can if they have trans history)

So is there a way of archiving on Sage?  If not can someone recommend how I can differentiate between current and old records so I can sort them on the screen so its easier to use ?

Thanks

  • 698 posts
  • # 74485

Hi Macksie

Not sure if this is part of the Archive routine run at the year end.

I usually change the account status to closed, This means when posting the customer or supplier does not show up in the select customer / supplier drop down box.

You can then filter the view to exclude all closed customers.

Kind regards
Stuart

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  • # 74486

Hi Stuart

This sounds exactly what I need but on my own version of Sage I can't see a field for account status?

Can you tell me where this would normally be?

Thanks
Lisa

  • 698 posts
  • # 74487

Hi Lisa

If you go to either the supplier or customer record select the credit control tab you should then see a drop down box for account status.

You can them change the account status from open to closed.

Kind regards
Stuart

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  • # 74489

EDIT : already answered and I can't delete post. 

Edited at 20 Sep 2011 09:38 AM GMT

  • Member
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  • # 74491

Nope I don't have that! I must have something not set right I can't screen dump to here but it shows the following:

Credit Limit
Settlement Due
Sett Discount
Payment Due
Average Time to Pay
Trading Terms Text

Duns Number

Then under Restrictions there is 4 boxes for Can charge credit, Restrict Mailing, Terms Agreed & Account on Hold!

I can use the account on hold function but I cannot see how to filter on the main customer or suppliers screen by this field! 

  • 698 posts
  • # 74494

Hi Lisa

This may be easier for you to call me direct on 0207 630 6665 ask to speak to Stuarty Wildman.

I can then establish a few things which may enlighten us.


I will be out of the office for 12:00 today and then not back until next Monday

Kind regards
Stuart

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  • # 74495

Cheers I will make a note of your number and try and call you next week as I am at my full time job at the moment so a bit difficult!  (just working out my notice)

Thanks so much for your help.

  • 698 posts
  • # 74498

No Problem Lisa speak to you next week

  • 107 posts
  • # 74622

Hi Lisa, 


You can remove reduandant records including customers and suppliers as part of the year end process, so for a long term solution and tidier ledgers this would be suitable.


Only downfall, you need the year end to be coming up! So it would depend on how soon you could do this.


Regards,


Christopher.          

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  • # 74713

Thanks for the advice however reading the Sage manual I think this will only work for records that hold no transactions.

My client has yet to do their year end so I will see.

What is bugging me is that I cannot see the same fields such as account status when looking at customer and supplier defaults which shows in the Sage manual?  I cannot find if this is something that can be customised or switched off anywhere its driving me mad!

  • 116 posts
  • # 74730

Just wondered what Sage package you are using?  If it is Sage Instant and not either Sage Instant Plus or Sage 50 then I think the account status drop down is different in which case you may have to wait until the year end to archive the relevant records.

Haven't used Sage Instant for a while so not positive about this!

Lesley Smith

  • 5 posts
  • # 74741

Hi Macksie,

This might help.

If you do not use the department numbers within sage you can allocate deparment number 1 to the accounts that you want to hide.  Within the customer reccord select the default tab,  and change the department number to 1 and save.  If you go into search at the bottom of the customer main screen and enter where in join, department code in field, is equal to in condition and the value 1 in value and apply you can view all customers that have been allocated the code 1.  to view your current customers just go into search and select 0 in the value box and apply and will only view your current customers.

regards
Anne

  • 107 posts
  • # 74745

Are you trying to effectively hide unused accounts? I misunderstood and thought you wanted to basically get rid of. 


In the customer accounts select the status option to 'Account on hold'
Close and return to the customer list view.  
In the customer view looking at the grey bar that lists account, name and balance etc. right click and a list of additional fields to show appears, click 'account on hold' and a tick should appear next time you look.
A field should now show 'Y' or 'N'


Now again within the customer list click 'Search' at the bottom left and select the following:

Where
Account on hold
is equal to
N
Click 'Apply' and now the customer list will only show 'N's - all accounts not on hold and in use and now hides 'Y's all accounts on hold.

Hope this solves your initial question.


Any problem with above let me know.


  

Edited at 29 Sep 2011 01:31 PM GMT

  • Companion Fellow PM.Dip
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  • 1137 posts
  • # 74752

Hi Macksie

My understanding is you would still like to see the old activiity if you needed them but would prefer to exclude them form your list.

On Sage on the top right hand corner you will see a magnifing Glass .

This is what I recommend you to do.  Edit if you do not have account status pick some other criteria for example credit position  and put them all the old as the same.   The principal is the same. 

Click on each customer or supplier  that you want to archive or not see in present list

Go to the Credit Control Tab with in the supplier or customer  and pick Status closed on hold  and save.

on the suppliers or customer list screen 

Press the  Search button at the bottom  

 and set the criteria to say

Join =Where

Field -Account status    change criteria if using other critera 

Condition = Is equal to 

Value =  open                 Crteria that is the usual if needed to use other criteria 


Press apply.  You can also save as many criteria as you like the software will pick the one you have picked but other options can be saved once you get used to the idea.

Now  click the maginifying Glass and either it will say all records or click again and it will show a sum of records which will be your current list of Suppliers. 
 
Hope this helps




Edited at 29 Sep 2011 02:58 PM GMT

Edited at 29 Sep 2011 03:01 PM GMT

  • 88 posts
  • # 74757

Hi Maskie,
 Depending on the version of Sage you are using it could be possible to write off small balances on customer and supplier accounts. You use the write off/ refund options in the task panel on the left hand side of the customer and supplier windows. The effect is to clear the balances on the account to nil.

To hide the accounts from your customer and supplier lists, change the account status within the credit control tab within the record ( e.g 2 closed (on hold) ) then apply a search in the customer and supplier list where account status is not equal to 2 closed (on hold). The search will mean the customer and supplier records remain stored in the data, but are hidden, reducing the risk of accidentally posting transactions to them.

It is possible to permanently remove the customer and supplier records from the list, you can delete accounts with no transactions associated with them by running the clear audit trail opption but you should not do this within the current financial year.

Possibly the best option would be to post the write off transactions within the current financial year.This will hide the records until your end of year and are able to clear the audit trail. 

  • Member
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  • 31 posts
  • # 74769

Thank you for your responses I will have a play with some of your suggestions but the issue I have is that I don't have the account status field in the first place on the credit control tab I have a Instant Accounts as my own personal version but I believe my client has Sage Instant Plus so when I get some time I'll see if I can get something working there to hide the old records.

Thanks again for all your advice
Lisa 

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  • # 75547

Hi there,

Don't know if you got this sorted, but after you have run the year end routine you can clear down the audit trail for old years (well actually you can do this at any time, but best to do at year end).  After doing this, assuming all transactions on customer and supplier accounts have been fully reconciled and matched you can delete old ones.

Pauline

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