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Getting data out of Sage

  • Member PM.Dip
  • Practice Licence
  • 13 posts
  • # 75165

Hi

I have a client who has all her data on Sage. I'm not able to look after it for her any longer and rather than find another bookkeeper, she wishes to look after the accounts herself.  However, she can't use Sage and doesn't wish to learn. She has asked me to extract all the data from Sage into Excel spreadsheets - customers, suppliers, banks and nominal information - going back to the beginning of the financial year in June.

This seems like a monumental and therefore expensive (for her) task for me to undertake. Does anyone know of any relatively straightforward way of doing this ?

I think it might be better for me to print off various reports for her so that she can create her own bespoke spreadsheets.

All thoughts gratefully received !



 
Lesley
  • 116 posts
  • # 75175

Hi Julia

Depending on which Sage software you are using you can export into an excel sheet.  If you go to file- send - contents to Microsoft Excel and it will export all the data to an excel sheet.

Don't think you can use it with Instant software though it might only be with Sage 50 unless someone else knows any different.

Hope this helps

Kind regards
Lesley
Timm
  • 88 posts
  • # 75204

Dear Julia,

I agree with Lesley in that it really does depend on the version and volume of Sage accounts you are using.

Sage 50 should be straight forward.

Sage Instant and Instant Plus you may be lucky as some versions do have an option to send to Excel. To find out try going to the bank reconciliation window. Look for an option to "Sent to Excel Confirmation" Drill down to "Which list would you like to send to Excel? and another drill down list opens and so on.

Failing that you could ask your clients accountant if they use Sage 50 Accounts Client Manager and if your lucky and they do then with your clients permission send the data to the accountant via the Accountants Link accessed via Modules and  Wizards. 

Best of Luck 
Lesley
  • 116 posts
  • # 75206

Had access to Sage Instant Plus yesterday and the option is on that software and Sage 50, but as Timm says don't think it is available on Sage Instant.

If you go to file - Office Integration - contents to Microsoft Excel.

Also if you go to any of the reports you can also save to file rather than print and change the file type to an excel format and save them from there.

You can do this for customers, suppliers, nominal accounts and also within bank reconciliaton as Timm suggested.

Good luck with this and it will save a lot of time for you and your client.

Kind regards
Lesley
  • Member PM.Dip
  • Practice Licence
  • 13 posts
  • # 75227

Hi Timm & Lesley,

Sorry for the delay in getting back to the forum - been separated from my computer !

Thanks for your thoughts but I'm afraid I didn't explain myself properly. I've got Client Manager myself so I know I can export to Excel, but my concern is that my client has about 40 customers and 30 suppliers set up and several bank accounts and what she ideally wants is for me to create a spreadsheet for each different customer, supplier and bank account etc.

As I understand it, I would need to export each customer and supplier separately (thereby creating numerous separate workbooks, albeit temporarily) and then copy and paste them into 2 single workbooks (one for customers with all the different sheets and one for suppliers).

Is my understanding correct or is there some better way of doing it ?
Martin
  • 40 posts
  • # 75858

Other methods of getting information out is under reports you will find an option which will enable you to save a file as CSV or XLS files.  Under Excel you will have a Sage option as well.
Or another option is using ODBC in Excel to export hte information required.
Martin 
  • Member PM.Dip
  • Practice Licence
  • 13 posts
  • # 75861

Thanks for those ideas Martin - I'll do some investigation ....
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